2015 Sport & Cultural Clubs Guide by Student Guild

SPORT & CULTURAL CLUBS 2015 GUIDE

CONTENTS

HOW TO FORM A CLUB . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

NON-FINANCIAL BENEFITS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

FINANCIAL BENEFITS CULTURAL AND RECREATIONAL SPORTING CLUBS . . . . . . . . . . . . . . . . . 10 SPORTING CLUBS (COMPETING) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

ON GOING REQUIREMENTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

ROLES OF THE EXECUTIVE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

FINANCES. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

PROMOTIONS, EVENTS AND SPONSORSHIP. . . . . . . . . . . . . . . . . . . 20

HOW TO FORM A CLUB 1. SPORTS OFFICER OR CULTURAL CLUBS OFFICER The first step to forming a club is to see the appropriate Clubs Officer to discuss how to start and manage a club and how to become affiliated with the Student Guild. You will also need to submit an expression of interest to form a club form. At this present time the Student Guild is unable to affiliate political or religious groups. For a copy of the required documents and forms please contact your relevant Clubs Officer or browse Club Guides & Resources at gugcstudentguild.com.au Sporting Clubs Contact: Christina Hickman Email: c.hickman@griffith.edu.au Ph: (07) 5552 8450 Cultural Clubs Contact: Cameron Sherwood Email: c.sherwood@griffith.edu.au Ph: (07) 5552 8714 2. CLUB SIGN-ON DAY Before you can affiliate your club you must attend the appropriate Club Sign-On Day. Held in the Uni Bar Function Centre (G07 The Link) it is the best and most successful way to promote clubs to students and sign-up members. The idea is to make the stall as inviting as possible to encourage students to join your club. Provide as much information about the club to students as possible. SEMESTER 1, 2015 Cultural Club Sign-On Day 10.00am - 3.00pm Tuesday 3 March – WEEK 1 Sports Club Sign-On Day 11.00am - 3.00pm Wednesday 4 March – WEEK 1 SEMESTER 2, 2015 Cultural Club Sign On Day 10am - 3pm Tuesday 28 July – WEEK 1 Sports Club Sign On Day 10am - 3pm Wednesday 29 July – WEEK 1

You will be provided with: -- Black display panel -- 2 x chairs -- Trestle table — 1800mm long x 750mm wide -- Electricity (if booked) What you will need to bring: -- Stick-on Velcro (available to buy from the Uni Store) for posters, flags, etc. for your display board. These must be removed at the end of the day before you leave. DO NOT USE BLU TACK! -- Sticky tape for attaching promotional material onto the trestle table. DO NOT USE BLU TACK! -- MEMBER LIST spread sheet on a computer (highly recommended) or paper -- Pens/pencils -- Receipt book to record membership payments. (On the receipt also include name, date, club, amount paid and give a carbon copy to members) -- Money tin with change for membership fees To book a stall and electricity, book online through the online booking form by: Semester 1 – Wednesday 25 February Semester 2 – Wednesday 22 July 3. MEMBER LIST Clubs must have at least ten (10) Griffith University Gold Coast STUDENT financial members to be affiliated with the Student Guild. To be financial, students must pay at least $1 to be a member of the club. All clubs must keep their MEMBER LIST electronically up-to-date and copies are to be given to the Clubs Officer. Membership list must include full name, student number, receipt number and email address as a minimum. 4. RECEIPT BOOK When students pay a membership fee, they are to be given a carbon copy of the receipt by the club. The receipt must include the students name, club name, date and amount paid. The receipt number must then be noted on the member list. This receipt book is to be cited by the Clubs Officer and checked off the AFFILIATION CHECKLIST. 5. ANNUAL GENERAL MEETING (AGM) AND AGM MINUTES All members must be emailed to organise an AGM within one (1) week after Club Sign-On Day to elect at least a President, Secretary and Treasurer and to discuss any activities or events for that year. An agenda must be sent out before the meeting to all members and minutes must be recorded. Minutes of this meeting where club executives were elected must be included in the AFFILIATION CHECKLIST.

