March 5, 2025

Meet Abdul Mohammed, Student Experience Coordinator

Meet Abdul, a key member of the UniClubs team at UOW, offering practical advice on starting and running successful clubs & societies. Read on for his insights on recruitment, event planning, club engagement, and managing finances!

How does a club or society get officially recognised at the university?

Your club or society first needs at least 4 members, and a meeting to determine who the executives will be. Once this is decided, head over to the UniClubs website and click on the “Start a Club” tab. This takes you to a link where you create a login for your club on our Rubric platform.

Then, you can fill out the “Stage 1 – New Club Request” form under the “Forms” tab and send through your expression of interest. From there, the UniClubs team will guide you through the next steps!

Are there any policies or regulations we should keep in mind when organising events on campus?

Yes! Here are a few key things to remember:

• All events are funded by Student Services and Amenities Fees (SSAF), so no alcohol can be purchased using club funds.
• If your event is off-campus, or on-campus with over 30 participants, a risk assessment is required. You can find the template on the UniClubs Resources webpage.
• If you’re planning on having an event that’s over $1000, be sure to meet with your campus staff member before moving forward.

What are some tips for recruiting members when you’re just starting out?

Start by participating in campus events and creating a presence! It helps get your club on students' radar. Hosting events that are open to all students is also a great way to attract potential members. Once they see what your club is all about, they'll be more likely to join.

How do clubs manage their finances, especially when funding is tight?

Planning ahead is key! It’s important to create a financial plan for the club’s yearly activities, so you can stick to a set budget.

Also, there’s a Treasurer’s report template (.xlsx) available on the "Resources" page – definitely make use of it to keep track of all income and expenses.

What are some common challenges clubs face in the first year, and how can we overcome them?

First-year clubs often struggle with understanding the admin processes. The best way to overcome this is by keeping in regular contact with staff members, who can guide you through all the steps.

Another challenge is keeping members active. Here’s how to tackle it:

• Host engaging icebreaker events early on to build community.
• Create a structured onboarding process, including welcome emails and buddy systems.
• Organise a mix of casual social events and value-driven activities.
• Offer leadership opportunities to keep members invested.

Sometimes the exec team may lack experience and struggle with decision-making. To help with this:

• Set clear roles and responsibilities from the start.
• Schedule regular check-ins and planning meetings.
• Use collaborative tools like Trello, Notion, or Google Drive for organisation.
• Encourage training sessions or mentorship from past execs or university staff.

What kinds of events or activities help keep members engaged?

Here are a few event ideas that have worked wonders for other clubs:

• Meet and greets
• Movie nights
• Weekly catchups
• End-of-year dinners

How can we make sure our club stays active and relevant over time?

Thinking about your club’s legacy is important. If you have a certain way to measure your club’s success, set goals for you to achieve over a year’s time.

Handovers are also equally important to keep in mind. You want to make sure that you’re leaving the club better than when you joined it! Having this goal in mind can help boost the club’s image and streamline all club processes within the exec team.

How can we collaborate with other clubs or organisations on campus?

The key to collaboration is communication! Make sure you’re connecting with other clubs and departments on campus. During events like orientations and exhibitions, be proactive – introduce yourself and your club to others.

Don’t hesitate to propose joint events. Collaborations can help boost your audience and increase your club’s visibility!

How do we maintain communication and involvement with members throughout the year?

• Maintain regular communication channels (newsletters, social media, group chats)
• Consistent meetings
• Interactive events
• Shoutouts for members, recognition, and receiving feedback

What are some effective fundraising strategies for new clubs?

Selling merchandise is a tried-and-true method for raising funds. Also, bake sales in high-traffic areas are always a hit!

Sponsorships can be another great way to generate funds but be sure to inform the UniClubs team before signing any sponsorship agreements, as we can offer guidance along the way.

How should we handle conflicts or disagreements among club members?

• Set clear guidelines to encourage a positive club culture.
• Follow these guidelines to perfection – lead by example!
• Address issues as soon as you can. The more you ignore the tension, the more it festers.
• Make sure that both parties involved are being heard.
• Implement a fair way of decision making.
• If necessary, formal action can also be taken with the campus staff members.

How can we create a welcoming and inclusive environment for all members?

• Set the right tone from the start of the year with friendly welcome events.
• Set a clear code of conduct.
• Foster an inclusive level of communication between members.
• Always encourage members’ input.
• Plan diverse and accessible events.
• Proactively address issues.

For more information or to get in touch with Clubs & Societies, students can call or reach out via the online form. For the Sydney CBD Campus, they can contact Shreyas Naidu at shreyas_naidu@uow.edu.au.