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2016 C&S Program

CLUBS &

SOCIETIES

HANDBOOK

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Message from the University of Sydney Union President, Alisha Aitken-Radburn

The USU’s Clubs and Societies program is the heart of our organisation. The University itself is not

the sum of the buildings we see around us; it is truly us, the students. I have adored every minute I

have been involved with the Union and I hope that you love the next step you are taking with your

involvement in C&S. In my (what feels very short!) four years at the University of Sydney, I have

been an executive of everything from political clubs, to department societies like History Society

and the Media and Communications Society to just plain awesome societies like SURG FM.

If you have just been elected as a club executive – congratulations! You’ve just become a leader

within the largest Clubs & Societies Program in the country, made up of over 200 clubs with a combined membership of over

25,000, hosting over 1500 events on campus each year. You’ve been charged with the responsibility of cultivating an incredibly

vibrant community within both your personal club and the C&S program at large.

The Union’s tagline of being student led and student run is not tokenistic – you have so many resources available to you. Help

make that person that ordinarily just rocks up at their lecture and goes home again get involved in one of your events. You have

the capacity to help someone develop lifelong friendships, make lasting memories and really discover what they love in life.

Our Clubs & Societies’ staff are your most invaluable resource to make that happen. Email them anytime with any questions or

just bounce ideas off them – they are just as passionate about making your society successful as you are. For any big ideas about

how we can improve our C&S Program you can also contact the Chair of the Clubs & Societies Committee and Honorary

Secretary of the Union Board, Shannen Potter at secretary@usu.edu.au.

I wish you so much luck and success for your year ahead within the Clubs and Societies program and I can’t wait to attend some

of the amazing events you produce!

Please do not hesitate to contact me on president@usu.edu.au, 9563 6231 or just come visit Level 5 of the Holme Building with

any questions about our Union or the C&S Program.

Message from the Vice-Chancellor and Principal Dr Michael Spence This wonderful University offers so much more than study. Outside of the lecture hall, laboratory

or library, the opportunity exists to be involved in an amazing array of activities that could range

from debating to triathlons, and from appreciating cheese to playing quidditch.

The Clubs & Societies program of the USU offers you the chance to acquire all sorts of additional

skills of the kind that employers value — not least, the ability to balance your life, juggling study

time with other learning experiences. And joining a Club or Society is not only a great way to learn

life skills, such as time-management, teamwork, and the art of negotiation, but it is also a terrific

way to make life-long friends.

Please make sure that you try something new while you are at University, whether it be sport, or

drama, taking photographs or anything else that interests you. It can be really exciting — and

confidence building — to find out that you are rather good at something you might barely have known existed before you read

this handbook. It can also be a terrific experience to be involved in the leadership of a club or society. The University community

is very grateful to all those who dedicate time and effort to running activities for other students. On behalf of the University, I

take this opportunity to thank volunteers and staff for all your hard work, to congratulate the USU on its Clubs & Societies

program, and to wish you all the best for the year.

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TABLE OF CONTENTS

INTRODUCTION ......................................................................................................................................... - 3 -

ACKNOWLEDGEMENT OF COUNTRY ......................................................................................................................... - 3 -

USU MISSION ......................................................................................................................................................... - 3 -

C&S GUIDEBOOKS ................................................................................................................................................... - 3 -

TRAINING REQUIREMENTS ...................................................................................................................................... - 4 -

C&S MEMBERS ................................................................................................................................................. - 5 -

MEMBER CONTROL ................................................................................................................................................. - 5 -

COMMUNICATION .................................................................................................................................................. - 5 -

USU MEMBERSHIP, ACCESS CARDS AND C&S MEMBERSHIP ....................................................................................... - 5 -

MAINTAINING MEMBERSHIP ................................................................................................................................... - 6 -

ADVICE ON KEEPING AN ACTIVE MEMBERSHIP ......................................................................................................... - 6 -

EXECUTIVE DUTIES .................................................................................................................................................. - 6 -

