CONTENTS INTRODUCTION HANDY CONTACTS FORMS/HANDY LINKS KEY DATES CLUB FUNDING RUNNING YOUR CLUB GUILD SERVICES RESPONSIBLE SERVICE OF ALCOHOL

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2 CONTENTS INTRODUCTION HANDY CONTACTS FORMS/HANDY LINKS KEY DATES CLUB FUNDING RUNNING YOUR CLUB GUILD SERVICES RESPONSIBLE SERVICE OF ALCOHOL THAT S ALL FOLKS

3 INTRODUCTION Congratulations on being elected to your club s executive! You have been given the opportunity to create an exciting culture on campus and we look forward to working with you over the next year. The Guild acts as your older sibling allowing you to maintain control but being there whenever you need assistance. We are here to help you with running your club, finance and events and everything in between! This handbook is your club s survival guide it s got the basics for running your club, the services we provide and affiliation requirements. Have a question but don t know who to ask? Check the useful contacts page! It s 11pm the night before your BBQ and you ve forgotten what to do? Check the BBQs section! Don t know the first thing about hosting an event? Check the events section! If you ve still got questions, please don t hesitate to contact us. Nicholas Lam 3 Bethany Fitzsimon 3

4 HANDY CONTACTS CAMPUS CULTURE For any general club enquiries the campus culture team. This includes AGM minutes, constitutional changes and any other questions you have. Nick Lam Bethany Fitzimon P: (N) (B) E: PRESIDENT Our wonderful El Presidente is always up for a chat! Isobella Powell P: E: president@qutguild.com SECRETARY She s the glue of the Guild, you can always count on Emily! Emily McIntyre M: E: secretary@qutguild.com TREASURER Need a transaction authorised or any other financial enquiries? Talk to Jayden. Jayden Dawson M: E: treasurer@qutguild.com UNIVERSE Want to advertise an event with Universe? Shoot them an ! P: E: universe@qutguild.com INTERNATIONAL BARS Are you an international club? Want help with anything international specific? Talk to Dan & Gurvinder! Dan Cabrera Gurvinder Singh P: (D) (G) E: international@qutguild.com Already organised an event at the Botanic or Grove Bar and have questions? Contact our bar manager Perry! 4 Perry Canning M: E: pcanning@qutguild.com

5 FORMS/HANDY LINKS Room Bookings: Event/Bar Tab Bookings: BBQ Bookings: Photographer: QG What s on Calendar: 5

6 KEY DATES SEMESTER ONE Orientation Week (O Week) February Orientation week is run by the university. This is the first time most first years walk onto campus which makes it a perfect week for recruiting! Hosting a stall is also a great way to market upcoming events. If you haven t booked an O-Week stall, contact student engagement at engage@qut.edu.au. Market Week February Market week is run by the Guild. This is the first week of classes so it s the perfect opportunity to recruit both new and returning students. All guild affiliated clubs are invited to host a stall, however, there is limited space so get in quickly! Booking Form: bit.ly/2ozthzx Club Faculty Night February The Botanic and Grove Bar will be pumpin all week, kicking off with a back to school party with Education faculty club, SEAL! Ditch the marquees and 53% humidity and cool down with a bevvy. It ll be a great opportunity for students to meet new people and join as many clubs as they d like. Wearing your club s shirt and bringing some membership cards for sign ups will be a hit! 6 6

7 SEMESTER TWO Orientation Week: July Semester two orientation week is a smaller version of the semester one O Week. Most international and exchange students begin in semester two so it s a perfect chance to build your membership base. The university will advise when stall applications open. Market Week: July Market week in semester two is the same as semester one. Keep an eye out for booking forms towards the end of semester 1. Clubs Awards Night: October Clubs awards night is held towards the end of semester 2 (usually October). This is a night of celebrations! There are a range of awards to be given out including (but not limited to!) club of the year, best executive, best special interest club, best networking event and best ball. Make sure you keep us upto-date with your club s activities for the best chance to win an award! 7

8 CLUB FUNDING APPLYING FOR FUNDING The formal funding rounds, operated by the Guild clubs and societies committee occurs once every semester. The date and link to form will be uploaded to our website which will indicate your deadline in submitting your application forms to the campus culture Vice Presidents. Your club/society will be classified into an appropriate tier of funding that corresponds to your details outlined in the application. Once the funding has been approved by the committee, these funds will be moved to your account. ADDITIONAL FUNDING Additional club funding is available for clubs and societies that require additional capital for events and other operations. You can apply for additional funding by using the application form. The link will be uploaded to our website shortly. The clubs and societies committee, in conjunction with the treasurer, will decide on whether or not there is sufficient grounds to issue additional funding. The eligibility of additional funding will be assessed by the club s intent of use, being whether or not the money will assist in growing the club to support more members in the future, as well as benefiting current members of the society. Seperate to funding that the Guild offers, the Student Grants and Development office at QUT takes applications for SCAP grants. 8 8

