Running a Club Handbook

Skills, ideas and processes to help you run a successful and

sustainable LTSU-affiliated club, society, or faculty society!

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ContentsPART ONE: THE ESSENTIALS..........................................................................................................................3

Who this booklet is for..........................................................................................................................3

The clubs system...................................................................................................................................3

Your responsibilities..........................................................................................................................3

Resources for you to refer to.................................................................................................................4

Calendar............................................................................................................................................4

Affiliation...............................................................................................................................................6

Club email addresses.........................................................................................................................8

Applying for grants................................................................................................................................9

Changing over committee members...................................................................................................11

Running events....................................................................................................................................12

COMPULSORY RISK MANAGEMENT FOR EVENTS............................................................................................19

Club membership................................................................................................................................21

PART TWO: USEFUL SKILLS AND RESOURCES...................................................................................................22

Finances...............................................................................................................................................22

Correct Record Keeping Practices....................................................................................................22

Petty Cash management..................................................................................................................24

Marketing and Communications.........................................................................................................25

Graphics...........................................................................................................................................25

Copyright.........................................................................................................................................25

Leadership and management skills......................................................................................................26

Creating a club register of experience or standard operating procedure........................................26

Planning for the next leaders: succession........................................................................................26

Handover.........................................................................................................................................27

Avoiding and managing stress.............................................................................................................28

Tips for time management as a club executive................................................................................28

Delegation.......................................................................................................................................28

Conflict resolution...............................................................................................................................30

More?..................................................................................................................................................31

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PART ONE: THE ESSENTIALS

Who this booklet is forIf you have just formed a club or taken on a committee role you may find yourself asking things like: “How do clubs even function? “What do I need to do next?!” “How do I make sure the club runs successfully!!?” “OH GOD! How do I get more members!!??”

Well fear no more! This booklet should* help guide you through some of the common areas of responsibility and explain some of the processes in the clubs system. (*at least we really hope it does!)

While most of this handbook is focused on the nitty gritty of running a club or society, it’s important to remember the reason clubs and societies exist and are supported at La Trobe University. Clubs and societies allow students to explore their passions and form communities around those interests. They can be a strong part of your support network and can provide friendship, professional contacts, and study support.

Please try to remember this when thinking about how open your club is to new people – all of the awesome experiences that you enjoy through clubs and societies should also be available to others, and every student on campus should be able to participate in a club or society they’re interested in. Please consider your club as a community within the La Trobe community.

If at any point you have a question about clubs and societies, contact the Clubs and Societies Officer by phoning 9479 3752 or emailing clubsofficer@latrobe.edu.au

The clubs systemCongratulations on becoming affiliated with the La Trobe University Student Union (LTSU). This means that you will be eligible to receive funding and use LTSU equipment, and the club will be included in marketing and events put on by the LTSU. It also means you are super cool and a legend!

Club affiliation occurs on an annual (calendar year) basis, so at the start of each calendar year you must resubmit affiliation documents.

Your responsibilities Abide by your constitution, LTSU clubs and societies regulations, and relevant university and

LTSU policies Maintain ethical and open dealings and reporting Be welcoming, open and inclusive to all existing and potential new members to your club Respond to communication about your club

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Send your delegate to Clubs and Societies Council (dates available at www.latrobesu.org.au/clubsresources)

Hold a whole bunch of events throughout the year and make sure you advertise them on the LTSU’s Website!

Maintain a membership of at least 10 people. Two thirds of your members must be La Trobe University students

The responsibilities and processes are much the same for Faculty Societies and Clubs and Societies – the only difference is that Faculty Societies are linked to an academic element (course, subject, faculty, department, college, etc) and have a faculty liaison officer. This is someone from the university who vouches for the club having a link with that academic unit. Some clubs have a liaison officer who holds more of a figurehead role, others have chosen to approach someone like the first year coordinator or school administrative officer who can give them more help with contacting students.

Faculty societies also run some more academically focused events during the year alongside their other more social events, because of this they get a little bit more funding than the average club to help them out with that.

Resources for you to refer toHopefully much of the information you need will be in this guide.

You can also use the Clubs Resources pages on the LTSU Clubs website:

www.latrobesu.org.au/clubsresources

The Clubs Grants page for information about grants

www.latrobesu.org.au/clubsgrants

And the Clubs Affiliation page for information about affiliation processes and paperwork

www.latrobesu.org.au/clubsaffiliation

You can always contact the Clubs and Societies Officer to discuss any issues you have, (clubsofficer@latrobe.edu.au or 9479 3752)

Also, if you’ve got a problem that you just can’t figure out you should definitely submit a question for discussion with other clubs at council – there’s a lot of collective knowledge available through other clubs and societies who may have faced similar challenges!

The LTSU also offers FREE training sessions for Clubs and Societies Executives (and sometimes general members) with one session being ran each semester.

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The training always includes: First Aid Training, Food Safety Handling & Responsible Service of Alcohol. On top of those occasionally extra training is provided. Spaces are always limited so if you want to get some mad skills keep your eyes peeled for an email.

CalendarClubs and societies have some regular timing each year:

February: Clubs and Societies Festival in O Week (biggest day of the University Year!)

March: Councils start, key time for re-affiliating

April: Re-Orientation Festival (like a smaller version of C&S Festival, held in the Agora)

July: Second semester Orientation Festival (held in Union Hall)

October: From the start of October you can start holding AGMs to elect the following year’s committee.

The date for the final council of the year usually falls in late October. This is your final chance to get affiliated for the year and also the cut off for applying for grants over $400.

November: Cut off for all grants November 30 11:59 PM.

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AffiliationAffiliation occurs on a calendar year basis. If you want to hold an AGM at the end of a year for next year’s committee, it should be held after October 1.

Have a read through the information below, if you still feel unsure of the process or are a new club we recommend you first get in touch with the Clubs Officer (9479 3752, clubsofficer@latrobe.edu.au) to talk about your club and the process.

Check out the affiliation forms online to make sure you collect all of the information required. Visit the two forms below. When you’re there, hover your mouse over the places where you enter information to read additional instructions explaining what’s required and why

Clubs: https://ltsu.wufoo.eu/forms/2018-club s-affiliation/

Faculty Societies: https://ltsu.wufoo.eu/forms/2018-faculty-societies-affiliation/

Organise an Annual General Meeting (AGM) preferably to be held on campus, during semester

o Book a room for your Annual General Meeting – visit www.latrobe.edu.au/timetable/room_booking_form.php for university rooms, book the LTSU boardroom by calling 9479 2314.

o Advertise your AGM as an event (not a news item) via your LTSU webpage for at least one week (this must happen, failure to do this means you’ll need to re-hold an AGM meeting this requirement). Ensure the advertisement is clear about the location, time, purpose (i.e. to elect a new executive committee), and that all students are welcome to attend and participate.

