All clubs are required to renew annually with the Guild.
This tells us that your club intends to remain active in the coming year, informs us of any changes or updates and allows us to verify that all club affiliation requirements are still being met.
Club Renewals are only for already established Guild clubs who successfully registered with the Guild in 2021.
If you’re looking to start a new Guild club, please complete a New Club Application instead.
Renewal Intake Periods
Semester One 2022
29 November 2021 – 25 March 2022
Semester Two 2022
20 June 2022 – 19 August 2022
Before you begin
You will need these documents and information before you can lodge your Club Renewal.
Online Food Safety Training Certificate
At least one committee member must have already completed the Online Food Safety Training Module. You must select all modules when commencing the training to obtain your certificate.
Club Credit Form
Download and complete this Club Credit Form. This requires signatures from two of your club office bearers (preferably Club President and Club Treasurer) and should be saved in PDF format. This document is required in case the Guild needs to invoice your club for any reason throughout the coming year (i.e. for payment of Guild-provided services).
Club Bank Account Details
You must provide your club Bank Account Name, BSB, Account Number and the names of at least two signatories to the account (who must both be 2021 office bearers, not 2020 office bearers). Outgoing office bearers must relinquish access to the club bank account by the end of their term, and must arrange for access to passed onto the appropriate incoming 2021 office bearers prior to lodging a renewal.
Office Bearer and Ordinary Committee Details
All office bearer contact details must be inputted this Committee List Template and submitted with your Club Renewal. Must be in CSV, XLS, or XLSX format only.
Club Officer Bearers’ Statement
All of your club's office bearers must sign the Club Office Bearers' Statement. This indicates your acknowledgment and acceptance of club rules, requirements and policies.
Affiliations and Links List
All affiliations and links (both informal and formal) with other organisations, persons, and groups must be disclosed to the Guild and details must be inputted into this Club Affiliation Spreadsheet and submitted with your Club Renewal. Must be in CSV, XLS, or XLSX format only.
Other Renewal Documents
2021 AGM Minutes (or if you have been registered with the Guild for less than twelve months, end-of-year standard committee meeting minutes)
2021 Financial Statement
Full current club membership list (must show full name, student number, and email address for each member. Must be in CSV, XLS, or XLSX format only.)
Custom Club Constitution (only if not using the Guild's recommended default constitution).
The office bearers' statement contained within the Club Renewal also references the following:
Lodge your Club Renewal
This should take approximately 20 minutes to complete. Your progress will be saved.
All Club Renewals are sent to the Guild Executive Committee for approval. You will be notified of the outcome of your application via email to your provided club and office bearer email addresses.
Please allow a minimum 3 weeks for processing and 4 - 6 weeks during peak periods (December – February).
Reach out to the Clubs Officer on firstname.lastname@example.org with any further questions.