6. CLUB DETAILS Once club executives have been elected; the CLUB DETAILS form must be completed and included in the AFFILIATION CHECKLIST. 7. CONSTITUTION The constitution is a charter that covers aims, objectives and rules under which the club will operate. It is difficult for a club to function without this statement of unified purpose. Clubs are provided with a template of the constitution which they simply fill in and complete with the details specific to their club. Clubs wishing to change anything in the constitution must contact the Clubs Officer. The respective club CONSTITUTION must be completed (including all signatures) and included in the affiliation documents submitted to the Clubs Officer. 8. MEMBERSHIP EMAIL An email must be sent to all club members regarding the elected committee members, future events, where membership money is being spent and future meetings. The Clubs Officer must also be sent this email which is included in the AFFILIATION CHECKLIST. 9. AFFILIATION CHECKLIST Go through the AFFILIATION CHECKLIST and electronically complete, print and deliver all requirements to the Clubs Officer. Deadline for full financial assistance â&#x20AC;&#x201C; 3pm Friday 20 March 2015 Any affiliations received after this date will only receive half funding for the remainder of the year. Deadline for half financial assistance â&#x20AC;&#x201C; 3pm Friday 28 August 2015 10. STUDENT BOARD APPROVAL The affiliation of a club with the Student Guild is subject to Student Guild Board approval. Once the Board has approved the formation/continuation of the club, it will be officially recognised as a Griffith University Gold Coast student club that is affiliated with the Student Guild for the given year. Clubs will receive an email from the Sports Officer once approved. 11. BANKMECU All Clubs must have an MECU bank account. When clubs receive confirmation of their affiliation from the relevant Clubs Officer, club executives must set-up a MECU bank account or update account signatories with bankmecu on campus. bankmecu is located in the Link Building (G07) next to the Post Office. Monthly statements are sent to the Student Guild and will be placed in the clubs pigeon hole (located in the Student Guild). Please ensure these are collected by a club executive on a regular basis. New clubs: To open a new bank account, the new executive members must collect an official new account authorisation letter and cheque from the Clubs Officer. Take these documents and the minutes of the meeting where they were elected to bankmecu with 100 points of identification (drivers

license or passport) and the staff at bankmecu will assist you in setting up this new account. Continuing clubs: New executives must take 100 points of identification (drivers license or passport), an official change of signatories authorisation letter (to be collected from the Clubs Officer) and the minutes of the meeting where elected, to change over signatories to access the account. 12. GENERAL CLUB BUSINESS Once the club has been officially recognised and set up it is then up to the office bearers to manage the clubs general business and encourage other members to be involved in decisions that affect the club. The Clubs Officer will be able to help you with any administration, fundraising and sponsorship questions and ideas that you may have throughout the year.â&#x20AC;&#x192; 13. CLUB CONFERENCE At least one representative must attend the Clubs Conference held in the Function Centre (G07) on Tuesday 17 March 2015. This will include important information about running a club and Student Guild processes.

NON-FINANCIAL BENEFITS 1. ASSISTANCE AND ADVICE It is the role of the Clubs Officers to support and oversee all clubs. Please contact them if you require any help or advice regarding club administration, fundraising, bookkeeping and marketing procedures. 2. STUDENT GUILD SOCIAL EVENTS The Student Guild tenders each of the social events during the year. All clubs have the opportunity to submit an application outlining why their club should be considered for an event contract and should submit it via the Student Guild website. For each event two clubs will be awarded an event contract. They will each be required to sell 250 tickets to the event over a two week period and after paying a $100 refundable bond/deposit and $150 contribution to expenses to the Student Guild the club will retain the profits from the ticket sales. If all contract requirements are met and approved by the Clubs Officers and Function Manager, each club will be eligible for a $100 refund of the deposit. Submission should be clear, concise and take into account club performance in regard to fulfilling Student Guild on-going requirements. If a club has hosted an event previously, the ability to fulfil contract terms and conditions will also be considered. The following events are open for tender: EVENT Toga Party Back to School Party Doctors & Nurses Halloween Party

EVENT DATE Thursday 2 April 2015 Friday 7 August 2015 Thursday 27 August 2015 Friday 30 October 2015