Hold your AGM (preferably on campus, during semester)o You must have at least 10 La Trobe University students attend your AGM, and you

will need to record their @students.latrobe.edu.au email address to verify they were there. If 10 students don’t turn up, you can’t hold the AGM

o Take minutes of your AGM. A template is available at latrobesu.org.au/clubsaffiliation to make sure you cover important steps, but you don’t have to use it, however if you’ve never held an AGM before this will take you through the process step by step!

o Elect your executive committee. The main committee roles must be held by La Trobe University students who are also LTSU members. You are allowed to have one additional committee member (e.g. staff, alumni, general public) on your committee, who must also be an LTSU member. Committee members can purchase LTSU membership after being elected, but they will need to be members before you submit your affiliation paperwork. Membership can be purchased at latrobesu.org.au or at LTSU reception.

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o Nominate which of the student committee members will be signatories on your club’s bank account (No non-students, and at least two signatories must co-sign accounts)

o New clubs must endorse a constitution. Clubs can use the Model Constitutions available at latrobesu.org.au/clubsaffiliation or if they use their own, they must have a clause saying that should any conflict arise, the Model Constitution overrides the club’s constitution on the matter

o Set your membership fees for the year. It is a condition of receiving funding from the University that where a Club imposes a membership fee, a discounted membership fee applies for La Trobe Student Union members. This fee shall equate to a differential of at least $5 and be at least 20% lower than the non LTSU fee.

Fill in your paperworko Complete your AGM minuteso Take them to your bank to change the account signatories (or open an account if

you’re a new club), and get an endorsed bank statement. This shows the account name, BSB number, account number, and who the signatories for the account are, and is then stamped and dated by the bank to say it’s accurate. On campus, the Credit Union calls it a ‘front screen dump’, Westpac a ‘copy of account authority signatories summary’ and Commonwealth uses an ‘A153 form’. Ask for this, then have the bank endorse it.

o Get your committee members to sign the consent to privacy policy document available at latrobesu.org.au/clubsaffiliation

o Make sure you have at least 10 members online through your club webpage, or submit a club membership list (available at latrobesu.org.au/clubsaffiliation )

o Fill in affiliation forms at

https://ltsu.wufoo.eu/forms/2017-clubs-affiliation/ (CLUBS ONLY)

https://ltsu.wufoo.eu/forms/2017-faculty-societies-affiliation/ (FACULTY SOCIETIES)

o If you chose not to submit supporting documents online via those forms, hand in supporting documents to LTSU reception (Upper Agora West)

Have your council delegate attend to present the club for affiliation (see details below)

Your affiliation and paperwork is looked over by the Clubs and Societies Officer. If there is anything lacking they will contact you for more information or to fix any problems. Once everything is complete it is submitted to the Clubs & Societies Administration Committee (CSAC) which meets in the week leading up to Clubs and Societies Council. Dates for C&S Council are advertised here: http://www.latrobesu.org.au/Common/ContentWM.aspx?CID=72

All affiliation paperwork and supporting documents are due by midday the day before C&S Council.

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Once CSAC has reviewed your application for affiliation it will proceed to Clubs and Societies Council. Your elected council delegate should attend on behalf of your club. They must present the club to council for affiliation, which involves standing up and speaking for a minute or two on the club’s aims and purpose. The council then votes on affiliation. Whilst this might sound like it is a bit scary it really isn’t. Everyone who is attending council has been through the same stuff so we all get it.

Once your affiliation passes at council you will have access to grants, equipment, training, resources, and support from the La Trobe Student Union.

At this point I want to stress that whilst affiliation can be a bit of a trial the Clubs Officer is here to support you every step of the way. So if you have any questions don’t hesitate to get in touch via phone 9479 3752 or email clubsofficer@latrobe.edu.au

Club email addressesYour Club will be given an xyzclub@latrobe.edu.au email address on affiliation. Any emails sent to this address are forwarded to your executive committee team (using the email addresses they nominated 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. The forwards will only change when new affiliation papers come in for the following year.

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Applying for grantsEach club receives an annual budget which they can access by applying for grants – think of grants as making a withdrawal from your club’s allocated funding. Budgets are on a calendar year basis and do not carry over to the following year if not spent. Each club receives a designated amount of funding at the start of the year, so clubs who affiliate at the start of the year will know how much funding they will have for that year. Clubs who affiliate in Second Semester receive a lesser amount of funding which equals more than half of the amount for the entire year.

The LTSU has two tiers of grant amounts. These are $400 or less and more than $400. Grant applications that are for $400 or less are reviewed by the Clubs Officer and the General Secretary on a week by week basis. Grants of over $400 have to be approved first by the Clubs & Societies Administration Committee (CSAC) and Clubs & Societies Council.

C&S Council is obliged to meet four times per semester, eight times a year. Before each C&S Council CSAC must first meet to approve any grant applications over $400. The CSAC meeting is ideally held as close to the date of the next C&S Council as possible in order to give clubs the most opportunity to submit large grants. Once CSAC has approved the grants they are then voted on at C&S Council for approval.

The cut off for grants of $400 or less is 2:00pm every Wednesday. This is to ensure that all paperwork is in order and submitted to the LTSU’s Finance department in a timely fashion. If you miss the 2:00pm deadline your grant will be processed the following week.

Remember that CSAC and C&S Council only meet during semester, so if you have any grants over $400 make sure that they are handed in before the last council of the year.

Grants are paid in various categories, see www.latrobesu.org.au/clubsgrants for more information. All grant applications are online via forms available on that site. The cap for all grant categories is 80% of a club’s annual budget, other than the Photocopying Grant, Orientation Grant, T-shirt Grant, and Special Contingencies Grant, which have specific amounts or conditions. You can read more about those on the website.

All grants must be accompanied by a proper tax receipt showing an ABN (Australian Business Number) and the amount paid. (Some examples of unacceptable receipts include EFTPOS slips, receipts that don’t show the amount as having been paid, ticket stubs, print-outs of direct deposits made, receipts without an ABN, etc.)