9 RUNNING YOUR CLUB PRESIDENT S DUTIES The president is responsible for overseeing the club s activities and administration. They are the club s spokesperson, chairing meetings and ensuring regular communication between executives and the Guild. They are also responsible for handover at the end of the year. We will send important information to your club s and president s so check them regularly! SECRETARY S DUTIES The secretary is responsible for general housekeeping such as maintaining membership lists, creating and circulating agendas for meetings, keeping minutes and calling AGMs. Maintaining membership lists is extremely important as it will play a substantial part in determining your club s funding and is necessary for insurance purposes. TREASURER S DUTIES The treasurer is responsible for the club s finances. They must keep a receipt book and asset register throughout the year. A profit or loss statement must be submitted to campusculture@qutguild.com for the annual audit at the end of the year. The treasurer must be financially savvy and ensure that the club is financially stable. CLUB MEETINGS Every club should have regular meetings to ensure the club stays active. It is recommended to have at least three meetings per semester, with more as required (for example, to organise events). The secretary must take minutes of all meetings and archive these to handover to the next year s executive. Guild affiliated clubs are able to book rooms for such meetings. See link in Forms section to fill out an application form! MANAGING YOUR FINANCES All clubs must manage their finances appropriately. There is a guide for keeping financial records on the Clubs Resource page on the Guild website: Please read and follow this document. All financial documents must be submitted at the end of each year to be reaffiliated. 9

10 ANNUAL GENERAL MEETINGS (AGMS) Each club must have an AGM by November 1 each year. The secretary must advise Campus Culture and all club members at least seven days prior to the AGM. They must attach a copy of the proposed agenda. Please note: some clubs may have changed their constitution to require more than seven days. Please read your club s constitution to ensure you are following regulations. All finances must be presented by the treasurer at the AGM. this includes the club s receipt book, profit and loss statement and asset register. These must be approved by the meeting. If your executive are intending to change any part of the constitution, please outline these changes in an to campusculture@qutguild.com at least seven days prior to the AGM. If these changes are approved against the Guild regulations, you will be required to pass the changes at the AGM. If they are rejected, we will explain why and what you can do to alter them. After every AGM, the secretary must submit the following documents to campusculture@qutguild.com within 3 business days after the club s AGM: 1. AGM minutes; 2. Signed AGM attendance list; 3. New executive contact details; and 4. Financial documents: receipt book, profit and loss statement, asset register. 5. Updated constitution (with amendments highlighted) More information and templates for AGMs can be found on the Clubs Resource page on the Guild website: INSURANCE Affiliated clubs may be covered by QUT or Guild insurance in certain circumstances. You may also obtain a Certificate of Public Liability from the Campus Culture Team if you require it to book a venue. Clubs who are deemed to be high risk in terms of their liability to the Guild, will be asked to provide additional documentation around activity being conducted throughout the year. The Clubs and Societies committee will then perform risk assessments on affiliated clubs for insurance purposes. The Guild reserves the right to reject endorsement for activities deemed high risk

11 DISAFFILIATION Disaffiliation is rare, but may occur if you do not meet the requirements for an affiliated club. The following situations may result in your disaffiliation: Your membership falls below twenty members; You fail to comply with your constitution, or the QUT Guild s Constitution, Regulations or Policy; You fail to submit necessary documents (AGM minutes and attendance list, constitution, financial statements and executive contacts); or By resolution of your club s executive, you undergo voluntary dissolution. Potential disaffiliation cases are subject to resolution by the clubs and societies committee. 11

12 GUILD SERVICES CLUB ROOMS & STORAGE Clubs are able to use the clubs rooms (x224) in X Block at Gardens Point. Each club is allocated a 37.5 x 40.5 x 30cm tub for their assets. Please ensure that anything stored in the room is clearly labelled with the club name and contact details. Any large items may be stored neatly along the side of the room as long as it does not cause a fire hazard. We re working on finding some new rooms for clubs to use, so check your s and clubs hub for updates regularly! EQUIPMENT HIRE The Guild offers free equipment hire to affiliated clubs. If you would like to hire any of the items below please campusculture@qutguild.com at least two weeks prior to the event. Want to have a look before you hire? Just shoot us an ! Tents (3m x 3m) Tables Eskies Decorations - fairy lights, flowers, candles, small tables, vases etc. Red Carpet BARBECUES ON CAMPUS Holding a barbecue is a great way to fundraise for your club! This is an exclusive privilege offered only to Guild affiliated clubs. To book a barbecue, follow the link below. Remember, barbecues are extremely popular so we try our hardest to allocate you to a date and campus that you prefer, however, this is not always possible. Book in early to avoid disappointment. We will send you instructions for running and cleaning your barbecue when we confirm your booking. Someone will be available to help you set up on the day, but if you have any questions prior to the day, please campusculture@qutguild.com. Barbecue booking link: Below is a table that indicates what the Guild supplies and what your club must supply