ADMINISTRATION OF YOUR CLUB OR SOCIETY .................................................................................................. - 7 -

FINANCIAL ADMINISTRATION ................................................................................................................................. - 7 -

NON-PROFIT STATUS ....................................................................................................................... - 7 -

INCOME TAX ................................................................................................................................... - 7 -

THE FINANCIAL REVIEW PROCESS ...................................................................................................... - 7 -

SOCIETY MEETINGS & REGISTRATION ...................................................................................................................... - 7 -

MEETING PROCESS .......................................................................................................................... - 7 -

CONSTITUTION ............................................................................................................................... - 7 -

ANNUAL REGISTRATION ................................................................................................................... - 8 -

ELECTIONS ...................................................................................................................................... - 8 -

RESIGNATIONS ................................................................................................................................ - 8 -

CONSTITUTIONAL AMENDMENTS ...................................................................................................... - 8 -

CLUBS & SOCIETIES COMMITTEE ............................................................................................................................. - 9 -

CLUBS AND SOCIETIES COMMITTEE DATES ......................................................................................... - 9 -

CLUBS & SOCIETIES COMMITTEE MEETINGS ....................................................................................... - 9 -

NEW CLUB APPLICATION DEADLINE ................................................................................................. - 10 -

APPEALS ....................................................................................................................................... - 10 -

INACTIVITY ................................................................................................................................... - 10 -

OTHER GENERAL ADMIN .......................................................................................................................... - 10 -

ADVERTISING ON THE USU WEBSITE ...................................................................................................................... - 10 -

EXTENSIONS ......................................................................................................................................................... - 10 -

C&S PROGRAM FUNDING ......................................................................................................................... - 11 -

ROOM BOOKINGS & SPACES .................................................................................................................... - 11 -

BOOKING ROOMS AND VENUES ............................................................................................................................. - 11 -

MANNING AND HERMANN’S BAR........................................................................................................................... - 12 -

BARBEQUE HIRE ................................................................................................................................................... - 13 -

CATERING MENUS ................................................................................................................................................ - 13 -

STORAGE CAGE FACILITIES ..................................................................................................................................... - 13 -

OWEEK & ODAY PARTICIPATION ............................................................................................................................ - 14 -

CLUBS AND SOCIETIES ANNUAL AWARDS ....................................................................................................... - 15 -

POLICIES ........................................................................................................................................................ - 15 -

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INTRODUCTION

ACKNOWLEDGEMENT OF COUNTRY

The University of Sydney Union acknowledges the Cadigal People of the Eora Nation as the traditional owners of the land we meet on today. The USU recognises that the land belonging to these peoples was never ceded, given up, bought, or sold and the actions the USU takes throughout its daily routines may always include consultation with community and members of the Aboriginal race when dealing with Indigenous Affairs. We pay our respects to the Aboriginal Elders both past and present and extend this acknowledgement to any other Aboriginal or Torres Strait Islander people here with us.

This Acknowledgement to Country is endorsed by the Wirriga Society University of Sydney.

An ‘Acknowledgement of Country’ is a way that all people can show awareness and respect for Aboriginal culture and heritage, and the ongoing relationship the traditional owners have with their land.

USU MISSION

The mission of the USU is to create a dynamic, supportive and inspiring University community. Our support of clubs and societies through the USU’s Clubs & Societies Program is a vital means of achieving this goal. The Program encourages Clubs and Societies to share their views, experiences and opportunities, not just with their members, but with all USU Members. The core strength of the Program, and of the USU, is that it is created by members and is run purely for the benefit of its members. The mission of the Clubs & Societies Program is:

To engage our Members in active and open communities of interest

C&S REGULATIONS & MODEL CONSTITUTION

The C&S Program is bound by the C&S Regulations, a set of rules that govern clubs within the Program. A copy can

be found on the Orion Portal or can be requested from the C&S Office.