SUBMISSION DUE DATE Monday 16 March 2015 Monday 20 July 2015 Monday 10 August 2015 Friday 12 October 2015

The Clubs Officers will assess all submissions and award each event contract based on the above criteria. The Clubs Officer will email the successful clubs with the event contract and details including a schedule of ticket selling dates and times which must be adhered to. Once the contract has been emailed, it must be signed by two club executives and returned to the Clubs Officer with a $100 deposit within two working days. 3. CLUB OFFICE In the Student Guild (G07), next to reception, clubs have access to an office and free use of its facilities. Club executives must sign-in through the Clubs Officer to access the computer, internet, colour printer, telephone, fax and photocopier.

4. CLUB PIGEON HOLES Located in the Student Guild, outside the Clubs Officer offices, are pigeon holes for each club. Clubs are required to check this regularly to collect any incoming mail and bank statements. 5. ROOM BOOKINGS Club executives can book rooms on the Gold Coast campus through the Clubs Officer. To book a room please complete the online ROOM BOOKING FORM which is sent to the Clubs Officer. Forms must be completed at least five (5) working days prior to the event date. Bookings can only be made from 1 February to 30 November. Only club executives listed on the club details form can book rooms. 6. STUDENT GUILD VAN An 11-seater manual Toyota HiAce is available to hire for club events and activities. This can only be driven by a club executive who has a manual open drivers licence. To book the van, contact your Clubs Officer at the Student Guild at least 2 weeks before the dates required. Refer to the VAN POLICY & CHECKLIST online form for more information. 7. STUDENT GUILD AWARDS NIGHT An Awards Night is held every year, where students and clubs are recognised for their achievements throughout the year. Nomination forms and further information will be made available during Semester 2. Awards in 2015 included: SPORTS CLUB AWARDS

Sport Club of the Year Sport Club Administrator of the Year Sports Team of the Year Sports Star of the Year (Male and Female) Single Best Sporting Achievement

Recreational Sporting Club of the Year

CULTURAL CLUB AWARDS

Cultural Club of the Year Cultural Club Administrator of the Year New Club of the Year Most Outstanding Achievement by a Cultural Club Small Cultural Club of the Year

OTHER AWARDS

Best Event by a Cultural or Sporting Club Volunteer of the Year

Each club receives 3 FREE invitations to the Awards Night; these will be emailed to the club. Club executives must RSVP with 3 names by 4pm Friday 9 October. If there are any spare seats available they will be sold from the Student Guild Office from Monday 12 October to Friday 16 October. The date of the Awards Night is 23 October. â&#x20AC;&#x192;

FINANCIAL BENEFITS

CULTURAL AND RECREATIONAL SPORTING CLUBS 1. CLUB GRANT Once the club has been approved by the Student Guild Board, affiliated clubs receive a ‘once a year’ grant. Your club grant is calculated by the number of Griffith Gold Coast students on your membership list at the time of affiliation. Payment of club grants for new and continuing clubs will be made via electronic funds transfer to the clubs bankmecu account. At the end of semester 1, an audit will be completed on each club’s bankmecu account and the level of activity assessed. Any club that has not expended their club grant by the end of semester 1, will be called to a meeting with the Clubs Officer before being allowed to continue in semester 2. NUMBER OF MEMBERS 10 - 30 financial members 31 - 60 financial members 61+ financial members

AFFILIATED BEFORE 20 MARCH 2015 $100 $200 $300

LATE AFFILIATION $50 $100 $150

2. CLUB SUBSIDY The Student Guild subsidises 50% of club expenses on eligible items (included in this section). The maximum subsidy for each club for one (1) year is: NUMBER OF MEMBERS 10 - 30 financial members 31 - 60 financial members 61- 100 financial members 101+ financial members

AFFILIATED BEFORE 20 MARCH 2015 $500 $600 $700 $800

LATE AFFILIATION $250 $300 $350 $400

To apply for subsidy, clubs must complete a CLUB SUBSIDY FORM, with: -- Details of expenses -- At least 50% of the expense already paid -- Be in possession of all original invoices and receipts for expenses -- Minutes of the meeting where funding was endorsed by the club -- Signatures of two (2) club executives CLUB SUBSIDY FORMS will NOT be accepted after 30 November.

