Victoria University of Wellington Students' Association

So you want to start a club?

Here are some quick questions to consider:

• What is the purpose of the club?
• Is the club necessary?
• Do similar clubs currently exist?
• If so, are they active and relevant?
• What is the clubs appeal to attract members?
• Who are the potential members?
• What services will be provided to members and will they be considered worthwhile?
• What is the level of initial and continual support for the club to function?
• What will be the clubs contribution to the student and wider Wellington community?

Once you have answers for the above, email the Clubs and Events Manager to make an appointment to go through everything.

The following steps can be followed to form a club:

1. Create promotional material: Create promos such as flyers, posters, and a website that clearly illustrates what the club is offering to potential members. Remember to include contact details. You can also submit a notice in Salient.
2. Get at least 20 Victoria student members: Methods to do so include asking mates/classmates, holding information stalls, hosting an event/activity. Remember to get student contact details.
3. Host an informal meeting: Ask members to attend a meeting to set goals and objectives, determine the clubs constitution, discuss possible committee positions and candidates, brainstorm a possible event plan for the year, and discuss potential club expenses as well as revenue opportunities.
4. Host your Annual General Meeting (AGM) or Initial General Meeting (IGM): At this meeting you approve your clubs constitution, hold elections for committee positions, set a membership fee, discuss the proposed plan of events as well as the proposed budget forecast for the upcoming year and encourage feedback from club members. Remember to follow your constitution when calling and hosting a General Meeting (namely the minimum notice that you need to give your members and the minimum number of members that need to be present to reach quorum).
5. Committee to finalise documents: Finalise your clubs events/activities plan, budget forecast, membership list, and AGM/IGM minutes (found in the affiliation form).
6. Complete your affiliation application form: Complete the sections required and attach the following supporting documents; club constitution, AGM/IGM minutes, plan of activities, budget forecast, and membership details.
7. Open a club bank account: Upon receiving a letter from VUWSA confirming your affiliation status take this letter to the National Bank on campus to open a club account. Ordinarily the President and Treasurer are signatories to this account. It is a good idea to nominate another committee member to be the third signatory. Please remember to send your account details through to the CEM once opened.