The Clubs & Societies Model Constitution is the minimum required constitution for recognition of a club or society by the USU. A copy of the C&S Model is located on Orion and can be requested from the C&S Office.

C&S GUIDEBOOKS

In addition to this Handbook, the C&S Program offers Guides on specific processes that will assist you in running your club. The guides cover the following topics:

Meeting Procedures

Registration

Starting a New Club

Funding

Sponsorship

Maintaining Financial Records (coming soon)

These guides are available on the Orion Portal (see next page) or upon request from the C&S Office.

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ORION PORTAL

The C&S Program offers a convenient and efficient way for executives to manage their club online through the Orion Portal. Using your Club’s Web ID and your ACCESS Card Number, you can log into your accounts. Your Club’s Web ID

is emailed to you upon becoming an executive of the club.

Orion can be used to:

Submit Pre-Event forms

Check your club’s funding status

Update your club’s listing on the USU website

Book C&S rooms

Download funding forms, guidebooks, USU logos, templates, policies, catering menus and public liability

insurance information

Submit General Meeting and Annual General Meeting documents for review

Amend club advertising details and information as listed on the USU website

Update executives’ contact details

Update the membership list

Read all formal email correspondence from the C&S Office

To access the Orion Online Portal visit www.usuonline.com/cnsonline/

TRAINING REQUIREMENTS

All core executives (President, Treasurer and Secretary) are required to attend mandatory C&S Training within 30

days of the start of their term. If your term begins during Summer or Winter Break, you will have 30 days from the

first day of the proceeding semester. Failure to attend training will result in your club becoming unregistered from

the program.

We strongly recommend all other executives attend training as well, so that in the event one of your core executives

resigns or becomes unavailable for a time, there are others within the Executive with the knowledge to run the

society in accordance with C&S Regulations and guidelines.

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C&S MEMBERS

Membership clubs is open to anyone with an ACCESS card. The USU may grant an exemption to allow restricted

membership for clubs that draw members from specific parts of the University structure, such as Faculty,

Department, College and Clinical Sites, or for clubs that provide autonomous space for specific disadvantaged

groups.

MEMBER CONTROL

Decisions over the use of funds, membership fees, election of office bearers and the club’s program of events, should be made democratically by the members. Clubs must not be controlled by external organisations and must adhere to the club’s constitution at all times.

COMMUNICATION

Clubs must communicate with members regularly, respect the opinions of all members, and must not defame, vilify

or incite violence against individuals or groups.

Please keep your contact details on the Orion Portal up to date. A history of all formal email communication

between the club and the C&S Office is available for review on the Orion Portal.

PRIVACY OF CLUB AND SOCIETY MEMBERS:

Personal contact information belonging to your members is to be used only for the facilitation of the club,

and you should never contact members for any reason other to administer the club or invite them to events.

If someone makes it clear that they do not wish to be contacted further by the club, ensure that they are

deleted from the mailing/information list.

Passing along contact details or membership lists to any other party is not acceptable without specific

authorisation from that member.

The C&S Office will protect all members and executive details in accordance with the NSW Privacy Act.

USU MEMBERSHIP, ACCESS CARDS AND C&S MEMBERSHIP

The C&S Program operates as a student-run program of the University of Sydney Union, and is a member-only

program. It is essential for all members of Clubs and Societies to hold a current USU ACCESS card, as the ACCESS

membership income helps fund the USU and the C&S Program. Therefore, all Executives of Clubs and Societies must

be Ordinary Members.

Ordinary Member University of Sydney students or alumni and University of Sydney/USU staff members who hold a current ACCESS card.

Can join a Club/Society and be voted in as a Club or Society Executive. The C&S Program can subsidise event attendance costs for this person.

Associate Member A non-University of Sydney student or staff member who has purchased an ACCESS card.

An Associate member can join a Club/Society and the C&S Program can subsidise event attendance costs for this person, but cannot be a C&S Executive or vote.

Faculty Member A University of Sydney student enrolled in a Faculty who is automatically a member of their Faculty’s Club or Society.

