Creating a new club

If you can’t find a club that fits your interests, you can start your own with guidance from the University Clubs Support team to help it thrive.

If you can’t find a club that matches your interests, you can start your own. The University Clubs Support team will guide you through the process to ensure your club is sustainable and successful.

Benefits of registering a club

Registered clubs receive access to a wide range of benefits, including:

  • use of the University name and branding
  • governance guidance and best‑practice advice
  • templates and resources
  • a dedicated SharePoint (cloud storage) site for document storage
  • social media support and promotion
  • general and public liability insurance
  • eligibility for annual Club Funding
  • up to 3 hours per week of free room bookings
  • club awards (Blue and Gold Awards)
  • onsite (on campus) storage options (where possible)
  • executive training and development
  • Zoom Premium access (subject to availability)
  • alignment with the Kitea Impact Programme.

For full details, see Benefits and support services for clubs.

Expectations of a registered club

Clubs operating at Te Herenga Waka must always meet the University’s expectations.

Inclusive and represent positively

  • Welcome all students, uphold a safe and respectful environment, and promote your club in line with University values.

Follow University policies and plan safe events

Manage finances responsibly

  • Keep accurate records, use a club bank account, follow funding rules, and be transparent about club membership options.

Stay up to date with your legal obligations and best practices

Communicate and engage with support

  • Use official channels, follow University processes, book spaces properly, and utilise University Recreation and VUWSA support when and where needed.

New club checklist

Before submitting a new club enquiry form, consider:

  • What is the club’s purpose?
  • Do similar clubs already exist, and are they active?
  • What will attract members?
  • Who is your potential membership base?
  • What value will the club bring to students and the wider community?
  • What level of support will the club require long‑term?
  • How will you promote your first informal meeting?
  • Have you held an AGM/IGM and drafted a constitution?
  • Is the club student‑led, with a majority of student members?
  • Are there parent or affiliate organisations involved (for example, sporting bodies, faculties, churches)?
  • Is the club prepared to operate with a primary focus on the student experience?

Steps to create a new club

The first step is to formally create the club.

To become an officially recognised club, you must:

  1. Establish a clear and transparent purpose and function of the club.
  2. Recruit at least 10 current students as members.
  3. decide whether your club will incorporate (optional).
  4. Recruit your executive (President, Secretary, Treasurer)—The club must have active student representation on the executive.
  5. Submit the new club enquiry form.
  6. Meet with the Clubs Support team.
  7. Draft a constitution (Templates available on the Clubs Resources page).
  8. Advertise and receive nominations for your executive and committee.
  9. Hold an AGM or IGM to ratify your Constitution and elect your executive.

What clubs support provides

After you submit your enquiry:

  • your application is reviewed and compared with existing clubs
  • additional information may be requested (for example, risk or Health & Safety documentation)
  • specialist advice may be sought from relevant University departments or external bodies
  • the Clubs Support team, VUWSA, and the Clubs Council consider the application
  • the sports and clubs manager makes the final decision (with guidance from the Head of Sport and Recreation if needed)
  • if approved, you’ll receive a link to complete the official registration.

Required documents for registration

You must provide:

  • AGM/IGM minutes
  • club constitution
  • the generic club email address
  • contact details for each Executive
  • membership list with:
    • first and last name
    • member type (student, alumni, staff, public)
    • student/staff ID
    • email address (optional but preferred).

These documents will be stored securely in your club’s SharePoint folder (accessible only to your executive and the Clubs Support team).

After your club is registered

Set Up Communication

  • Create a generic club email (for example, vuwclubname@gmail.com).
  • The Clubs Support team will add your club to the online directory.

Grow your membership

  • Promote your club through friends, classmates, social media, Clubs Expo, or events.
  • University Recreation may help share your content online.

Host an informal meeting

A casual meetup helps members:

  • Get to know one another.
  • Understand the club’s goals.
  • Contribute to the event plan for the year.

Open a club bank account

  • Use your registration confirmation letter to set up an account.
  • The President and Treasurer are typically signatories (a third signatory is recommended).
  • Provide account details to the Clubs Support team.

Deciding whether you should incorporate

Most clubs are not incorporated, which offers flexibility. However, becoming an Incorporated Society offers formal structure and protections. We encourage all clubs to consider adopting elements of the incorporation process at the very least.

Resources: