MANAGE YOUR CLUB OR SOCIETY

See below for a range of information to assist with managing your club or society, including information on funding, hosting events, fundraising, finance, discounts, Market Days bookings etc.

Access your club dashboard here

Dont have access to your club dashboard? make sure you send through a new committee contact list whenever your executive or committee changes (template below). All committee members need to be listed as members on UniOne before they can be added as Club Organisers.

Funding

UC Life has funding available to support the activities of all registered clubs and societies. Please make sure you read and understand everything in the 2021 Funding Guide before applying for any funding. If you have further questions please contact UC Life.

All funding will be provided by reimbursement except where previously arranged with UC Life. If items can be ordered by UC Life, you can arrange an appointment where UC Life can pay for these directly.

Admin Funding - Clubs can use admin funding for any non-event related items. There is a maximum amount that each club can claim based on the number of members that the club has.
Event Funding - Clubs can submit a funding request for any event that needs funds. Funding requests are assessed on a per-application basis with consideration given to the number of students who benefit, club funds, student contribution amount and amounts previously provided.

UC Life will make every effort to respond to funding requests within 5 business days. Please note that during peak times this may not be possible.

Event Budget Template

Event Support

COVID-19 Event Information

Please note that the below process is in place for all events to be held on campus until further notice:

Assess whether the event needs to be held in person
Request a room booking via the Room Booking Form at least 1 week in advance
When the booking is confirmed, complete the attached COVID-19 Events and Gatherings on Campus Registration Form. This needs to be completed and sent to uclifeclubs@canberra.edu.au at least 3 business days before the event. If you have any questions about this please feel free to reach out to UC Life.
Adhere to all restrictions and safety guidelines in place at the time of the event

Room Bookings

Clubs can book the club & society space, tutorial and lecture rooms on campus at UC. At least 1-week notice must be provided. We have a dedicated Club & Society Space in 1A04 fitted with TVs, tables & chairs for 30 people, storage and tea & coffee station. The Club & Society space is our preferred venue for club events & meetings. To book a room complete the room booking form.

Clubs and Societies Space Current Bookings

Current bookings in 1A04 and The Student Lounge are shown below. Please note UC Life will still find you a room if 1A04 or The Student Lounge is not available.

For bookings in UniLodge please complete this form.

For bookings in the Refectory or Ann Harding Conference Centre, please email conferencecentre@canberra.edu.au.

Club Event Promotion

Submit your event details in the event promotion form (previously Event Registration Form) for UC Life to help with promotion. This form is not required for all events, only if you would like additional promotion support. All events should be listed in UniOne.

Post Event Summary

After each event, clubs need to complete the post-event summary form, this includes details on the event, how it went (which can be passed on to future executive members) and receipt uploads for reimbursements. Event summaries will need to be submitted within 2 weeks after the event by ALL CLUBS for ALL EVENTS. Recurring events (weekly/fortnightly) can be submitted at the end of each semester (S1, Winter, S2, Summer).

Event Equipment & BBQ Bookings

UC Life has a range of equipment available for clubs to use including photobooth, fairy floss machine, sporting equipment and much more.

To book equipment please Click Here

To book a BBQ please complete the booking form below. If you wish to book a BBQ you must fill out the following booking form at least 2 weeks in advance. UC Life will then contact you to confirm whether or not the BBQ is available on your requested date.

To book a BBQ please Click Here

Market Days

A good way to promote your club and gain more memberships is to set up a stall during Market Days. These occur once a month on the concourse from 11am to 2pm.

Market days for 2021

Tuesday 16th March
Thursday 22nd April (Earth Day)
Wednesday 5th May (University Mental Health Day)

Booking details for all remaining market days will be released soon.

Committee Information

Please keep your club committee contact details up to date when the committee changes. Please fill out the spreadsheet below and email to uclifeclubs@canberra.edu.au within a week of the committee changes. Ensure all committee members are members of your club in UniOne to ensure that they can be added as club organisers.

Committee Contact List Template

Change of Bank Signatories

Here are the steps to change your bank account signatories:

Complete minutes to include the 'Change of Signatories' Section (see template)
Email minutes to uclifeclubs@canberra.edu.au for confirmation that everything is correct
Arrange a time to collect approved minutes (and another form) from UC Life office and go to the bank (all new signatories together).
Go to the UC Commonwealth Bank to submit paperwork for the change.

Please note - 'Change of signatories' section need to be unchanged except for highlighted areas. Change can take about a week to be processed.

Download the guide and template here

Contact UC Life

The UC Life team is here to assist you in any way you need. You can drop us a line using the details below or come and visit us, just note that we are often out of the office at events or meetings.

Email: uclifeclubs@canberra.edu.au
Phone: 0458 712 214

UC Life Office
Building 1, Level C, Room 24 – 38
Upstairs in the Refectory (across Refectory from Careers UC)

*Note our student entrance is hidden a little further down the corridor

Manage Your Club