ITEMS ELIGIBLE FOR SUBSIDY:

-- Administration expenses – photocopying, postage, audio-visual equipment hire, stationery, fax expenses etc.

-- Seminar/conference and event expenses - guest speaker fees (the club must be ------

conducting the conference), catering and refreshments (non-alcoholic), travel, registration fee (executives must outline the benefits that would be gained by the club and the university as a result of the club member/s attendance), venue hire. Uni Bar, Function Centre and Group Exercise Room hire charges – These facilities are available for hire at a discounted rate to clubs who wish to hold events or functions. On-campus room bookings – The use of data/video projectors in Griffith University Gold Coast rooms now incurs a fee. Non-campus functions - Room hire, catering and entertainment (non-alcoholic). Equipment - Any equipment purchased by the club will remain the property of the Student Guild if the club discontinues. Promotional items – Club banners, posters, t-shirts or items which include the Student Guild logo although these must be approved by the appropriate Clubs Officer before printing or ordering.

ITEMS EXCLUDED FROM FUNDING: The Student Guild will not subsidise expenses for items of a discriminatory nature, e.g. racist, sexist, political, religious, alcohol or any activity that the Cultural Clubs Officer believes does not conform to the objectives of the Student Guild. Please note: No applications for funding or subsidy will be accepted after 30 November of the year the expenditure occurred. WARNING: Funding relies on the honesty and integrity of club executives and members to provide the true and correct information relating to club finances. Any breach or misuse of funding will be taken seriously. Club executives may be held liable for any misappropriation.

FINANCIAL BENEFITS

SPORTING CLUBS (COMPETING) Competing sporting clubs are those who compete regularly (at least once per fortnight) and are registered within a local league or competition, for one whole season per year. These can range from winter season sports (hockey), summer season sports (water polo) or both (touch football). Funding will only be granted for one (1) season per year. Second season may be funded if approved (eg division 1 entry). Teams to be funded must also be named on the draw as either “GUGC …”, “Griffith Gold Coast…” or “Griffith…” unless an approved partnership has been made. Sporting clubs that are competing must also enter teams into Northern and Australian Uni Games where their sport is offered. Failure to may affect the remainder of the years subsidy and to be considered competing will be reviewed. 1. REGISTRATION AND INSURANCE The Student Guild may fund up to 50% of player’s sport association registration and insurance for one competition season per year. Only Griffith University Gold Coast students will be subsidised. When applying for subsidy, the TEAM LIST must be attached with the original full invoice from the sports association. Those without student numbers will NOT be subsidised. 2. PLAYING UNIFORMS It now a requirement to have a Griffith designed uniform that is black, red and white provided by the Student Guild through Canterbury. You can order these through the link on the Student Guild website. The uniforms can be purchased by the club and remain the responsibility and property of the club. This will allow clubs the choice to sell the uniforms to club members or keep them for future use for the following year or season. Individuals may also purchase for themselves, keeping in mind team numbers. Clubs in partnership or if the Canterbury range does not cover the uniform required, uniform design must be approved to be eligible for funding. 3. MERCHANDISE The Student Guild may fund up to 20% of club merchandise. This must include the correct Student Guild logo and final artwork to be approved by Marketing Manager or Sports Officer.

