Guild O-day & Clubs Carnival

Guild O-Day 2024

Guild O-Day is one of Curtin Student Guild’s biggest events of the year. It forms an important part of the University’s orientation program, and offers attendees a unique insight into the university experience. With students keen to receive many highly anticipated freebies, browse/join campus clubs and societies, and explore a variety of services tailored to the university market, stallholders gain access to a captive audience and a highly targeted demographic. Guild O-Day provides a unique environment to connect with new students and gain new members. This event expect up to 12,000 attendees.

Semester One
Wednesday 21 February 2024
Orientation Week

Semester Two
Wednesday 24 July 2024
Teaching Week One - Common Free Time

Stall Applications
Guild-registered clubs are invited to host a stall at these events. Applications are closed for 2024

Clubs Carnival

Held at the creative quarter during common free time, the event will bring carnival vibes with sideshow games & giveaways to attract students. Clubs Carnival solely focuses on Clubs and runs only once per year. This is your second largest opportunity to gain membership at a Guild event attracting a few thousand returning & new students. This event expect up to 4,000 attendees

Semester One Only
27 March 2024 - Common Free Time (12pm - 2pm)

Stall Applications
Guild-registered clubs are invited to host a stall.

BEFORE THE EVENT

Stall Planning

Brainstorm with your committee about how to make your stall stand out with:

Signage, decorations and tablecloth to hide the trestle tables
Giveaways & merchandise. Check out this local perth company that has a deal for Guild clubs AND a short turn-around time for orders.
Creative interactive games/ideas
Explore photo albums from previous Guild O-Days for reference

Only lodge your application form once you have planned how you want to run your stall activities.

Membership Sign-Up & Website

Maximise your new member recruitment through:

Club Vouchers
All Curtin students are entitled to receive two $5 club vouchers each year. On event day, a Guild Booth will be set up for students to collect their vouchers if they have not yet redeemed them for this calander year. Outside of event day, vouchers are available from Guild reception 106F at any time after the event throughout the year. Please instruct potential student members that they will need their student ID to redeem the club vouchers.

Club vouchers help new and returning students pay for membership and introduce them to the world of clubs.
Keep these in a safe place and return them to Guild reception to be reimbursed straight into your club bank account.

Find out more: How to submit $5 Guild club vouchers

Update or setup Membership Forms in TidyHQ.
Ensure your memberships are set-up correctly in TidyHQ BEFORE the event. Do a test run.

Update or setup your TidyHQ website page
Make sure your TidyHQ webpage is up-to-date and consider adding any planned semester events, merchandise for sale or anything else you offer members to make it appealing as you’ll find new students will be looking through club pages regularly during the start of each semester, not just around the time of these Guild events.

Promotion

Show potential new members you’re active by preparing your socials and website in the lead up to the event.

Guild Artwork and Event Promotions
Download our specific Guild Event social media assets to post on you socials to let everyone know you'll be at the event! Check back here for content closer to the event date.

Facebook Event
DO NOT create a new Facebook event for your stall presence. Please only share our main Facebook event when this is live.

AR Filter
The Guild may set up a “which club should I join” filter for Instagram for some events. You can use the filter on @curtinguild instagram account during Orientation week and re-use it to promote on your club and personal socials. Share to your Facebook Story.

Note: Only clubs who are approved to run stalls will be listed in the filter.

Guild Club Spotlight Video Series
If you haven't already, consider taking the time to prepare and submit a video (for Instagram, TikTok and Facebook) following our filming brief for us to share on Guild social media platforms. Get this video to us before O-Week so that we can schedule the content.

Video submission
Filming brief: Please follow this guide closely. You may submit this at any time of the year for the guild to promote clubs so keep this in mind when running events like an O-day stall if you'd like to plan to prepare content from the day.

Regular posting
Start posting regularly in the lead up to the event so that when new members look to sign-up, there’s fresh content for them to see.

Always tag @curtinguild in posts, photos and stories so that we can share your content to get a wider reach.

Some ideas for posts:

Committee Introductions: If you put this on your IG story, save it to a highlight titled ‘2024 committee’ so it lives on.
Upcoming events or what to expect from your club in 2024
Use of the AR filters
Any other relevant content that aligns with your club objectives.

Prepare Your Pitch

When students approach your stall, you’ll need to be prepared to capture their attention.

Focus on:

What are the benefits of joining?
Events, projects or activities you run.
Club belief/ideal: Does your club stand for or against anything? Highlight this.
Personalise it, what are you (the pitcher) getting out of it!
Have a short pitch, you can always add more info if they stick around, make the short pitch engaging and cram the goods in.
Tone. Who are you pitching to? First years: give them all the goods and focus on the fun stuff. For third or fourth years, focus on what they’re going to get out of it when they graduate (particularly if you’re an academic club).
Delivery. Be confident in your pitch, you need to sound like you really believe in this club.
Ask the person their name, what they’re studying, what year and get to know them a tad. If you remember their name, use it when you say goodbye.
Do not chat too much, let them go if they’re just nodding and not engaging – they may be too polite to leave and you don’t want them to remember the club who wouldn’t let them leave.
Freebies! Who doesn’t like a freebie? Stick a little info on the freebie for them to remember later. Always have a freebie, even if it’s just candy.
Support other clubs. Recommend other clubs based on interests you’ve discovered from the people you meet.

Stall Preparation

Laptops/membership devices should be fully charged.
Consider having petty cash on hand for an alternative membership payment.
Create a QR code linked to your TidyHQ Membership webpage so people can sign up on their own device if they are not paying via cash or Guild vouchers.
Be identifiable. If you have club shirts, wear them or consider colour coordination, name & pronoun tags, lanyards etc.
Share the Guild O-day stallholder guide with those running your stall (this will go out to successful applicants a week prior to the event) – read this carefully & be on time.

DURING THE EVENT

Prepare Your Team

Be on time to set-up your stall.
DO NOT exceed the number of stall volunteers as stated on each event stallholder guide provides by the Guild.
Accept defeat: If you’ve pitched your club to a potential member and they aren’t interested, let them go and don’t make them remember you because you hassled them for too long. Don’t follow them.
Post event content to your socials throughout the day and tag @curtinguild so that we can re-share.
Take a photo of your set-up and committee running the stall.

AFTER THE EVENT

Welcome New Members

Don’t disappear, get in touch with your new members!

Send a welcome email

Provide a call to action such as ticket links to events already planned, links to social media pages, website etc.
Consider adding the photo of you and your stall or a link to a newsarticle about the day so they have a visual memory from meeting you. Remember – they’ve most likely attended a lot of stalls.

Drop-off Club Vouchers

Count, package and label your club vouchers and drop them to Guild Reception (Building 106F).
You can mail them too if you’d like to avoid visits.

When the Guild deposits the funds into your club bank account, add a new transaction (Deposit) in TidyHQ and ad a title in the transaction reference and transaction description and title it "O-Day Sem1 Club Vouchers" or something similar and obvious.