A Faculty Member is automatically enrolled in their Faculty Club but can only be an Executive or receive subsidies from the C&S Program if they purchase an ACCESS Card.

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MAINTAINING MEMBERSHIP

Clubs must have at least twenty (20) Ordinary Members at all times to remain registered within the C&S Program. It

is usually the Secretary’s responsibility to keep an updated record of the members of the club. Please refer to the

C&S Handbook for Secretaries for further details.

ADVICE ON KEEPING AN ACTIVE MEMBERSHIP

Having a significant membership that is actively involved in a Club or Society’s events and activities is vital to its

survival. The C&S Office Suggests:

Organising a welcome function soon after OWeek.

Sending a welcome message soon after OWeek to members with a program of events for the semester.

If a new member appears “lost”, offer them a role helping out to open social opportunities.

Plan key events throughout the year and encourage all members to come along.

EXECUTIVE DUTIES

Specific Executive duties differ from club to club, and will be outlined in your constitution. However, here is a

general overview of how duties are divided amongst core executive members:

President Secretary Treasurer

• Leadership/Delegation

• Executive Management

• Setting out a calendar of

Events

• Knowing the Constitution

• Chairing AGMs/General

Meetings

• Assisting Secretary with

re-registration

• Creating a budget with the

Treasurer

• Updating the Club

Membership list on Orion

• Club correspondence

• Ensuring that the Club

remains registered

• Keeping all records for the

society

• Planning and running

meetings

• Ensuring the Club runs in

line with constitution

• Keep accurate, complete

and legible financial records

• Implementing a budget for

the year

• Organise payments

• Submit financial records for

audit at the end of the

financial year.

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ADMINISTRATION OF YOUR CLUB OR SOCIETY

FINANCIAL ADMINISTRATION

NON-PROFIT STATUS

As all clubs are registered within the USU’s C&S Program, they take on the USU’s status as a non-profit entity. A non-

profit organisation is an organisation that is not operating for the profit or gain of its individual members, whether

these gains would have been direct or indirect. This applies both while the organisation is operating and when it

ceases operation. Any profit made by the organisation goes back into the operation of the organisation to carry out

its purposes and is not distributed to any of its members.

INCOME TAX

Any liability for income tax is the responsibility of the Club and is self-assessed on the basis of the type of activity

undertaken by the Club or Society and by its non-profit status, and is not the responsibility of the USU. For more

information on your Club’s tax status, please consult the C&S Office.

Clubs or Societies are non-profit entities and as such do not need to register for GST unless the turnover is in excess

of $150,000 per annum. If the Club or Society is already registered for GST, please make an appointment with C&S

Financial Officer to ensure that GST payments are correctly accounted for and submitted on a timely basis to the

ATO.

THE FINANCIAL REVIEW PROCESS

As part of the registration process, clubs are required to submit their annual financial documents to the C&S Office

for auditing. Your club’s financial year end will be stated in your constitution, if you are unsure please contact the

C&S Office. Information on how to complete your end of year financial review and general bookkeeping practices

can be found in the C&S Guide to Maintaining Financial records (available on Orion)

SOCIETY MEETINGS & REGISTRATION

MEETING PROCESS

Information on how to run an Ordinary Meeting, General Meeting and Annual General Meeting can be found in the

C&S Guide to Meeting Procedures. Please read through your constitution and this Guidebook in close detail before

arranging your meeting to ensure you have followed the correct procedure. You can also find important information

about giving notice of an AGM and requirements for annual registration in the C&S Guide to Registration.

CONSTITUTION

Your club’s constitution sets the rules which your club must abide by at all times. All Executives of your club should

have a copy of your current constitution and have read it thoroughly. Be particularly mindful that executive

positions listed in your constitution and membership fees must be adhered to.

The Clubs & Societies Model Constitution is the minimum required constitution for recognition of a club or society

by the USU. A copy of the C&S Model is located on Orion and can be requested from the C&S Office.