4. TRAINING & VENUE HIRE The Student Guild may fund up to 100% of the cost of venues for teams to hold training sessions and games for one season per year. A TRAINING & VENUE HIRE form must be completed and handed to the Sports Officer before booking any training venue. The Student Guild will NOT pay for venue hire unless approved by the Sports Officer. 5. COACHES The Student Guild may fund the appointment of one coach per gender specific team per club at a funding rate of 100%. Coaches must be fully accredited with at least a Level One Coaching Certificate or equivalent (must supply a copy to Sports Officer). Coaches must be appointed at the beginning of the year and be approved by the Sports Officer. Once approved, the coach will be given a letter of confirmation. Coaches will be paid up to a maximum of 120 hours at $15 per hour. Any hours worked that exceed the limit will be considered voluntary. To receive payment, coaches must complete a COACHING TIMESHEET, with a STATEMENT BY A SUPPLIER form or invoice. On the STATEMENT BY A SUPPLIER form on question 3, please cross “is made in the course of furtherance of an activity done as a private recreational pursuit or hobby”. These must be handed to the Sports Officer by 30 November to receive payment. 6. EQUIPMENT The Guild may provide funding for club equipment up to the amount allocated in the current year’s budget. If the club discontinues the following year, this equipment must be returned to the Student Guild. 7. INSURANCE If a club member is injured when representing Griffith University, they must claim through their affiliated club’s sporting association (e.g. Gold Coast Football Association). If students are not able to make a claim through their sporting association, they can claim through the ‘Student Plan Accident Insurance’. Contact the Sports Officer for an application form. International students are encouraged to claim through their international travel insurance first.

ON GOING REQUIREMENTS At the end of semester one (1), a CHECKLIST OF REQUIREMENTS for each affiliated club is completed by the relevant Clubs Officer. If these requirements are not fulfilled the club will be asked to meet with the relevant Clubs Officer and review affiliation for semester two (2). 1. STUDENT GUILD WEBSITE The Student Guild website offers each club their own homepage. This must be kept up-todate with current club contact details, news and events. To have this information updated simply send through the new text in an email to the relevant Clubs Officer who will update it as soon as possible. 2. CLUB MEETING, ACTIVITY OR EVENT As members pay a membership fee, they will ask where this money is going. Each club must organise at least one (1) meeting, activity or event every month. The appropriate Clubs Officer should be made aware of these events at all times. 3. ACKNOWLEDGEMENT OF THE STUDENT GUILD The Student Guild must be acknowledged as the major sponsor on all club promotional material, events and activities. A copy of the Student Guild logo is available through your Clubs Officer asked on request via email. The Student Guild logo must be included on: -- Club websites – logo with a link to the Student Guild website. -- Club shirts/uniforms – will only be subsidised if logo is included. -- Posters/banners – these will only be subsidised, supported and distributed if they include the logo. These must also be approved by the Clubs Officer before printing. 4. REGULAR MEMBER CONTACT The main focus of each club is your members as they are the ones keeping the club alive. Make sure they are regularly informed of club events and activities through emails, the website, newsletters or social media. Please ensure you include the Clubs Officer in the recipients list.

ROLES OF THE EXECUTIVE 1. THE PRESIDENT is the principal leader, and has overall responsibility for the club’s administration. Roles of the President include: -- to represent the club at relevant events and functions; -- to be a supportive leader for all committee and club members. Responsibilities of the President include: -- to know and understand meeting procedures; -- to fully understand the goals of the club and be committed to them; -- maintain timelines for meetings; -- acknowledging committee members and encouraging members to be involved in the planning and development of the club; -- recognising and using the talents of committee members; -- motivating and encouraging committee members to reach the goals set for the club; -- to be a good listener. At meetings, the President holds a key role. They are required to: -- ‘chair’ the monthly, general, special and annual general meetings; -- keep order and ensure the meeting agenda is being followed. 2. THE SECRETARY is the chief administration officer of a club and the person chosen to keep a record of all the decisions and discussions held by the club by preparing appropriate and accurate meeting minutes. Roles of the Secretary include: -- Club secretaries keep the records. This may include membership lists, previous committee members’ details, and information on mail-outs that have been sent to members. Responsibilities of the Secretary include: -- communicate effectively; -- think clearly and positively; -- maintain confidentiality on relevant matters; -- manage and supervise others (in relation to secretarial duties); -- organise and delegate tasks; -- prepare written correspondence, including writing up the minutes of meetings and forwarding to the Clubs Officer. All correspondence for the club should be forwarded to the secretary who then distributes it to the other group members and/or takes it to meetings to be ‘tabled’. The Secretary has an important role at committee meetings. Their role includes: -- preparing the agenda for meetings; -- making arrangements for the meeting place;

-- sending adequate notice of the meeting to all concerned; -- forwarding relevant information to those attending the meeting. This includes the venue, --

time and date, together with the meeting agenda. The minutes of the previous meeting should also be sent if this has not already been done; taking accurate records of what is discussed and decided at committee meetings (taking minutes).