For grants paid based on quotes, the quote must be a formal quote which shows an ABN and the amount quoted. Once the quote has been paid a receipt proving payment must be submitted. When a grant has been paid based on a quote, no other grants can be paid to a club or society until the paid receipt has been submitted. Overseas receipts must be in English and be from a registered business in the appropriate country.

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Any grant applications for more than $400 must be accompanied by executive committee meeting minutes authorising expenditure. All grant applications must be accompanied by a brief description of how the money was used. For any grants which require attendance sheets, the attendance sheet should show the name, phone number, and student email address for any student attendees, or the name, phone number and email address for any non-student attendees. If a grant application contains numerous receipts, an itemised list should be submitted explaining what each receipt is for.

For activities held between November 30th and December 31st of any year, clubs and societies can pre-apply for grants before the final GARC of the year. For events held between January 1st and the start of semester, clubs and societies can apply for grants within the first six weeks of semester. No club can receive funding unless it is fully affiliated. If a club is carrying over its affiliation but does not re-affiliate before the date specified, it will not receive funding for any activities (including Orientation) held in that year prior to affiliation.

For activity based grants – e.g. Camp and Off-campus activity grants, Functions grants, and Coaching and Conference grants – you can submit a grant at any time before the event occurs, or if you submit a grant after the event occurs it must be submitted within six weeks of the event.

All activity based grants require that the activity was advertised as an event via your LTSU webpage, for at least one week prior to occurring. To get the URL for a past event (which you will need on your grant application form) you can go to www.latrobesu.org.au/eventlist and enter the date range you want to search in.

Hot tips for grants:

Apply for grants throughout the year, and in different categories Make sure you meet the requirements: advertise activities on your LTSU club webpage, get

an attendance sheet filled in Remember that GARC and council only meet during semester, and make sure you keep this

in mind for your club’s cash flow – e.g. if you plan an expensive event that occurs after the last council of semester one, you will be waiting until the first council of semester two for your payment to pass

Apply soon after the event – don’t miss out on a grant just by missing deadlines (six weeks) Always, always, ALWAYS get a tax receipt (not a ticket stub, not an EFTPOS slip, not an email

confirming your order, not a bank statement showing you made the transaction). A tax receipt shows an amount, date, ABN, and that the amount has been paid.

Project Pool Applications

In 2016 the LTSU created the Project Pool. This is an amount of money that is set aside for two reasons. The first reason is to ensure that if we have a larger than anticipated influx of clubs each

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club’s budget will not be affected and will stay the same. The second reason for its existence is to allow clubs to do special projects that would ordinarily be out of there reach. Big events or special club specific infrastructure are the main reason for these Project Pool grants. The entire process for how the Project Pool will work in the future is still being worked out, but if you have any questions please email them to clubsofficer@latrobe.edu.au

Changing over committee membersWe understand that sometimes committee members resign, or graduate and no longer want to remain involved in a club or society. Committee members who have graduated midyear are allowed to finish the year in their role, but they don’t have to.

If a committee member wants to resign, you will need to submit some paperwork to the clubs and societies officer to update your committee member details.

Process:

1. Committee member either resigns at a committee meeting or in writing2. At a committee meeting the remaining three members of the club’s executive committee

can appoint a new committee member. (If the majority of your committee resign you should hold an election for the unfilled positions)

3. If the committee member was a signatory on your bank account then you should also specify in your minutes that they will no longer be a signatory on your bank account, and note who will be a signatory on the club’s bank account in their place. The method of operation should remain as two to sign. You will then need to take those minutes to your bank and change over the signatories on the club’s bank account.

Paperwork to submit (ideally by email to clubsofficer@latrobe.edu.au but otherwise drop off at LTSU reception):

1. Minutes from the meeting where new committee member was appointed2. The new committee member’s:

Name:Student email address:Preferred contact email address:Phone number:Student union number:

3. Get new members to sign the consent to privacy policy (available at www.latrobesu.org.au/clubsaffiliation)

4. If the resigning committee member was a signatory on your club’s bank account then you will also need to submit a new endorsed bank statement. This shows the account name, BSB number, account number, and who the signatories for the account are, and is then stamped and dated by the bank to say it’s accurate.

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Submit all paperwork to the clubs officer, preferably by email: clubsofficer@latrobe.edu.au

Running eventsHolding events is a pretty important part of what clubs do on campus. Now, we don’t want to freak you out or put you off running heaps of awesome events as a club, but there are a few things to consider so that you’re sure your club is running safe, inclusive events that are covered by insurance, safe food certificate, etc.

All events run by clubs and societies should be inclusive. This means that every single student should feel comfortable attending, no matter what their gender, sexual orientation, religion, cultural background, or any other factor. Make sure you consider this when planning and advertising events. Consider days of religious observance, what food options you are providing, and how you are advertising an event.

Choosing a date

Different cultures and groups hold different dates to be sacred or important, and so if you want to make sure your event is as inclusive as possible it is important to take these different dates into consideration. A good place to start is http://www.originsinfo.com.au/resources/multicultural-events-calendar/ which lists a whole bunch of different days of import to a whole bunch of different cultures.

If it comes down to it and the event just happens to fall on a date of importance for another group on campus please be considerate of their needs as well. In the past different groups have in effect combined their events to make super-big-fun-happy events, so maybe you should consider that!

Catering for all

Your club should consider cultural and dietary requirements when making catering arrangements. Whether this be food for club exclusive events or food for BBQs/other stuff ran by the club for students. This includes making sure there are vegetarian options for people who don’t eat meat. You should also ensure that any meat you are cooking on campus is Halal. Halal butchers can be found pretty much everywhere and they’re awesome as (I literally just googled “halal butchers Bundoora” and got 4,630 results in 0.58 seconds).

Advertising inclusively

When advertising an event, think about what implicit messages you are conveying, and make sure your event feels open and welcoming to all students. This means making sure your message isn’t sexist, heteronormative, or exclusive in some other way, that it’s clear what catering provisions have been made to be as inclusive as possible, and that it’s clear how students can get involved (contact details, time and date, clear instructions on location, etc.)

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Events on campus

In general, events of less than 30 people are considered small social activities, and events of 30 people or more are considered major events for which you may need to undertake more planning and comply with a larger number of university policies.

