Club & Society FAQ's
Joining a club or society
How do I find out about different Clubs and Societies? How can I join?
The best way to join a club or society that interests you is to find them on Market Day (held at the start of each semester). At this event all of the UQ Union affiliated clubs and societies set up stalls to showcase their work, events and interests and recruit members. Most clubs charge an annual membership fee varies from $2 to $10. If you’ve missed market day simply search for a club based on your interest. Each club has a profile with their contact information. . Search Clubs & Societies.
Forming a club or society
How do I start a new club?
All new club applications must go through a two-step ratification and affiliation process that begins when an expression of interest form is completed. Download the form here.
There are a few things you must do/know before the affiliation procedure can commence including knowing your clubs aims and objectives and having at least 30 (St Lucia) or 10 (satellite campus) members who have expressed interest in the club.
Once the form has been filled out and submitted to the Clubs & Societies office, the application will be presented at the next Clubs & Societies committee meeting for ratification. Once ratified, the proposed club is eligible to hold an Inaugural General Meeting, collect membership money and open a bank account with Commonwealth Bank on campus.
How do I spend my clubs grants?
A successfully affiliated club or society will be entitled to:
- participate in campus wide events like Market Day to gain publicity and exposure;
- access to the supportive Clubs and Societies peer network with over 200 other student societies;
- be overseen by UQU Clubs and Societies regulations and governance;
- receive club grants;
- book UQ & UQU rooms with UQU endorsement. Free booking and discounted rate will apply depending on the booking arrangement.
- book UQU facilities such as a BBQ;
- get access to printing services for the purposes of promoting your club or society;
- receive 8 hours of free event photography; and
- be covered by UQU public liability insurance
Can I spend my club grants externally?
Yes. It is possible to spend your UQ Union grant money at a venue off campus. However, processing these invoices can take up to two weeks and is a condition that a proper tax invoice can be provided to UQ Union from the goods or services supplier. Tax invoices should be made out to the University of Queensland Union and can be sent to firstname.lastname@example.org
Do I have access to printing for my club?
Yes! There is a clubs printing room inside the Jenny Knowles Clubs and Societies Resource Room with a full colour photocopier as well as computers for all your printing and design needs. Clubs will be issued $50 credit to use the photocopier and can top up this credit from their club grants if required.
What kind of insurance are clubs covered by?
UQ Union provides its affiliated clubs with an insurance policy that covers club members who are involved in activities as set out by their club’s constitutional aims and objectives to the value of $50,000,000.
How do I look after my clubs financial records?
It is the duty of the treasurer to keep the clubs books in good order and prepare a financial statement of all major transactions for the annual audit. Keeping accurate and organised financial records is easy if treasurers follow these steps:
- Only spend Club money if it is approved by your executive
- Make ALL payments by cheque
- Get a Receipt for everything
- Stick your receipts in a scrapbook
- Write up your spending in your financial journal
- Manage your clubs income with style, grace and integrity
- Write receipts out for monies received
- Deposit all money received into the club bank account the day you receive it
- Write up your income in your financial journal
- Reconcile your journal to the monthly bank statements EACH MONTH
When are Annual General Meetings held and when are the audits due?
Your AGM must be held in the month of October and meeting minutes must be submitted to the Clubs and Societies office no later than 14 days after the meeting. Download the AGM pack.
Audit – It is a legal requirement that an audit must be conducted on the financial records of the club/society prior to their AGM. As such your books should be prepared for audit and submitted to the Clubs and Societies office by September 20th.
How do I get a Clubs & Societies profile on uqu.com.au?
Holding an event
How do I book a BBQ on campus?
BBQs on campus are one of the best ways to fundraise for your club. UQ Union provides all of our affiliated clubs with the necessary equipment to hold your BBQ free of charge*.
There are 2 good fundraising spaces at St Lucia. They are: the Grassy Knoll and Coopers Road.
In order to book one of these BBQ spots you need to email UQ Security. Contact Lily White on: email@example.com.
Once you have received confirmation of a booked BBQ spot from UQ security you must send this confirmation through to firstname.lastname@example.org so that BBQ equipment can be reserved for you.
NB: Booking a BBQ space through UQ security does NOT guarantee you use of the BBQ equipment. You MUST still book the equipment through Clubs and Societies. There are several BBQ spots on campus but only 2 bookable BBQ’s.
*Make sure to read through this helpful BBQ Guide before organising your BBQ.
**For a map of available BBQ spots see page 16 of the Clubs and Societies Manual.
How can I book a room on campus?
Affiliated Clubs and Societies can book university lecture/tutorial rooms for free. However, there are conditions. NO CHARGE can be levied for access to the room, i.e. your event must be free. Secondly the room must be soley for Club use, i.e. no third parties may use a room booked under your name.
Book a room
The Jenny Knowles Room is available for use for all exec and is open between the hours of 7.30am-7pm. The board room within the Clubs and Societies rooms can be booked by emailing email@example.com. It’s a great space for executive meetings or brainstorming sessions.
To find out about booking sporting fields, university grounds, the Red Room or Holt, Heath and Innes Rooms please refer to page 14 and 15 of the Clubs and Societies Manual.
How do we book a photographer for our event?
UQ Union contracts 6 photographers that can be accessed by clubs who wish to have photographs taken of their club events. All photos will be displayed on the UQ Union or Red Room Facebook page and will remain property of UQ Union.
Please contact firstname.lastname@example.org at least two weeks in advance to request a photographer for your event. UQU will cover the cost of 8 hours worth of photography.
After your 8 hours are up a photographers can be booked through UQU for $30 per hour, this cost will be charged to your clubs grant.