Guide to running a club and funding
Clubs handbook 2025
Discover the ins and outs of club management and event planning in this handy guide. Whether you're a new or returning executive, the handbook is your go-to resource for:
- Applying for grants
- Managing your club
- Running events
- And more
2026 re-registration details
Registration opens: 6 October 2025
Registration closes: 14 November 2025
Re-registration form opens 6 October.
Purpose, Kaupapa: The club must clearly state and uphold its purpose and kaupapa, demonstrating alignment with the values and expectations of the University of Auckland Student Groups framework.
Membership: The club must maintain a membership list comprising a minimum of 45 individuals, each holding a valid University of Auckland student ID. For any members beyond the initial 45, at least 80% must be currently enrolled students at the University of Auckland. Membership records must be securely maintained and regularly updated to ensure compliance with university policy.
Note: If your club meets the 2025 eligibility minimum of 30 members but is below the required 2026 eligibility of 45-member threshold, you have until 2nd March 2026 to update your membership records with the Student Groups Team. In this scenario, Major 1 funding will be withheld until your updated membership list is submitted and approved by the Student Groups Team. Your club's registration will not be considered complete until this requirement is met. To maintain an active status and access funding, ensure your club meets the 45-member minimum by the deadline.
Executive Committee: The Executive Committee must be democratically elected and consist of the following roles, two of three should be held by currently enrolled University of Auckland students:
- President or Co-Presidents
- Secretary
- Treasurer
Executive members are responsible for the governance, strategic direction, and operational oversight of the club. Elections must be conducted annually in accordance with the club’s constitution.
Starting in 2027, all three executive positions must be held by enrolled students at the University of Auckland.
Financial Details (if applicable): If the club seeks to receive university funding, it must designate two financial signatories, both of whom must be currently enrolled students. These signatories are authorised to approve expenditures and manage club accounts in accordance with university financial policies.
Receipting (if applicable): If the club is awarded funding through university grants, all receipts must be submitted to the Student Groups team for review and approval. This ensures transparency and compliance with university financial policies. Failure to submit receipts may result in funding restrictions or future ineligibility. Constitution: The club operates under a constitution that is compliant with the template provided by Student Groups.
Annual General Meeting (AGM) Minutes: The club must conduct an Annual General Meeting (AGM) each academic year. Minutes from the most recent AGM must be submitted and must comply with the Student Groups AGM minutes template.
Asset Registry (if applicable): The club must maintain an asset registry detailing all relevant physical assets owned by the club, including equipment, merchandise, and other resources. The University of Auckland is not responsible for the safety, storage, or maintenance of club assets.
Legal Status: The club is recognised as a registered student organisation under the University of Auckland Student Groups framework. It operates independently from the University and is considered a separate legal entity. This legal status has been formally disclosed to the Student Groups team as part of the club’s registration and compliance obligations.
Disclosure of External Partners and International Travel: The club must disclose any formal partnerships with external organisations, sponsors, or affiliates. Any planned international travel involving club members must be reported to Student Groups in advance and comply with relevant university policies.
Training Compliance: The club must ensure that the minimum number of representatives have completed all required training modules as mandated by Student Groups.
Re-registration requirements may change each year. The items above are the main requirements, but additional items may be requested.
Required trainings
Trainings to become a registered club in 2026 are now open.
Bullying, Harassment and Discrimination training
Date | Time | Location | Link |
---|---|---|---|
Friday 8 August | 2.30-5pm | KEIC Workshop 101 | Register |
Friday 15 August | 2.30-5pm | KEIC Workshop 101 | Register |
Friday 22 August | 10.30am-1pm | KEIC Workshop 101 | Register |
Monday 25 August | 9.30am-12pm | KEIC Workshop 101 | Register |
Friday 29 August | 10.30am-1pm | KEIC Workshop 101 | Register |
Wednesday 3 September | 9.30am-12pm | KEIC Workshop 101 | Register |
Thursday 4 September | 2.30-5pm | KEIC Workshop 101 | Register |
Friday 12 September | 10.30am-1pm | KEIC Workshop 101 | Register |
Wednesday 17 September | 1.30-4pm | KEIC Workshop 101 | Register |
Thursday 25 September | 2.30-5pm | KEIC Workshop 101 | Register |
Tuesday 14 October | 9:30am-12pm | KEIC Workshop 101 | Register |
Thursday 16 October | 2.30-5pm | KEIC Workshop 102 | Register |
Wednesday 22 October | 1.30-4pm | KEIC Workshop 103 | Register |
Friday 24 October | 10.30am-1pm | KEIC Workshop 101 | Register |
Tuesday 28 October | 2.30-5pm | KEIC Workshop 101 | Register |
Wednesday 29 October | 1.30-4pm | KEIC Workshop 101 |
Register |
Creating Cultures of Concent and Respect training
Dates | Time | Location | Link |
---|---|---|---|
Wednesday 20 August | 3-5pm | KEIC Workshop 101 | Register |
Tuesday 26 August | 3-5pm | KEIC Workshop 101 | Register |
Wednesday 27 August | 3-5pm | KEIC Workshop 101 | Register |
Wednesday 10 September | 1-3pm | KEIC Workshop 101 | Register |
Thursday 11 September | 2-4pm | KEIC Workshop 101 | Register |
Tuesday 16 September | 3-5pm | KEIC Workshop 101 | Register |
Wednesday 8 October | 3-5pm | KEIC Workshop 101 | Register |
Thursday 9 October | 2-4pm | KEIC Workshop 101 | Register |
Thursday 23 October | 2-4pm | KEIC Workshop 101 | Register |
Thursday 30 October | 2-4pm | KEIC Workshop 101 | Register |
Chat the Weird Out
Date | Time | Location | Link |
---|---|---|---|
Monday 1 September | 10am-12pm | KEIC Workshop 101 | Register |
Wednesday 3 September | 3pm-5pm | KEIC Workshop 101 | Register |
Monday 8 September | 10am-12pm | KEIC Workshop 101 | Register |
Tuesday 9 September | 2pm-4pm | KEIC Workshop 101 | Register |
Tuesday 16 September | 10am-12pm | KEIC Workshop 101 | Register |
Monday 20 October | 10am-12pm | KEIC Workshop 102 | Register |
Tuesday 21 October | 3pm-5pm | KEIC Workshop 103 | Register |
Tuesday 28 October | 10am-12pm | KEIC Workshop 101 | Register |
Clubs, Societies and Associations funding
Clubs have access to funding from Student Groups, but clubs must first submit an application. These applications are carefully reviewed, and those selected will reflect sustainable goals, meaningful initiatives and activities that align with the university’s values and event guidelines.
Total fund available $500,000
There are no further grants available this year.
Drop-in sessions
Remaining drop-in sessions for Semester Two are as follows:
11.30am–2pm
- Tuesdays: General Library – Near Student Hubs
- Wednesdays: KEIC – Student Lounge
- Thursdays: AUSA House – Reception
Please keep an eye on Weekly Emails or Enage for any changes in days, times and locations for Drop-ins throughout the week.
Booking requests
Registered university clubs can request rooms, equipment, or both by filling out the booking request form. For multiple space bookings, a drop-in consultation is required and our team will coordinate the rest