Safe food

As an LTSU-affiliated club you fall under the LTSU’s food certificate with the local council. It’s important to make sure any food you provide at events is safe, and that you’re aware of your responsibilities. LTSU offers training a number of times a year for safe food handling – if your club serves food you should make sure at least one member of your executive has attended one of these sessions.

Key things to remember about food safety:

Cold storage• Cold food must be 5°C or colder.• Frozen food must be frozen hard.• Check the temperature of fridges and cold storage areas regularly.• Thaw food in your fridge, away from, and below, cooked or ready to eat food.

Preparation• Limit the time that high-risk food is in the temperature danger zone (over 5°C and under 60°C) and return to the refrigerator during delays.• If food is kept within the temperature danger zone for a total time of 4 hours or more, throw it out.

Cross-contamination• Cross-contamination occurs when harmful bacteria or allergens spread to food from other food, surfaces, hands or equipment. This can lead to food-poisoning. To ensure cross-contamination does not occur, make sure you;– Keep raw food separate from cooked or ready-to-eat food.– Use separate utensils and cutting boards when preparing raw and cooked or ready-to-eat food.

Cooking food• Use a thermometer to make sure foods are thoroughly cooked and the centre reaches 75°C.• Hot food must be kept at 60°C or hotter.• Check that only clear juices run from thoroughly cooked minced meat, poultry, chicken or rolled roasts.

Cooling food• High-risk food must cool from 60°C to 21°C in the first 2 hours, and then to 5°C or lower in the next 4 hours.

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• Once food has cooled to 21°C put it in the refrigerator or freezer.• Large portions of food take longer to cool. Divide large portions into smaller batches before cooling.

Cleaning Use clean, sanitised and dry cutting boards, equipment and utensils. Clean and rinse wiping cloths after each use, and change frequently. Wash hands thoroughly and regularly. If using disposable gloves replace frequently. (gloves give you the ILLUSION that your hands

are clean but they’re still just as gross)

Serving Ensure all volunteers have washed hands, have gloves on and have hair tied back before

food handling commences. Allocate volunteers to either cooking or serving. Advise those cooking meat to do spot

checks on meat temperature with the meat thermometer. Give one set of tongs to cookers for raw meats and a separate set to servers for cooked

meat. Cooked meats should be brought to the table and served from there using gloves and tongs. Make sure none of your servers or customers are reaching over the cooking area (such as

the barbecue) to serve. All vegetarian food must be cooked either separately OR before any meat is cooked.

For more information call 1300 364 352www.health.vic.gov.au/foodsafety

(Guidelines published by the Victorian Government, Department of Health, February 2012)

Barbecue Process

There is a barbecue which is free for all LTSU-affiliated clubs to use, you can book it through reception on 9479 2314. Please read the LTSU barbecue process for details on transport of meat, and running a safe barbecue. The BBQ Safety fact sheet is available at www.latrobesu.org.au/clubsresources

Manual Handling

Many club events involve packing and unpacking equipment such as tables, BBQs, boxes of brochures, etc. Please be aware of safe manual handling when taking part in these activities so that you don’t injure yourself. Please make sure you lift things safely and ask for help lifting things if you need it.

Make sure you keep your back straight and bend your knees when picking things up (rather than bending at the waist and hurting your back)

Try to avoid twisting when you’re carrying heavy items such as boxes of brochures etc.

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Where possible make more trips with a lighter load rather than overloading yourself with weight

Use trolleys etc to help when transporting a heavy load Keep heavy loads close to your body when carrying (be particularly careful when leaning into

somewhere like a car boot, it’s easy to hurt your back in that position)

Electricity in the Agora

The LTSU provides extension cords for use when you hire our own electrical equipment. Power outlets surrounding the trees in the Agora are not undercover and are only to be used in fine weather. Every bookable space in the Agora should be able to access at least one power outlet. All extension leads must be positioned to avoid foot traffic. The LTSU also has bright yellow safety covers to ensure tripping hazards are minimised.

Sound equipment and noise

Although clubs are permitted to play music from Agora stalls we ask that it only be at a volume that is audible from the area immediately surrounding the stall. LTSU and University staff (e.g. OH&S staff) are permitted to ask clubs and groups to reduce the volume of their music and clubs are expected to comply with this request.

The LTSU has a club exclusive P.A system that can play music from your phone and also comes with a microphone.

Venues

If you’re running an on-campus event like a screening or debate, contact Room Bookings to request the use of a room. Not all rooms are available for student use, as some have very specific teaching set-ups. There may be additional costs for using a room outside of normal university hours.

Space in the Agora is managed by the LTSU reception, you can call 9479 2314 or visit LTSU reception (Upper West Agora) to book a space.

If you want to use the Simpson Lawn for a larger event you need to run it by Landscaping, you can contact Anthony Theunissen on 9479 2019 or a.theunissen@latrobe.edu.au to organise that.

Management of Eagle Bar changed in late 2015 and it is now a very different kettle of fish to the one you might have heard about in years passed. To find out whether you can afford their diabolical rates head to http://www.latrobe.edu.au/book-la-trobe/functions-and-venues/event-booking-form and make an enquiry.

The LTSU is looking into finding other off campus venues that are more accommodating to student clubs, so watch this space!

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Alcohol and other drugs

You should always work to create a positive club culture that looks after its members and makes sure everyone has a night where they feel safe, where there are people looking out for each other, and where no one is taking advantage of someone’s impaired judgement because of alcohol.

The university has an Alcohol and Other Drugs Policy and an Alcohol and Other Drugs Procedure, which all those organising events on campus should read and adhere to. LTSU also provides the opportunity for clubs to have a committee member undertake training and receive a Responsible Service of Alcohol certificate.

Marketing an event with alcohol:

Marketing, promotion or sponsorship of events which involve alcohol must only depict the responsible and moderate consumption of alcohol beverages, and accordingly:

(a) must not encourage excessive consumption, misuse or abuse of alcohol or promote offensive behaviour;

(b) must not encourage under-age drinking;

(c) must not promote events that encourage the rapid consumption of alcohol;

(d) must not identify access to free or cheap alcohol;

(e) must not depict the consumption or presence of alcohol as causing or positively contributing to personal, academic, business, social, sexual, sporting, or other successes and activities;

(f) must not suggest that the consumption of alcohol offers any therapeutic benefit or is a necessary aid to relaxation; and

(g) must not suggest that the consumption or presence of alcohol may create or contribute to a beneficial change in mood or environment.