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ANNUAL REGISTRATION

Club registration needs to be completed annually by holding an Annual General Meeting (AGM) in your specified

AGM month (stated in your constitution) and submitting required AGM documents to the C&S Office. Holding an

AGM and electing a new Executive for the upcoming term are the first steps to re-registering with the program. The

C&S Office has the latest copy of the constitutions for all registered Clubs and Societies. See the C&S Handbook for

Registration and C&S Guide to Meeting Procedures for specific details on the registration process including

requirements and deadlines.

ELECTIONS

Your club’s election month will be outlined in your constitution, but in most cases it will take place during your AGM

(see Annual Registration, above). Elections must be run in accordance with C&S Regulations and Guidelines. Detailed

information on how to run your election can be found in the C&S Guide to Meeting Procedures.

All Executive positions must be open for nomination at the AGM or Annual Election Meeting (whichever is applicable

to your society). In rare instances, your club may have special permission granted by the C&S Committee and USU

Board to hold some executive elections outside of the annual meeting, this applies to certain roles that warrant such

an exception, such as First Year Officers.

Persons elected to an Executive position generally take up their office at the conclusion of the AGM, unless your

constitution specifies a date at which point the term of office commences.

Until the C&S Office receives Registration documents from your club with details of the incoming Executive, they will

not be recognised by the C&S Office. This could cause problems with submitting Funding Forms and booking

meeting rooms.

RESIGNATIONS

Please note that if an executive member wishes to resign, they must notify their intention to resign in writing to the

Clubs and Societies Office via c.socs@usu.edu.au. The C&S Office will then notify the remaining Executive that the

resignation has been received and instruct the executive to hold a General Meeting to fill the position. Please note,

if your President, Treasurer or Secretary resigns, they need to be re-elected within 30 days or your club will become

unregistered. If the resignation takes place during Summer or Winter Break, your club will have 30 days from the

first day of the proceeding Semester.

CONSTITUTIONAL AMENDMENTS

Your club may amend its constitution by special majority (two-thirds) at a General Meeting of your Club, provided

that fourteen clear days’ notice is provided of that motion, and the changes are advertised via a recognised USU

publication. For any changes to your constitution to be officially recognised, they must first be accepted by the C&S

Committee, whose decision must then be ratified by the USU Board. Please consult the C&S Guide to Meeting

Procedures for detailed information on making Constitutional Amendments.

This process may take several weeks and the club may not refer to any clauses that have not yet been confirmed.

The C&S Office will email you once a decision has been made.

You may receive a resolution that states your amendments are accepted pending further changes to your

constitution. In this instance you do not need to re-hold a meeting to vote on the additional changes, you simply

need to update your constitution as instructed and submit a signed, hard copy to the C&S Office. Your constitutional

changes will not come into effect until the updated hard copy of your constitution is submitted and accepted by the

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C&S Office. Updated hard copies of constitutions are due within two weeks of the date the Committee resolution

was sent to your executives. After such time your club’s funding will be disabled, and after another two weeks your

club will become unregistered from the C&S Program. These disciplinary actions are in place as Clubs and Societies

cannot operate without a valid constitution.

EXECUTIVE HANDOVERS

It is the responsibility of all outgoing executive members to organise a handover meeting with their successors within a week of the election. The outgoing executive must ‘handover’ all paperwork and any general information to ensure the club continues to run successfully. Handover may include:

Tips on C&S Office procedures

Pieces of information specific to your role

Relevant contacts

Details of established procedures

CLUBS & SOCIETIES COMMITTEE

CLUBS AND SOCIETIES COMMITTEE DATES

All C&S Committee Meetings to be held in the Gladys Marks Room, Ground Floor, Manning House

