Resources for Club Executives

Running a club handbook

Check out the Running a Club handbook.

This super useful document has frequently asked questions about processes involved in running a club, useful skills and tips for running your club as well as sections on problem areas like delegating duties and conflict resolution.

2018 Council dates

Clubs and Societies Council Dates for Semester One 2018.

The dates for Semester One are March 8, March 29, April 19, May 10 and May 31!

What is C&S Council?

C&S Councils are one of the main forms of communication between clubs, societies, the Clubs and Societies Officer and the LTSU elected General Secretary.

These councils occur 8 times a year and go for about an hour.

During this time representatives from clubs and societies, as well as LTSU Office bearers and the Clubs and Societies Officer, come together to discuss events, ideas, training, affiliation, grants, and more. We discuss vital updates and club opportunities. It's also your chance to meet executives from other clubs and potentially share ideas or plan events together.

The meetings usually feature free food and drink (including Halal and vegetarian options)

Orientation week (before week 1)

Census Date Semester 1 (about the end of March roughly)

Ongoing clubs must re-affiliate by this date to claim the Orientation Grant, and be able to claim grants from Jan 1 - census date

Re-Orientation day

A smaller clubs festival held after mid-semester break in semester 1.

Week 1 of Semester 2

Back 2 Uni Festival featuring a clubs carnival

October 1

Clubs can begin the process of re-affiliation for the following year.

AGMs held from October 1st onwards can be counted towards the next year's re-affiliation process.

Planning your budget can be confusing as funding can go up or down every year depending on a number of factors. Check in with the Clubs and Societies officer at the start of each semester to find out how much your club has been allocated.

The amount of funding for a club who affiliates in Semester One 2018 is $1400 for the year. If a club affiliates in Second Semester they will be allocated around half of this amount.

Please note, money available in your budget can only be accessed through applying for grants on the grants page

Helpful resources:

Managing club finances tips

Club budget template

Compulsory to do's

• Book space in the Agora or hire equipment (BBQ, PA, Marquee, Trestle tables) either by contacting the Clubs Officer ( clubsofficer@latrobe.edu.au ) or by calling LTSU Reception on 9479 2314.

  Note: You must book this in advance to avoid disappointment. All sound must be turned off in the Agora by 2pm (University policy)

• Make sure you have read our policies on risk management and if you're having an event for more than 30 people complete the risk assessment form.

• Submit the LTSU club event booking form to clubsofficer@latrobe.edu.au

Optional and highly recommended resources

• Download the very useful club running an event checklist

• For general information read the running an event overview booklet

• Standard club meeting template (for taking minutes or structuring meetings): Word version; PDF version

• Events attendance list

• Visit the event section of the FAQ page

• Read up on safe manual handling and safe food handling

• View a map of bookable places in the Agora

• Locate power points in the Agora on this map

• How to run a BBQ

• Report an incident in the Agora

Please attach the LTSU logo to all of your club posters, merchandise etc to show your club's affiliation to LTSU and La Trobe University.

.PNG version (preferred, with rounded corners)

.JPG version (non-rounded corners)

The LTSU's Graphic Designer can only design marketing for LTSU staff and departments, and sadly cannot help you design your logo / posters. There are many easy design programs available online. We recommend the free and easy online software Canva (no download required).

The LTSU runs a comprehensive FREE training calendar to help equip club committee members with the skills they need for running their club. Committee members or club members designated by the committee are encouraged to sign up and come along.

For enquiries about upcoming training sessions please contact the Clubs and Societies Officer by calling 9479 3752 or emailing clubsofficer@latrobe.edu.au

Upcoming training sessions (click to sign up):

First Aid Training, Friday March 10 2017

Previous training topics include:

Food Safety and Handling Certificate

Responsible Serving of Alcohol Certificate

First Aid Certificate

Conflict Resolution

Mental Health First Aid

Workload management and delegation

Creating a positive club culture and conflict resolution

Marketing

Basic bookkeeping and financial management for clubs

Standard club meeting template (for taking minutes or structuring meetings): Word version; PDF version

How to plan do successful committee member handover

How to plan do successful committee member handover

Avoid and manage stress - including time management and delegation

What do I do if a committee member resigns? Get your club committee / executive to fill out this form authorising the change

Managing conflict

When your club first affiliates successfully with LTSU you will be given an email address in the format xyzclub@listserv.latrobe.edu.au.

Any emails sent to this address are forwarded to your executive committee team (using the email addresses written on the affiliation form) and any other generic club email addresses that were nominated on your affiliation form. This is the email address which is listed for publicity, and which the LTSU will use to communicate with your club.

We highly recommend keeping thorough record of successful club events. You can use this information to apply for club awards in semester 2 of every year.

Individual club members can use their club activities to support applications for scholarships, especially in regards to community and University contributions.

Find more information on the scholarships and awards

The Clubs and Societies Officer exists to answer all your club and society questions and queries. Get in contact on 9479 3752 or email clubsofficer@latrobe.edu.au