Clubs

BUSU Clubs Handbook

Constitution Template

Membership List

1. Propose Event to Clubs Coordinator

• This can be in person, through email, or over the phone.
• The first thing needed is some information, projected budget, number of students involved, the who, what, when, why and how
• The Clubs Coordinator will guide you through the budget process, any connections BUSU might have to get you a better deal, help with your presentation, etc.

2. Research the Costs

• Look at hotel costs, travel arrangements, ticket prices, etc.
• The various students councils you may have to present to like to see research on what you are planning to do

3. Create a presentation

• Download this PowerPoint template
• This template is short, to the point and most effective to present to the Clubs Policy Committee, Brock University Student Administrative Council (BUSAC) or the Board of Director’s.
• Once you and the Clubs Coordinator have gone over the power-point and finalized it, the Clubs Coordinator will get you onto the agenda for the Clubs Policy Committee.

4. First Presentation – Clubs Policy Committee

• All presentations must come before the Clubs Policy Committee (CPC) before they are seen by other student bodies.
• The CPC can approve requests UNDER $1500 at the committee level.
• Any request OVER $1500 will be brought to BUSAC at the next meeting of BUSAC
• CPC meets weekly at the BUSU office

5. Second Presentation – BUSAC

• BUSAC will see any request over $1500
• The CPC will make its recommendation to BUSAC over the funding you are asking for
• BUSAC meets every OTHER week in the 13th floor boardroom in the tower.

6. Notification of Approval

• If your funding is approved the Clubs Coordinator will be informed and will let you know the process to access the funding
• If you have special request, (ie. Making a cheque out to Niagara Classic Transport, etc.) please inform the club coordinator and they will take care of it.

• Club Strategic Planning – start to decide on the events and programs you would like to run during the upcoming year. BUSU’s office is open all year round and we would love to help! Start to think of what you will need from BUSU for the year (funding, supplies, etc.)

September

• O-Week Clubs Fair – the main club event of the year. Your opportunity to advertise your club to the 4,000 first year students. Provide volunteers for move in day in order to secure yourself a table. Sign up for move in day begins early August.

October

• Club President Meeting – All club presidents are required to attend an information session in the middle of October. We will review what to expect for the upcoming year. If a club is going to request funding, budgets are due at this meeting

November

• Student Leadership Summit – club executives can attend the Student Leadership Summit for free (BUSU will cover the cost – limited tickets available)
• Information Session for anyone interested in starting a club for the winter term

December

• Exams/Holiday Break

January

• Frost Week Clubs Fair – an additional mini clubs fair to help new clubs advertise

February

• Executive Elections Open – each year clubs are required to elect their Executive members for the upcoming year. For more information on club elections, please see the Bylaw500

March

• Executive Elections Close
• Clubs Summit – Full day summit for all newly elected club executives. Attendance is mandatory
• Clubs Banquet – End of year celebration and awards show! “Guaranteed to be a blast!” -Istafa Sufi, Former Brock Eco President

Please see below for March Clubs Summit Resources

• Welcome and Agenda
• Clubs Bylaw – 500
• Clubs Handbook
• Funding
• Partnership
• Event Planning
• Experience BU and Risk Management

Please see below Club Resources

• Clubs Year at a Glance
• Club Transition Document
• Goal Setting
• Social Media Handbook