After meetings, the Secretary should: -- write up the minutes; -- circulate the minutes to all members as soon as possible (ideally within a week, to inform those who were absent and to remind those who have to complete particular tasks arising from the meeting); -- note points of action that need to be followed up in the coming weeks; -- make sure all important arrangements are confirmed in writing with copies made and filed. 3. THE TREASURER is the chief financial management officer for the club. The role of the Treasurer involves the day-to-day management of the clubs financial resources. In this role, the Treasurer puts into place the procedures necessary to collect and record details of financial transactions. The primary role of the treasurer is to make sure that the financial affairs of the organisation are carried out in an effective and correct manner. This includes: -- reviewing and preparing financial reports; -- attending to banking requirements. When selecting a person to be the treasurer, it will be important to consider: -- do they have a background in the area? -- do they have the skills to be accurate and precise in their work? -- are they honest and trustworthy? Ideally, your Treasurer has an understanding of managing finances.

FINANCES Griffith University Gold Coast Student Guild operates its finances on a calendar year basis. Clubs are required to finalise books and payments for the year by November 30. No outstanding payments or allocation of funds will be made for the previous year after this date. Any withdrawals made after October 31 must be approved by the Clubs Officer and be one of the 2 signatures on the withdrawal slip. Minutes of meeting or invoices may be asked as to why these monies are being withdrawn. The financial accounts and reporting of club activities do not have to be complex. They should however be accurate, consistent, timely, and reported regularly to the executive committee. General Bookkeeping Rules: -- All monies received must be receipted and banked as soon as possible -- Information on receipts must include the members’ name, club name, date and amount paid -- Supporting documentation for all payments must be kept (e.g. invoice or receipt) -- All bank statements must be kept Changing Bank Account Signatories: When the officer bearers/ executives of your club change, it is necessary to change the signatories at bankmecu. To change the signatories: Notify the Clubs Officer and provide a copy of the club minutes of the meeting where new executiveswere elected. The Clubs Officer will then provide a change of signatory’s authority letter to be taken to bankmecu with; 100 points of identification – drivers license or passport. All clubs must have an MECU account as all grants and subsidies will be deposited into these accounts.

PROMOTIONS, EVENTS AND SPONSORSHIP 1. PROMOTION Posters Posters must include the Student Guild logo and are to be displayed on the student noticeboards provided around university. If you would like them to be placed behind the glass noticeboards, give copies to the relevant Clubs Officer. They are not to be placed on walls or doors. Club Newsletter A great way of informing your sponsors and members of club achievements and activities is through aregular club newsletter. Your club newsletter can be developed as a hard copy and/or email document and should be distributed at set dates during the semester or year. Club Merchandise Developing club merchandise can serve as a fundraising venture as well as an activity for increasing club membership and awareness. Club merchandise which has worked well in the past includes t-shirts, caps and stubby coolers. The Student Guild logo must be included to receive subsidy for merchandise. The Griffith University logo MUST be approved for use and CANNOT be altered in anyway. For approval, please provide draft artwork to the Sports Officer or Cultural Clubs Officer. Club Emails Club email accounts are recommended through a Hotmail or Gmail account. Make sure you pass on the details and password to continuing executives for the following year. Advertising Ban on Drink Promotions When designing any type of promotional material, DO NOT include the words: drinks, drinks package, drink prices, happy hour or anything which promotes alcohol. This legislation is governed by the Queensland Liquor Licensing Division and you, your club, the Student Guild and the venue where your event is being held could be liable for considerable fines. 2. EVENTS Holding club events or social functions are not only a great way for members to socialise, but to build profile and fundraise for your club. Social functions can range from club BBQs, a night at a preferred hotel or nightclub, a social game of sport, mid and end of season functions or even a weekend getaway. Social functions not only build team spirit but also attract new members. Clubs can hire the Uni Bar or Function Centre at a discounted rate for club events. Club executives must book through the Functions Manager. The Unifitness Group Exercise Room is also available for hire. For initial inquiries or to obtain a booking form, see the Clubs Officer. Club events must be approved by the Clubs Officer to prevent clashes with any other events and ensure all promotion regulations are followed. This will also provide the Clubs Officer the opportunity to communicate your event to all Student Guild Affiliated Clubs.