If your event is in a licensed venue, e.g. the Eagle Bar, you don’t need to police the consumption of alcohol as those serving will have a Responsible Service of Alcohol certificate and training. You do still need to make sure that your advertising complies with the policy though. If you are holding a large event at a licensed venue make sure you have the venue acknowledge in writing that they must uphold the Responsible Service of Alcohol.

Every activity where alcohol is served must have at least one person nominated as the event coordinator who will be responsible for the planning and management of the event, including minimising risk from alcohol. The Student Union makes Responsible Service of Alcohol training available to committee members of clubs and societies – you may like to participate in that training,

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email clubsofficer@latrobe.edu.au to register interest in attending, particularly if your club holds large or regular events.

If your event is considered a ‘small social activity’, i.e. less than 30 people, you do not need specific permission to run it, but you still need a nominated event coordinator.

Living Well @ La Trobe has more information about alcohol use and support on campus.

Campus security

For any events on campus with over 100 people you will need to advise campus security on 9479 2012. If you are holding your event in the Union Building rooms or Eagle bar they will arrange extra security should you need it. For events not in the Union buildings that require extra security staff you will need to email Anna King at anna.king@latrobe.edu.au Let Anna know the time of your function and how many people you are expecting, she will advise how many additional security staff you will need and any costs involved.

Campus Parking

Parking at La Trobe underwent a change in 2016 which basically boils down to “no-one can park for free during the day anymore”. This could affect any big events that you might plan to hold. Most students will know how the new system works, but for people coming onto campus who don’t know La Trobe well they can still get a ticket for the day from machines in all carparks immediately surrounding the university. Parking for the day costs $5.50.

La Trobe is no using the CellOPark App for parking on campus (https://www.cellopark.com.au/Site/ ) This can be downloaded right onto your smart phone and is very easy to use once you’ve figured it out. PARKING AFTER 5 PM IS FREE AS WELL SO DON’T GET STOOGED!!

Risk, insurance and public liability

It’s not a bad idea to be aware of risk no matter what the size of your event, but as soon as you have an event expecting more than 30 people you should complete a risk management assessment. There is a checklist available which you should be able to work through quickly to guide you in making sure you have any appropriate measures in place. Look through the list as early as possible in your planning – it’s no good discovering at the last minute that you’ve overlooked something important, and not having time to fix it. That checklist is available at latrobesu.org.au/clubsresources

Insurance (e.g. public liability) is dealt with on a case-by-case basis, so unfortunately we can’t give you a blanket rule to follow in order to ensure your events are covered by the university’s policy. The best we can do is say that you would not be covered if you were running an event that is outside of your club’s stated goals, if you were running an event outside the university or venue’s regular hours, or if you had not taken reasonable precautions to keep your event safe and under control.

Events off campus

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For off-campus events, La Trobe University offers some insurance coverage for Public and Products liability, limited cover for student personal accidents, and no coverage for motor vehicles, but this insurance is only provided if the event is organised with the knowledge and consent of LTSU (acting on behalf of the university’s Risk Management department). See the Risk Management section below for details on getting this consent.

Where the university’s insurance doesn’t provide coverage you will need to know that your club members are covered by other companies’ public liability insurance. For example, rather than hiring a mini-bus and driving it, you should organise the activity through a company which can also provide public liability insurance for you day’s activities.

When choosing a venue, make sure that it is accessible for those with different mobility needs (e.g. wheelchair).

Alcohol and off campus events

Despite the event occurring off-campus, for all direct-to-student and on-campus advertising (e.g. online through your club’s social media sites), you must still abide by the marketing of alcohol policy as detailed above. You should also consider what safe transport options there are for students leaving the venue, such as availability of public transport or taxis. And you should always encourage a positive club culture that looks after its members and makes sure everyone has a night where they feel safe, where there are people looking out for each other, and where no one is taking advantage of someone’s impaired judgement because of alcohol.

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COMPULSORY RISK MANAGEMENT FOR EVENTS Events on- and off-campus have some compulsory policies to abide by. In particular, events for more than 30 people held on-campus with alcohol served require written consent from LTSU (acting on behalf of Risk Management) due to the university’s alcohol policy. Please see the table below for what steps your club must take when planning an event. Please fill in forms as early as possible in your planning process, we can’t guarantee written consent with only a few days’ notice, and undertaking a risk management plan may reveal extra tasks you need to organise for your event, so you need time to undertake those tasks and ensure your event is safe. We recommend submitting your forms at least one week prior to the event.

For off-campus events, La Trobe University offers some insurance coverage for Public and Products liability, limited cover for student personal accidents, and no coverage for motor vehicles, but this insurance is only provided if the event is organised with the knowledge and consent of LTSU (acting on behalf of the university’s Risk Management department). The same timelines would apply for submitting those forms – we recommend at least one week prior to the event.

LTSU gives consent based on what you’ve described, so obviously if how you represent your event to LTSU is not accurate then you may not be covered by policies and insurance.

Event type Action requiredOn-campus, under 30 people Post event on the club’s LTSU webpageOn-campus, under 30 people, alcohol served Post event on the club’s LTSU webpage

Abide by alcohol policy and procedure, including marketing of event

On-campus, 30-150 people, alcohol served Post event on club’s LTSU webpage Abide by alcohol policy and procedure,

including marketing of event It is compulsory to complete a risk

assessment at https://ltsu.wufoo.eu/forms/risk-assessment-for-club-events/ and receive written consent from LTSU

Be familiar with the emergency response information and procedures

On-campus, 30-150 people, no alcohol served Post event on club’s LTSU webpage It is compulsory to complete a risk

assessment at https://ltsu.wufoo.eu/forms/risk-assessment-for-club-events/ and receive written consent from LTSU

Be familiar with the emergency response information and procedures

On-campus, 150+ people Come and speak to the LTSU Events Officer as soon as you’re starting to plan your event

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for more guidance on what’s requiredOff-campus, under 30 people Post event on the club’s LTSU webpage

If you want to be covered by the university insurance as outlined above, you must complete a risk assessment at https://ltsu.wufoo.eu/forms/risk-assessment-for-club-events/ and receive written consent from LTSU

Off-campus, under 30 people, alcohol served Post event on the club’s LTSU webpage Abide by marketing outlined in alcohol

policy and procedure If you want to be covered by the university

insurance as outlined above, you must complete a risk assessment at https://ltsu.wufoo.eu/forms/risk-assessment-for-club-events/ and receive written consent from LTSU

We also recommend completing that online form to ensure your event is safe and well-planned.

Off-campus, more than 30 people, no alcohol served

Post event on the club’s LTSU webpage If you want to be covered by the university

insurance as outlined above, you must complete a risk assessment at https://ltsu.wufoo.eu/forms/risk-assessment-for-club-events/ and receive written consent from LTSU

We also recommend completing that online form to ensure your event is safe and well-planned.

Off-campus, more than 30 people, alcohol served

Post event on the club’s LTSU webpage Abide by marketing requirements outlined

in alcohol policy and procedure If you want to be covered by the university

insurance as outlined above, you must complete a risk assessment at https://ltsu.wufoo.eu/forms/risk-assessment-for-club-events/ and receive written consent from LTSU

We also recommend completing that online form to ensure your event is safe and well-planned.

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Club membershipAs mentioned in the section on events, La Trobe University clubs have an obligation to be open and inclusive for all members. Remember this when marketing your club, planning events, and dealing with potential members. Some clubs have proactively advertised that they are inclusive clubs, and if you’re concerned that your club is not as inclusive as you’d like, or that others’ perception of your club doesn’t reflect how inclusive it actually is, you can get advice on the issue from Living Well @ La Trobe. Living Well also has resources and information on how to make your club more inclusive, check out the Respectful Relationships page and the Identity, Diversity and Inclusion page.

Each club must maintain a membership of at least 10 people (two thirds of members must be La Trobe University students). You can maintain this online via your LTSU webpage, or you can submit a membership list each year (the membership list is available at www.latrobesu.org.au/clubsaffiliation). LTSU doesn’t require you to submit details of your entire membership database, but we really appreciate you submitting accurate estimates of your club’s membership numbers as this is something we need to include in our annual report.

To keep your membership up-to-date online you need to make sure your web administrator is regularly approving new membership requests. Members can just click the ‘Join Now’ button next to the club’s name on your club webpage, and the admin will receive an email. They can then log in and approve the new member.

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PART TWO: USEFUL SKILLS AND RESOURCES

FinancesThanks to Elissa Khoury, LTSU Finance and Procurement Coordinator for this section

Good bookkeeping practices will enable you to make informed decisions and provide you with a solid foundation for your Club or Society. Correct practices will also ensure transparency which is vital for financial reporting, and for meeting your obligations to your club members.

You might have very simple financial management requirements, but if it’s starting to get a bit more complex you might like to download the bookkeeping template for clubs, which is available at www.latrobesu.org.au/clubsresources

Below is a bit more information about financial management, based on the training delivered to club executive committee members.

Three types of financial statements can be derived from the transactional records:

1) Profit & Loss report is Revenue MINUS Expenses (R - E = P&L)

2) Balance Sheet - Assets MINUS Liabilities = Equity/Reserves (A – L = E)

3) Cash Flow – For maintaining and forecasting your Cash position

Correct Record Keeping PracticesMaking withdrawals from your bank account

For every withdrawal, you must have appropriate documentation. Every payment that you make will need to be verified with a Tax Invoice.

If the supplier is not registered for GST they must still have an ABN otherwise 46.5% needs to be withheld and remitted to the ATO.

If you have made the purchase through a retail outlet, a Tax Invoice or Receipt is appropriate however an EFTPOS receipt is NOT.

Making deposits into your bank account

For every deposit, you must also have appropriate documentation. You will need supporting documents to show what type of payment the deposit is.

Carbon copy Receipt books are appropriate if you are unable to access computerized accounting/bookkeeping software.

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If the deposit is for an approved grant, keep the application forms legible and correctly filed as they need to be easily accessible.

Balancing your books to your bank account

Every deposit and withdrawal must be accounted for in order to balance your books and manage your cash flow.

It is best to group your costs together to show how much your spend was on each activity. This is called creating a “Chart of Accounts”

By grouping Revenue (Deposits) and Expenses (Withdrawals) into the same categories, it will provide an essential tool for future planning and cash flow forecasting

Balancing the books to your bank account is imperative to ensure you do not overspend and incur fees and charges or penalties

Reporting obligations

When establishing your Club or Society, it is important that you consider what type of trading, if any, that you intend to focus on.

Selling of goods and services does not necessarily mean you will need to register for GST

Applying for an ABN is a simply process and can be done at any time. If you choose to invoice other organisations for goods or services, amounts cannot be withheld when you have clearly quoted your ABN

If you are a Non-Profit organization, your turnover needs to be greater than $150,000 before it becomes mandatory to register for GST

You can choose to voluntarily register for GST however if the trade is deemed to be a hobby you cannot register for GST.

http://help.abr.gov.au/IC/Other_registrations/Register_for_GST_-_Policy_and_Legislation/Who_should_register_for_GST _/

If you choose to register for an ABN

1. Before you start, have your Names, Addresses, Birthdates and Tax File Numbers for your main Trustees (3 trustees required) as well as the name of your Club or Society

2. Go to www.abr.gov.au and select the link “Apply for an Australian Business Number” on the left hand-side

3. Fill in the information accordingly, print off your receipt (or take a note of your Reference number)

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4. Done!! Easy, Simple and Straight-forward!

Further information, resources and training

Your committee members can attend bookkeeping training run for clubs by the LTSU, but you can also check out these websites:

Australian Taxation Office - www.ato.gov.au

www.business.gov.au http://www.business.gov.au/BusinessTopics/Business-Finances/Manage-your-finances/Pages/Set-up-a-basic-bookkeeping-system.aspx

www.notforprofit.gov.au

CCH Australia - www.cch.com.au

If your bookkeeping needs are getting complex, you could consider purchasing MYOB or QuickBooks for your club. If they’re not too complicated but you’d like to feel more confident with your spread sheet bookkeeping, there are numerous Excel training courses which you can find and undertake.

Petty Cash managementMany clubs have some sort of petty cash management which is used for day-to-day expenses and reimbursement. It’s good to record petty cash transactions, you can buy a petty cash carbon copy ledger book at most stationery suppliers.