Day Meeting Date Paperwork Deadline - 5pm*

Tuesday 16th February 4th February

Wednesday 23rd March 10th March

Wednesday 20th April 7th April

Wednesday 18th May 5th May

Wednesday 15th June 2nd June

Wednesday 20th July 7th July

Wednesday 17th August 4th August

Wednesday 21st September** 8th September**

Wednesday 19th October 6th October

Wednesday 16th November 3rd November

**New Club Applications will not be considered after the September Committee

CLUBS & SOCIETIES COMMITTEE MEETINGS

The Clubs & Societies Committee is a volunteer committee deputised to administer the C&S Program under ratification of the USU Board of Directors. The Committee maintains and enforces the C&S Regulations and makes recommendations to the Board regarding Club applications. The C&S Committee is chaired by a USU Board Director elected by the Board, with another Board Director elected as Deputy Chair. There are up to eight ordinary members who are appointed by the Board in the year prior. The C&S Committee will review and process the following applications:

New Club or Society Applications

Constitutional Amendments other than those that bring the club’s constitution in line with the C&S Model Constitution

Funding Appeals

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NEW CLUB APPLICATION DEADLINE

Clubs must submit their New Club Application to the C&S Office by 5pm, 8th September 2016 for it to be considered.

The Committee meeting on 21st September will be the last meeting that considers new club applications. Any IGMs

held, or paperwork submitted after the deadline will be rejected outright by the C&S Office. Applications will not be

deferred to a 2017 Committee Meeting.

APPEALS

Appeals to the C&S Committee concerning a Committee or C&S Office decision must be directed to c.socs@usu.edu.au. The application must detail the circumstances surrounding the appeal and address your club’s grounds for appeal.

INACTIVITY

If a society has remained unregistered for an unbroken 6 month period, it shall be deemed inactive and the signatories on the society’s bank account will be transferred to the C&S Manager, C&S Financial Officer and USU Honorary Treasurer. After an additional 6 months, the USU will assume control over any bank accounts and property and it will be held in trust. If the club reforms, the funds may be returned to the club. After a total of 18 months inactivity the club’s bank account will be closed and funds will the transferred to the USU general account. Once a club has been unregistered for a period exceeding 2 years, the club must apply to the C&S Program as a new club and hold an IGM.

OTHER GENERAL ADMIN

ADVERTISING ON THE USU WEBSITE

The USU provides clubs with free website advertising for all events and meetings via the USU website. Once your event or meeting has been confirmed, simply submit the details via the ‘Event Submission’ link on the USU website, www.usu.edu.au. This is a great way to publicise your club’s events, and is a mandatory requirement for Ordinary Meetings, General Meetings and Annual General Meetings. See the C&S Guide to Registration and the C&S Guide to Meeting Procedures and your Club’s Constitution for further details about giving formal notice of meetings.

EXTENSIONS

In rare circumstances the C&S Office may grant extensions on funding requests, AGM documents or amended

constitutions. In order to apply for an extension, your club must request the extension from the C&S Office prior to

the deadline and outline significant reasons why the documents have not been submitted on time. Failure to apply

prior to the initial deadline will result in your documentation being rejected by the C&S Office. Please note – a

request for an extension does not mean it has automatically been granted. You must have written confirmation

from the C&S Office for it to qualify.

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C&S PROGRAM FUNDING

C&S Funding may only be claimed between 1st February and 31st October of any calendar year. No funding will be provided for events undertaken at other times, and funding can only be claimed in the same year that the expenditure was incurred. Other Funding, and Capital Expenditure Funding must be claimed prior to 31st October. Funding is available for Events, Accommodation, OWeek/ODay, Printing, Photocopying, Publishing, Websites, Postage, Locker Hire, Letterbox Hire, Capital, Merchandise and Revues Funding. All of these funding categories are bound by specific rules and regulations and are calculated differently. For detailed information regarding funding caps and eligibility, please consult the C&S Guide to Funding and C&S Regulations.

ROOM BOOKINGS & SPACES

BOOKING ROOMS AND VENUES

BOOKING USU C&S ROOMS

C&S rooms in the Holme Building and Manning House can be booked by Executives of registered clubs for events and activities. These rooms can be booked online via the Orion Portal, at the bottom of the Main Page.

