Guide to running a club and funding

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 

These principles outline the processes and requirements which must be met for club registration at the University of Auckland, as well as the conditions that clubs, societies, and associations must adhere to to maintain their recognised and registered status. 

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. A club’s Annual General Meeting (AGM) must be held between 1 August and 31 October of the preceding year to be valid for the upcoming year. For example, the AGM for 2027 must be held between August and the end of October 2026.

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.

Clubs that do not re-register will lose their registered status with the University. This means you won’t be able to:  

• Apply for grants 
• Book rooms, spaces or equipment
• Use the University's name in any official capacity 
• Attend Clubs Expo 
• Or access other club privileges 

Trainings to become a registered club in 2026 are now open. 

Bullying, Harassment and Discrimination training

Creating Cultures of Consent and Respect training

Chat the Weird Out

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.

There are no further drop-in sessions available this year. Please message studentgroups@auckland.ac.nz if you have questions or would like to set up an appointment.

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