13 Guild Supplies Barbecue Utensil box Cleaning box Gloves Club to Supply Sausages Bread Onion Sauce Napkins Drinks Please note, due to our agreement with the university, the only consumables to be sold at club barbeques are sausages in bread with onion and sauce. Once your club has finished the barbecue, you are responsible for cleaning the barbecue, utensils and barbecue area. If you notice we are running low on something, please so we can restock for the next club. Your club may set the prices, however, to make maximum profits we recommend selling sausages for $2 - $3 each and offering meal deals (drink & sausage) for $ $4.50. Remember, you re selling to university students! Attached to each BBQ is infromation on how to run your BBQ safely. Failure to do so could result in the university cancelling all future Guild BBQ bookings, so please follow this carefully. ROOM BOOKINGS The Guild offers free room bookings for all affiliated clubs. You may request to book a room at either campus. If you intend to do this, please fill in the room booking form below at least two weeks prior to the event. Room Booking Form: PHOTOGRAPHY The Guild provides free photography and videography to affiliated clubs. Clubs are entitled to have a videographer for one event per semester and a photographer at up to four events per semester. Follow the link below to book at least two weeks in advance. Photographer Booking Form: 13

14 EVENTS AT THE BOTANIC BAR & GROVE BAR Keen to host an event at the Botanic or Grove bar? Use the form below to book at least two weeks in advance. This form can also be used to organise bar tabs. Each club is entitled to a bar tab match of up to $250 per semester. You may split this to use at a maximium of two events per semester if you would like. However, it cannot be refunded if you do not use all of it. For example, you may split it as follows: Welcome event: $100 with a match of $100 to make a total bar tab of $200. End of Semester event: $150 with a match of $150 to make a total bar tab of $300. You may also split it as follows, but will not get a refund: Welcome event: $70 with a match of $70 to make a total bar tab of $140. End of Semester event: $100 with a match of $100 to make a total bar tab of $200. You will not get the difference of $160 refunded. Event and Bar Tab Booking Form: OTHER FUNDRAISING OPTIONS Clubs may fundraise through a range of other avenues. For example, fundraising events, sponsorship, raffles etc. Hosting ticketed events is a great way to generate some extra cash! Charge members an entry fee and offer a bar tab or food/drink specials. Clubs are welcome to find sponsorship from relative organisations. In the past, clubs have had sponsors pay for merchandise which significantly reduces financial burden! Raffles are also a popular way to raise money. Have your executives find prizes e.g. merchandise, free tickets to events, bottles of wine or gift packs from your favourite brand. Sell raffle tickets with the entry ticket or on the night. SQUARE EFTPOS MACHINES The Guild offers a limited number of Square EFTPOS machines for clubs to use during O Week, Market Week and for events throughout the year. If you would like to use one, please us at campusculture@qutguild.com at least two weeks prior. You will be required to sign a contract to cover any losses or damages to these machines. Please return the square machines within two working days of the event. Please note, demand will be high during busy periods such as O Week, Market Week and the end of semester. To avoid disappointment, please us earlier

15 COFFEE CATCH UPS The Guild is offering a new initiative this year, Coffee Catch Ups. Nick & Bethany will be available to answer your questions from 10am - 11am every Wednesday at Gardens Point and Friday at Kelvin Grove. If you are intending to attend but are running late, please call us and we will stick around if possible! UNIVERSE ADVERTISING Free advertising is available through the Guild s magazine, Universe. Advertisements may be printed in physical editions or online on the Universe website or Facebook page. Universe prints one edition each semester, therefore, print advertisements have a long lead time - approximately four weeks. The website and Facebook page have a substantial engagement rate with its audience. Advertisements have a much shorter lead time. Furthermore, Universe will be posting weekly What s On updates as well as feature posts about major events, for example, balls, networking nights, social nights, etc! If you would like an advertisement printed in the physical copy, keep an eye out for submission requests on the Universe Facebook page facebook.com/qguniverse/. If you would like an advertisement published on the Universe Facebook page or website, please universe@qutguild.com at least two weeks in advance. BANNER PRINTING The QUT Guild marketing department offers printing for banners and posters on 200gsm poster paper in A2, A1 or A0 sizes. These are great for promoting your club during O Week and Market Week! Prices are as follows: A0: $48 A1: $30 A2: $15 Custom sizes on request. Prices are subject to change. Please note that two weeks notice is required for print jobs. 15

16 RESPONSIBLE SERVICE OF ALCOHOL As affiliated clubs and societies, each and every executive members holds responsibility as a subordinate of the QUT Guild Liquor License. As subordinates of the liquor license that the QUT Guild holds, all clubs must abide by the rules set out in the Queensland Liquor Act This means, clubs are not permitted to advertise alcohol prices or bar tabs verbally or on social media, websites, s etc. Significant fines will occur for breaches of the Liquor Act from Liquor Licensing Queensland. It is also important that at all times executive members ensure the safety of all its members and discourage excessive alcohol consumption. If any club is found to be encouraging this, they may risk disaffiliation under the risk assessment scheme. The safety of your members should always come first

17 THAT S ALL FOLKS Drumroll please! On behalf of the QUT Guild, we hope that this survival guide helps you navigate your year as a club executive. We want to help you have the best year possible and help improve your club so feel free to contact us whenever you need assistance - we are your personal uni wingman after all! We look forward to getting to know all of you. Have a fantastic, fun and exciting year! - Nick & Bethany 17

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