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Affiliated Club Resources

We know that running a club or society can be a huge task, so we’ve put together some resources and training materials to help make the process as smooth as possible.

Affiliated Club Forms

Club Banking Access

Request access to your club bank account.

Club Banking Access Form

Campus Booking Requests

Internal & External Event Booking

Notice period: 30 days prior to event date. To be submitted with Event Safety Checklist and KG or GP Bookable Event Spaces Map.

Club Room Bookings

Notice period: 14 days prior to event date

Club Bar Bookings

Notice period: 14 days prior to event date

Event Planning Resources

Event Safety Checklist

External Bookable Event Spaces GP Map

External Bookable Event Spaces KG Map

Club Affiliation EOI
Inaugural General Meeting (IGM)
Annual General Meeting (AGM)

The agenda is to be submitted to the Guild and club members 14 days before the AGM. AGM submission is to be submitted 7 days after the AGM has been held.

AGM Agenda

AGM Minutes

AGM Attendance List

Executive Contact Details

Asset Register

Profit or Loss Statement

AGM Checklist

Managing Your Club With QPay

From Semester 1, 2024 QUT Guild will be integrating the QPay memberships platform for affiliated clubs and societies.

Used by over 5,000 university clubs over the world, QPay enables students and university unions to manage events, memberships, funding applications and much more.

Why Use QPay For Clubs?

QPay Clubs is an all-in-one management platform for student clubs and society admin. This includes:

  • Memberships – sell and manage memberships, free or paid
  • SMS & Email – send free SMS and email to your members and event attendees
  • Events – set up your events and sell tickets
  • Merchandise – create an online store to sell your club or society’s merchandise
  • Link In Bio – showcase your club activities all in one place
  • Exec Team Management – store all your club committee details securely
  • Forms – Access and manage all forms with your connected student union, guild or association

Check out the full QPay guide here.

Club Governance Training

Need more guidance on Club Governance? Check out the training videos below for more information.