Your voice on campus!


Welcome to your one-stop shop for all the "behind-the-scenes" paperwork you'll need for both starting and maintaining your club! From grant applications, to room bookings on campus, to equipment hire forms - everything you need should be here. If you can't find what you're after, please email the Clubs Officer on clubs@guild.curtin.edu.au!  



2018 Club Registration Form 

To have your club affiliated with the Guild, simply fill out this online form, ensuring all requirements outlined within are met. If your application is successful, you'll score a bunch of great entitlements, including funding, promotion, venue hire, equipment hire, and much more. Contact the Clubs Officer via clubs@guild.curtin.edu.au for more info!

Default Club Constitution

With the exception of clubs operating under their own custom Guild-approved constitutions, all clubs are required to adhere to the above default club constitution in all club governance. 

Club AGM Guidelines

All clubs are required to conduct an Annual General Meeting each year (in September, October or November), to elect committee positions for the following year, and report to members on the club's activities throughout the year. From 2017 onward, AGM minutes are also a formal registration requirement. For a quick guide to how it all works, download these handy guidelines.

Financial Statement Template

All clubs must keep an up-to-date financial statement each the year. You’ll also need to provide a copy to show your members at your AGM & to the Guild when the time comes to re-register. For a better understanding of what needs to be included in your financial statement, download our template.


Event Management Plan  

This document is a mandatory requirement for ALL club events - whether on or off campus. Your EMP must be submitted at least three weeks prior to your proposed event. For large, complex, or high-impact events, please provide a minimum of six weeks' notice. The EMP plays a crucial role in ensuring that Guild, University, and local government standards are met, and also aims to identify instances in which additional permits and paperwork are required. Though potentially daunting at first, this form is designed to walk you through all the considerations that must be taken into account when running an event, providing realistic insight into the work involved. An EMP helps to ensure that no important details are missed along the way, and also allows the CO to step in and offer additional advice and support as necessary.

Venue Bookings (Bentley Campus) - all Guild-registered clubs are able to book venues on campus for free (with some exceptions), so next time you need somewhere quiet to run a club meeting, a lecture theatre for a guest presentation, or an outdoor space for a larger event, simply complete the above EMP - which includes the required venue hire form - and return it via email to the Clubs Officer, at clubs@guild.curtin.edu.au. If you require a last minute booking, you may wish to consider booking Club HQ instead - this can be booked without an EMP via the Guild Resource Booking Form.

Guild Resource Bookings

Do you need a venue in which to run your next meeting or pop-up event? Club HQ is exclusive to clubs and available to book with minimal paperwork and at short notice (subject to availability)! Want to run a BBQ to raise funds for your club, or simply build awareness that you actually exist? Or maybe you just need a trestle table to sell tickets or push membership sign-ups on the Guild prom?

For all this and more, check out our Guild Resource Booking form (linked in the header above). Available resources include:

  • Club HQ (pop up clubs space between Main Cafe and Tav Beer Garden).
  • BBQ
  • Trestle tables
  • Marquees
  • Lectern

Consent & Sexual Safety: Guidelines For Clubs

The Curtin Student Guild is committed to ensuring safe, consensual and enjoyable campus club culture. Please read this fact sheet for further info on how you can play your part.

Digital Promotions For Clubs

We're constantly developing new ideas for club culture to thrive so we are inviting Guild-affiliated clubs to express interest in being promoted on the Guild's digital platforms. This could extend to the Guild's social media pages, website or digital singage around campus.

Submitting this request does not guarantee your club will be featured however, we will endeavour to be fair by promoting as many different clubs as possible and limit each club's promotion to one feature per semester - so make it count!! Apply here

Guild Logo (for club promotional material)

Clubs are required to include a copy of the Guild logo on any promotional material they produce (e.g. posters, banners, etc.). There are specific rules attached to how this logo is used (particularly on posters), so please be sure to use the guidelines and files below.

Health and Safety Risk Assessment Template

A number of events and activities held at Curtin require a Health and Safety risk assessment to be developed. The standard EMP form (above) will determine whether or not this applies for your particular event, based on your answers to certain questions. If a risk assessment is required, you'll be prompted to attach it within your EMP. We recommend starting with Curtin's generic risk assessment, and amending to suit the specific details of your event. (Please note: there is no need to develop a risk assessment unless requested to do so within the EMP!)


FREE Club BBQ Pack

All Guild-registered clubs and societies are eligible for one free Club BBQ per year (100 serves), which includes, at no charge:

  • FREE hire of commercial-grade Guild BBQ
  • Gas bottle
  • Temporary Food Permit from Town of Victoria Park
  • 90 halal beef sausages
  • 10 vegetarian patties or sausages
  • Cooking oil
  • Onions (pre sliced)
  • 100 hotdog buns (pre sliced)
  • Tomato sauce
  • Cooking utensils
  • Napkins
  • Gloves

Club BBQs are a great opportunity to raise awareness of your club in general, recruit members, promote upcoming events, or even raise funds (many clubs charge a gold coin donation). BBQs must be booked at least two weeks' prior to your proposed BBQ date. using the Guild Resource Booking Form. Book early, as dates fill fast!

Club Vouchers

You've probably receive a bunch of $5 Club Vouchers (from the Guild Diary) from students looking to score a discount when joining your club. So, what's the deal, and how do you get paid? Pretty simple, actually: 

  1. Pop them in an envelope (each voucher must be clearly labelled with your club name and a student ID).
  2. Write "club vouchers" on the front of the envelope, as well as your full club name, the date, and the number of vouchers inside.
  3. Hand it in at Guild Reception.
  4. That's it!

We'll reimburse you $5 for each voucher you return to us, straight into your club bank account. No forms, no paperwork, and most reimbursements take no longer than three weeks to arrive in your account. *Please note that we will use the bank account you provided on this year's registration, so make sure you update us if anything has changed. No repayments will be made if you've given us the wrong bank details.

FREE Club Function Packs

All Guild-registered clubs and societies are eligible for up to two (2) Club Function Packs per year, valued at $300 each. We have created a range of awesome catering and event packages specifically tailored to clubs, provided via The Tav and/or Kirribilli Catering. From movie nights, to sundowners, to quiz nights, there is something to suit every club. Apply HERE.

$1500 Sponsorship Grant

Did you know that all registered clubs are able to apply for up to $1500 in moolah each year?!? This is probably one of the biggest and best perks of being a Guild registered club - we give you money to do cool stuff for your members! Conditions apply - check out the application form for more details.

FREE Club Poster Printing

All Guild-registered clubs and societies are able to submit digital PDF copies of posters for upcoming events or campaigns directly to the Clubs Officer, who will then print and distribute these posters throughout the Guild Precinct in the Guild's weekly poster run. Please note that all posters must be A3 in size and portrait orientation. Colour is strongly recommended, and the Guild's branding and poster guidelines must be followed, as per the following:



Guild O-Day Stall Tips

To understand the do's and dont's of Guild O-day, take a look at our handy stall guide that provides tips on stall decorating, membership, giveaways, your club pitch and much more.  

Tips for Treasurers

A handy guide for treasurers & club executives on how to manage and oversee club finances for reporting, budgeting and overall management.