The important steps for petty cash management:

Record transaction in petty cash book, including who was involved in transaction Keep receipts to show this was a legitimate expense Keep cash secure, i.e. in a petty cash box which is looked after by the club’s treasurer or

president Reconcile the cash against the records on a regular (perhaps monthly) basis

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Marketing and CommunicationsMake sure that your marketing always makes it clear that new members are welcome at your events or to join your club. Check that all marketing has a point of contact and clear details so that students can get in touch or come to an event. Make sure that your marketing is inclusive of all nationalities, genders, cultural backgrounds, and sexual orientations.

GraphicsWhen providing graphics to a printer (for example getting logos printed on t-shirts) you will need them to be 300 dots per inch (dpi) when scaled to the actual size you want. The best way to ensure you’re creating high resolution images is to use a program like Photoshop or another design software.

If you’re just doing a one-off logo for t-shirts and don’t have access to design software, you can use the basic Paint program in Microsoft Office, but you will probably be stuck working in 96 dpi, so you’ll need to basically create an image that is 3 times the size of what you want so that when it is scaled to 300dpi it’s the right size.

In Properties go and scale your image to something like 90cmx60cm if you want it to be 30cmx20cm high quality. You may then need to zoom out to be able to see the full size you’re working with. Create the image. Save it as a JPG. The printers can then rescale it to 300 dots per inch.

CopyrightPlease remain aware of copyright laws. For example, if you’re the committee member responsible for organising a film screening, you might be the person breaching copyright if you don’t have a license to screen the film. Check out www.copyright.org.au/find-an-answer/ for information on copyright law.

A couple of common issues dealt with by clubs:

Films screened in a home are not subject to copyright. Fair dealing for educational use only covers films screened in a course/lecture, it doesn’t

cover screenings by students studying something, or that are complementary to a course You can organise through the distribution company to screen a film legally The library will not let you infringe copyright by screening a film on their premises, as this

makes them liable.

If you want to use images for banners or marketing try to use your own images, or look for royalty-free images, or for images available under common copyright (e.g. go to www.flickr.com, and do an advanced search, then only look for common copyright materials which are available for your type of use).

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Leadership and management skills

Creating a club register of experience or standard operating procedureTo build a strong body of experience for your club, it’s a good idea to create a register of experience, and perhaps even a standard operating procedure document.

In a register, you might like to include:

Contact details for good suppliers and key relationships Details on how to organise some of your club’s annual events Things that went really well for the club: popular events, successful fundraisers, popular

merchandise, successful campaigns or membership drives, etc Things that could have been improved on: timing errors, unpopular or time-consuming

events or merchandise, bad suppliers, costing errors, problems that occurred, etc

If you’ve been running for a number of years you might have accumulated enough experience to have some standard operating procedures, such as more detailed role descriptions, procedures for organising big events, a communications plan, etc.

Planning for the next leaders: succession Sometimes when you’re busy running around creating club awesomeness, it’s hard to remember that there will come a time when you move on and hand over the club to a new bunch of leaders. But it’s important to remember this during your time as a committee member, and start to think about the next generation. While you won’t know who will be elected as committee members, here are some tips on planning for, encouraging, and training up your next generation of leaders ( a lot of it is also good advice for just generally building an involved club community, rather than a passive club which relies on a couple of people to organise everything for them).

Don’t be scared of delegating outside the current committee – let members feel involved and invested in the club’s events and processes

Make sure you respond to enthusiastic new members and let them get involved Allow people to make suggestions and be open to changing how you do things (if you have a

good register of experience you can avoid repeating mistakes though) Be open about how you run things so that people understand the club’s challenges and

successes, and want to contribute If you have a large number of leaders/organisers in your club membership you might like to

run a leadership day that’s open to all, where current committee members can run sessions or share what they’ve learned in their position, and you can start to use some of the enthusiasm from your members and delegate to them

Have clear role descriptions so people know what they’re signing up for

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Have a good club plan, strategy, register of experience, or other documentation so that it’s less daunting and the club doesn’t lose ground at the start of each new committee, but instead builds on experience and gets better each year

Don’t allow one person to monopolise processes or stay on the committee for too long – you don’t want to put your club at risk of losing a huge amount of club knowledge if that one person leaves, plus part of the reason for clubs is to give students the chance to develop leadership and organisational skills

In your role, be aware of enthusiastic members who might be willing to fill the position next year, and make sure you encourage them – often people don’t feel up to the task, but reiterate that you think they’d be good at the role, and talk them through your own experience, including the positive skills you’ve gained during your time in the committee

HandoverWhen you hand over your responsibilities there are a number of elements to discuss:

Removing your name from any official documentation, such as bank accounts or memberships with external bodies

Making sure they have any log-ins, passwords, keys, etc that relate to your club’s activities Adding them as an administrator to any websites, social media pages, etc Introducing the new committee member (often this may be an email introduction) to any

key relationships you have as a committee member, for example, you may meet at a regular venue which you organise, so you could email them and explain that you’re leaving the role, and Jill (or whoever) will have that responsibility next year, and this is her email address (and you would CC Jill to keep her informed)

Making sure that any capital equipment, stationery, etc belonging to the club is handed on to the next year’s committee

Talking about the challenges and successes of your year in the role with the next person to help them avoid repeating any mistakes and help make their role easier with the knowledge you’ve accumulated over your year in the role – if you have a club register or operating procedure it’s great to be able to hand this on at this point

Allow for shadowing (having someone come along and watch how you do things) in your role if there are some complicated elements

Those are some things to cover within your club – it can be a good idea to get the new and old committees together to share information and goals as a group, and then pair up to discuss each individual role in more detail.

Remember that part of your handover will be your re-affiliation with LTSU, but all of these internal conversations are important.

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Avoiding and managing stressAs a committee member, you may at times feel like there’s too much going on, or too much pressure. Below is some information about tools to help you avoid stress, such as delegating tasks and resolving conflict quickly and effectively. Even with the best-laid plans to avoid stress, you may at times need to manage it instead; this is natural, and a good skill to master while you’re at uni.

If you’re feeling overwhelmed, seek help – your first priority is yourself, and your own studies.

You can get help from those around you with tasks, you can contact the clubs officer to ask for advice, and you can use all sorts of university services, such as the Counselling Service (latrobe.edu.au/students/counselling), or their Living well @ La Trobe initiative (latrobe.edu.au/students/living-well), if you’d like help working out some stress management tools that work for you. Many people find exercise a great way to manage stress and wellbeing, or give themselves some time away from a stressful scenario, so check out La Trobe University Sport (latrobe.edu.au/unisport) for some options.

