Tips 'n tricks for running your club
Starting a new club
We value our club network and believe that joining a club is a MUST-DO for all students!
So if you didn't find the club you were looking for on our list, we can help you start a new one.
Getting involved in the running of a club is not only good for your CV but it gives you valuable, hands-on practical and organisational skills that will increase your employability.
Affiliating to ASA
Being affiliated to ASA offers your club a whole heap of benefits.
BUT, you need to re-affiliate each year!
Affiliation runs from 1st April - 31st March of the next year.
26th February & 15th July 2020
The PERFECT opportunity to promote your club.
We even give you $50 towards running your stall on the day. Your club just has to be affiliated and at Clubs Day to qualify.
Tips for a good clubs' day stall:
- Staff your stall with club members who can give potential members all the info about your club
- where/when you meet
- any costs involved
- upcoming events etc.
- Have an activity or competition running on the day
- Have a sign up list available
- either paper or electronic (it needs all of the info on our template below).
- Students can also sign up to your club directly via the ASA website.
- Have your contact info on display; or tell students to find you on the ASA website.
You do have to register to be at clubs' day though, so get in contact with the Clubs' and Activities Coordinator.
Clubs' development workshops
4th March & 22nd July 2020
A must attend for your club committee and another way to earn $50 for your club just by turning up.
To claim the $50, a single student cannot represent more than one club.
The workshop covers all sorts of things including events, succession planning, and grants but more importantly you get to network with other club committee members and learn from each other.
From time-to-time, other topic specific workshops are offered.
Using your club email account
Each club is allocated an ASA club email account, e.g. email@example.com
You can access this email account by signing in to Office 365 https://www.office.com/
This will provide you with online Office applications, word, excel, powerpoint, onedrive etc.
We recommend that your club keeps a copy of all important documents in the cloud on your club Onedrive.
Please make sure that you check this email account DAILY or ensure that it forwards to an email account that you do check daily, as important information is distributed via club emails.
Booking a meeting room or space on campus
We can book rooms for your club to meet, just download and complete the room booking form and return either to ASA reception or email to firstname.lastname@example.org.
Put as much info in about the space that you require, because sometimes the room you want is not available, but the University room booking service will do their best to find you the most suitable alternative.
If you are inviting a non-Massey speaker or guest to present at your club event, you need to fill out the Invited Guest form and submit it to the CAC
Equipment you can hire
We have a 10 seater van that you can use for club events, a BBQ, PA/Sound system, cameras, mobile eftpos, bean bags and other bits and pieces!
Bookings are essential!
If your club is affiliated to ASA and has at least 10 members, you can apply for a club grant to help you with expenses.
This is a whole topic in its own right, so scroll on down to the link at the bottom of the page.
Depositing funds into your club account
If you have collected funds on behalf of your club, e.g. "pay to play sports fees", you can come up to ASA reception and deposit them to your account by cash or eftpos.
You can also make arrangements with us so that your individual club members can come and pay for club events/items.
We'll keep track of who has paid for you! If you want to deposit money using internet banking, or have your club members do so it is important that you reference your club name!
- Bank Account Name: Albany Students' Association
- Bank Account Number: 02-0278-0180560-00
- Payment Details: CLUB NAME
- Code: STUDENT NAME
- Reference: STUDENT ID
Using your club funds
- Reimburse club members who have personally paid for items for the club (must have receipts/proof of payment)
- Make payments directly to suppliers for you if you supply an invoice
The club must complete a payment/reimbursement form which must be signed by 2 committee members.
The club member being reimbursed cannot authorise/sign their own reimbursement.
Payment/Reimbursement forms and supporting documentation should be handed in at the ASA Office or emailed to email@example.com
We cannot reimburse anyone or pay any invoices for you without the signed payment/reimbursement form.
DURING THE COVID-19 LOCKDOWN, PLEASE EMAIL YOUR RECEIPTS TO firstname.lastname@example.org
WE WILL WORK WITH YOU TO GET YOUR PAYMENT MADE.
YOU DO NOT NEED TO SEND THE SIGNED PAYMENT FORM.
Health and Safety (RAMS)
If you are holding an event either on or off campus, you must consider the health and safety aspects of the event.
The easiest way to do this is to complete a RAMS form (Risk Assessment Management System).
This allows you to reduce risk and have plans in place if anything does go wrong.
The Clubs' and Activities Coordinator can help you complete your RAMS form.
Club movie nights
Sadly it's not just as simple as booking the lounge to show your movie.
To stay within NZ law, your club needs a licence to show the movie if it is being shown outside of a domestic (i.e. home) environment.
The cost varies depending on the movie and audience size - but is usually between $120-$200.
Clubs can apply for grants to cover a portion of this.
Checkout licencing information. (ASA can help you with this).
To get the licence you usually need to provide, movie title,date, location, indoor/outdoor, estimated audience size to email@example.com .
Please ask them to invoice "your club name, c/- ASA".
Club logos and club clothing
It's a good idea to have a club logo. However, Massey University, does not allow you to use any parts of the Massey University logo.
If you want to use the University's colours you can, but you must use the exact Massey University colours
You can also make an appointment to meet with the ASA designer to discuss your logo plans.
If you want to order branded club clothing, you must make an appointment to meet with the Clubs' Coordinator to discuss your design as there are rules around logo placement - club logo, ASA logo and MU logo.
If your club organises a tutor for your club members, then unless this is via a tutoring company, the tutor will need to be paid via ASA's payroll system so that we can ensure that IRD requirements for income tax are met.
Please contact ASA for further information.
We'd love to know what ideas you have for fundraising for your club and support you in the process.
Please be aware that if you are running raffles or giving out monetary prizes that some rules apply.
If the club is awarding a monetary prize over $500, the prize must be paid via the ASA payroll, so that IRD requirements for income tax are met.
We would expect most clubs to fall within class 1 gambling for which a licence is not required, but check out the information here: http://www.police.govt.nz/advice/personal-community/housie-raffles/gambling
Clubs' and Activities Co-ordinator
Contact: Kay-Leigh Wheeler
Phone: 414 0800 x 43543
Contact: Jacqueline Adams
Massey Int: 414 0800 x 43073
Phone: 09 213-6073 Mobile: 021 0398 708