GUILD O-DAY & CLUBS CARNIVAL

Save the dates in your clubs activity schedule. These are events where most clubs gain the majority of their new members.

Guild O-Day

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.

Semester One
Wednesday 21 February 2024
11am - 2:30pm

Semester Two (applications now closed)
Wednesday 24 July 2024
11am - 2:30pm

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.

Semester One Only
Wednesday 27 March 2024
12pm - 2pm

Stall Applications

Guild-registered clubs are invited to host a stall at these events via an application form. Applications are now closed.

Stallholders can plan ahead and read our promotion, planning and delivery guide below.

Promotion, Planning and Delivery Tips

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
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 entitles to two $5 club vouchers in 2024 and can collect them from a Guild booth located within the Guild O-Day or Club's carnival event location. For those not attending the events, club vouchers will be able to be collected from Guild reception in building 106F throughout the year. Please advise students that they will need their student ID to redeem the club vouchers. Please note that Guild membership stickers are no longer & if students ask how to redeem their Guild membership discounts aside from the club vouchers, they can activate their membership discount online via the Guild website. They do not need to do this to collect 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 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.
Clubs should not take manual sign-ups for new members whether they are paying online or in-person with cash or a club voucher. Follow the tasks in your TidyHQ project titled "Memberships 2024 - Cash & Vouchers " to ensure you're prepared to recieve cash or club voucher payments for memberships sign-ups. It's important to understand how you will facilitating sign-ups at your club stall on event day.

Update or setup your TidyHQ website page
This is where the membership forms will live and be found by students. Make sure your TidyHQ webpage is up-to-date and consider adding any planned semester two 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 O-Week and clubs Week.

Promotion

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

Guild Artwork and Promotions
For clubs who have been approved to run a stall at Guild events such as O-Day or Clubs Carnival, we'll provide social media graphics for you to post on you socials to let your followers know you'll be there!

Facebook Event
DO NOT create a new Facebook event for your stall presence. Please share the Guild's event page.

AR Filter
The Guild have set up a “which club should I join” filter for Instagram. You can use the filter by visiting the @curtinguild instagram account and re-use it to promote on your club and personal socials. Share to your Facebook Story. Here's how to find the AR Filter.

Guild Club Spotlight Video Series
If you havent 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 or Clubs Carnival 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 day so that when new members look after signing up, there’s fresh content for them to see.

Always tag @curtinguild in posts, photos and stories so that we have the opportunity share your content to get a wider reach. Please note however, that we have a daily limit when sharing content so not all tagged posts can be shared.

Some ideas for posts:

Committee Introductions: If you post intro videos on your IG story, save it to a highlight reel 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 bit. 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 to provide change if people sign up using cash
Create a QR code so people can sign up on their own device.
Be identifiable. If you have club shirts, wear them or consider colour coordination, name & pronoun tags, lanyards etc.
If your stall is at a Guild event, share the event stallholder guide with your committee who are running your stall (this will go out to successful applicants a week prior to the events) – read this carefully & be on time.

DURING THE EVENT

Prepare Your Team

Be on time to set-up your stall.
At Guild invited events DO NOT exceed the number of stall volunteers (as outlined in the stallholder guide).
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 if we are able to.
Take a photo of your stall set-up. This is helpful to provide to future club committee members. Take a photo of your committee who are 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 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 you club bank account, add a New Transaction (Deposit) in TidyHQ and title it "O-Day Sem1 Club Vouchers" or something similar and obvious.