Selling Tickets If you wish to sell tickets on campus for club events please contact the Clubs Officer one (1) week prior to the selling date. If approval is granted, tickets are only to be sold around the Link Building and all tables and chairs MUST BE RETURNED before 4pm that day. 3. SPONSORSHIP There are many reasons an organisation may wish to sponsor your club. These may include: -- To give the company name exposure and specifically reach their target market audience. -- Enhance the image of the company/service/product. -- Directly increase customer base and sales. A. Proposal Letter The first step in securing a sponsorship package for your club involves writing a PROPOSAL LETTER specifically for the potential sponsor. By keeping the above points in mind when preparing a proposal, you are likely to outline the maximum benefit to your potential sponsor. You proposal letter should include the following: Opening: -- Date the covering letter and proposal. -- Who the proposal is from - including a name, email and contact telephone number in case there are any queries. -- To whom the proposal is addressed, full name and title. Ring ahead to confirm spelling. -- Briefly introduce the club and its affiliation with the Student Guild. Present a positive image of the club and outline how the company can benefit from an association with it. -- Background: -- Give brief statistical details of the club, - size, membership, age, income, occupation etc. -- Give brief examples of successful club activities and services. Benefits you can offer: -- Consider publicity, discounts, media coverage, and opportunities for product or services sale. -- Show how the company’s image can be enhanced through being associated with your club, e.g. advertising, acknowledgements, slogans, and awards. Your reasonable requests: -- Be practical when determining a realistic sponsorship ‘price’ in return for the benefits -- you are offering. Make sure you consider: -- Amount and type of sponsor exposure. -- Audience potential to sponsor - who and how many people can you market to. -- Compatibility of the sponsor and the club’s activities. -- Potential for sponsor to increase customer base or/and public image. -- Size of sponsor’s PR budget and current promotional commitments they may have. -- Opportunities for sponsor to extend their exposure in the future. B. Meeting To Seal The Deal To secure a sponsorship, nothing can replace the personal touch of a presentation by your

club to the organisation. It is important to remember that the people you approach are dealing with clubs and organisations requesting money every day. If you are trying to scam them they will pick it immediately. If you know your club, believe in what you are offering, your genuine interest and sincerity will be advantageous. Once you have a meeting date the most important thing is GET THE RIGHT PERSON FROM YOUR CLUB TO PRESENT IT and ensure they are punctual and appropriately dressed! C. Receiving Money If you receive any money from a sponsor they will ask you for an invoice with your ABN. As your club is not incorporated and is a sub entity of the Student Guild, you do not have an ABN. In this case, you must see the Clubs Officer who can arrange an invoice from the Student Guild who will then transfer the money on to the club once it has been paid. D. Keep The Sponsor Up-To-Date

-- Provide them with tickets to your sporting, recreational and social events. -- Send copies of newsletters, advertising and promotional material. -- Keep a scrapbook or log of what support you offer the sponsor during the year for future ---------

reference (encourage sponsorship for the next year). Display sponsor’s name on uniforms, clothing, club equipment etc. Offer the sponsor opportunities to market their products/services at club level. Include sponsor’s name on trophies and promotional material. Encourage club members to support your sponsors business wherever possible. Acknowledge your sponsors support via announcements at club events and prominently display their name. Write a thank you letter. Offer praise to particular individuals within the company who may have provided lots of advice or assistance. Ask them if they were satisfied with the level of service the club provided to them. This feedback will be valuable for future sponsorships. Acknowledge the sponsor’s assistance at your end of year function and send them a ticket and encourage them to attend so that you can thank them again in front of everyone.

Note: If you are unsure of any conflict with Student Guild business partners please contact the Clubs Officer for clarification.

(07) 5552 8724 GUILDINFO@GRIFFITH.EDU.AU GUGCSTUDENTGUILD.COM.AU