Tips for time management as a club executive Don’t let your club work bleed into all of your time: for example, if you can see that lots of

emails are coming in about an event your club is running, don’t keep checking and reading them when you don’t have time to reply – instead, put aside 15 minutes of efficient email time to read and reply to club emails on a regular basis (make it regular enough for them not to build up to being overwhelming)

Keep good records and communication with your fellow committee members: avoiding doubling up on tasks is a great way to cut down your workload, and having clear records or systems means you won’t need to search through every email to find a detail you need

Be realistic about what you take on: be realistic about how long tasks will take, who will do them, and whether your club and its committee has the time to do something.

Schedule in your club time, and then stick to it. If this time isn’t enough to get your work done, reach out to others for help, and delegate tasks.

Start early on tasks so that there’s less stress even if an unexpected delay occurs. Prioritise tasks with the greatest impact – it might be great to have an incredibly beautiful

poster and booklet for an event you’re running, but if it takes up so much time creating those elements of the event that you forget to book the venue or run out of time to organise entertainment for the night, then it’s not time well invested.

DelegationIt can be tempting to hold onto tasks because you’re worried someone else won’t do it in time or as well as you would, but that’s an almost guaranteed way to add to your workload and stress. It’s also important to delegate so that you’re building skills of potential future committee members, using the full range of expertise and enthusiasm within your club’s member base, and so that you learn the important skill of delegating.

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Some key things to think about when delegating:

Delegate something specific – it’s not fair to just delegate a menial task you don’t want to do. You should delegate a specific role with some sense of autonomy, or a specific project where someone can get a sense of their own achievement.

Define the task clearly, and explain why it’s being delegated, and what the expectations are about when it’s due and to what standard it should be done. Communicate this clearly at the start. Explain the benefits for the person undertaking the task, and the benefits for the club.

Delegate early, when there’s ample time for someone to undertake the task successfully. Don’t try to bump something off at the last minute when it will be almost impossible for the person to whom you’re delegating to succeed or feel like they’ve done a good job.

Who has skills in this area? Delegate to someone who has skills you perhaps don’t, and make sure it’s someone who has the capability to undertake the task.

Provide support where needed, and check in on how they’re going. This doesn’t mean hassling them about when it will be ready, it means making sure they still feel clear on the task, expectations, deadlines, and that they have all the information and resources required to undertake it.

Provide supportive and constructive feedback. Don’t forget to praise people who do a task well, and to provide feedback (and ask for feedback) on what could have made the process run more smoothly.

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Conflict resolutionThanks to La Trobe University Student Complaints Office for help with this section and materials

Conflict is a normal, inevitable part of interaction and communication, so rather than trying to avoid it completely what you should be aiming to do is manage it and stop it from escalating into an unpleasant experience for everyone involved. Conflict can have positive aspects when managed well: it might lead to a better process, or a clearer definition of a goal.

Remember that conflict is sometimes caused by different perceptions of an event or idea, miscommunication, misinformation, a lack of recognition of different acquired values or cultural norms, and different working styles (amongst other things). Always consider how these differences in perception and communication are shaping the situation before you respond.

With any conflict, it’s good to intervene early rather than stewing and letting the conflict become a bigger deal than it needs to be. Remember those differences in perception and communication, and try to have an open discussion at an early stage – this can defuse the situation and avoid unhealthy conflict. Get clarification from someone immediately if an issue has been raised that you can imagine escalating.

Communicating well is the key to resolving conflict:

Listen properly – don’t interrupt or allow distractions or other interruption Ask open questions (not yes/no questions) to reach a better understanding of what the

other person means. Summarising the other person’s points back to them can help ensure you’re definitely on the same page.

Maintain engaged eye contact and body language, e.g. nodding when you understand what they’re saying, maintain a comfortable distance, don’t cross your arms, and don’t keep your eyebrows raised or some other dismissive facial expression on your face

Be honest but tactful, and be kind – no one needs to be made to feel bad for something, and even if you disagree, it shows far better character and skill on your part to treat someone respectfully and patiently rather than being dismissive or unpleasant

Be open to hearing that your way might not be seen as the best way by everyone, or that something you don’t want to hear about may be occurring. Be open to a compromise.

Make sure you don’t blame. Describe what you think is happening and make sure you describe that as being your perspective, not just a fact – use phrases like ‘I feel’, ‘My interpretation’, ‘I think’, and even if you’re the club president don’t say the entire club feels one way, and that this person has (for example) disappointed the whole club. Don’t point the finger at someone else and make a lot of ‘You…’ statements like ‘You said’, ‘You promised’. Focus on the problem that has arisen, not on the person you think has caused it, or their failings as you perceive them.

Having a meeting to resolve conflict:

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Choose a neutral space, and a time when no one needs to rush off. Face-to-face is still the clearest way to communicate and not have messages misinterpreted – don’t let email bickering get out of control.

Take some dot points in with you. This will help you stay on topic, and if you’re worried you might get angry, you can also take in some notes with better ways of phrasing your point so that you avoid blaming.

Get the uncomfortable and negative element of the meeting out of the way first. Don’t shy away from giving positive feedback as well, just don’t start with it. If the other person is getting angry, or you think they’re going to get angry, lay down some

ground rules for your meeting such as no raising voices, no debating, talk about the problem not the people, don’t apportion blame.

Approach communication around an issue of conflict with the idea that the best outcome is not that you get your way, it’s for a solution to be reached that suits all those involved. Remember to reflect on how well you handled a conflict, or how well someone else handled it, and think of those lessons learnt next time you’re dealing with something similar.

Try using the table below to guide your interaction.

To resolve a conflict What to say or do? WhyCalm yourself Take a deep breath, say

“relax”Clears thinking, models control

Restore order Take a “time out” Stops the fight, contains damage

Hear their stories “Help me understand your concern”

Gathers information, defuses tension

Listen carefully Eye contact, don’t interrupt Honours the need to be heardGenerate solutions “How could we resolve this?” Moves from accusations to

solutionsAgree on a solution “Would this work for you?” Moves to resolution, brings

closureTest for satisfaction “Are you sure this will work for

you?”Assures clear communication

More?

If your question or concern wasn’t covered in this guide, and the information isn’t available at www.latrobesu.org.au/clubs, please contact the Clubs Officer on 9479 3752 or clubsofficer@latrobe.edu.au

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If you have any suggestions for what should be included in the next version of this guide they would be very welcome.

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