Holme Building Room Seated Capacity

During Semester: 8.30am to 10.30pm Outside Semester: 8.30am to 7.00pm

Reading Room 70 people Common Room 60 people Studio B* (Available for selected clubs only) Holme Meeting Room 1 15 people Holme Meeting room 2 (Media Den) 20 people

Manning House Room Seated Capacity During Semester: 8.00am to 9.30pm Outside Semester: 8.00am to 6.30pm

Isabel Fidler 30 people Loggia 10 people Barnard Eldershaw 8 people Manning Meeting Room 12 people Gladys Marks Room 13 people

Executives can book C&S rooms free of charge on weekdays for a maximum of 2 hours per day. Rooms booked outside of the normal building open hours may be permitted with special permission from the C&S Office but will incur a staffing charge, and must be booked 2 weeks in advance. C&S Room Booking Guidelines:

1. Clubs may not BYO alcohol to any C&S rooms, However, Holme Building and Manning House fall under the USU Liquor License and alcohol may be purchased from Manning Bar or Courtyard Bar and Restaurant and taken to C&S rooms.

2. C&S Rooms are booked free of charge but come as they are; we do not offer setup or equipment. 3. Equipment may be hired for a cost via The Entertainment office: www.usu.edu.au/Clubs-Societies/Venue-

Equipment-Hire.aspx 4. Clubs must be registered within the C&S Program to retain room bookings 5. At the conclusion of your room booking, rooms must be returned to their original clean and tidy condition.

All rubbish must be removed and all furniture replaced in its original position. The organiser will be held responsible for any damages and/or cleaning required and will be charged accordingly

6. Clubs must adhere to all C&S Regulations, as well as USU and University of Sydney Policies and Guidelines at all times

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HOSTCO ROOMS

HostCo is a department of the USU, catering towards corporate and formal events. Speak with HostCo to book other

USU venues and ask them about their formal catering options available for clubs.

Holme Refectory, Holme Courtyard, Cullen, Sutherland, Drawing and Chancellors Rooms are booked via HostCo.

Please contact HostCo directly on 9563 6245 for more information on venue charges and menus. Registered clubs receive a 15% discount on catering costs for catering purchases over $1000.

UNIVERSITY VENUE OFFICE ROOMS

Campus Infrastructure and Services (CIS) is responsible for casual bookings of all University-owned venues.

Clubs can book University classrooms and tutorial spaces free of charge between 1:00 pm and 2:00 pm Monday to Friday during Semester. At all other times, clubs are charged a booking fee for use of these venues; please contact the University Venues Office for details of this. Clubs are required to submit an online booking form via the University Venues website, https://web.timetable.usyd.edu.au. Here you will be able to view venue availability, descriptions of locations and the facilities offered. Contact the University Venues office for all pricing and further details. Services Building, G12, Level 1, 22 Codrington Street. University of Sydney NSW 2006 02 9351 1537 | university.venues@sydney.edu.au

MANNING AND HERMANN’S BAR

If you want to entertain, why not consider using Hermann’s Bar or Manning Bar? The USU provides licensed spaces as a service for USU Members and club or society events. Bookings for these venues are handled by the USU Entertainment Office. Contact Kelsey Rimmer at k.rimmer@usu.edu.au for booking information, and to help you organise your next event with drink tabs/vouchers, catering, A.V and entertainment.

Manning Bar Hermann’s Bar

Capacity: 900 (Level 2) Capacity: 290

11am - 9pm, Monday - Friday (unless an event is on)

12:00 noon - Late

All bookings are non-exclusive. Unless circumstances are exceptional, the bar will trade as normal and your

event will co-exist.

Clubs can book exclusive use - it is possible for C&S to book exclusive events outside open hours.

EVENT INFORMATION: 18+ All C&S events in Manning Bar and Hermann’s Bar must be 18+ events. Costs The costs of your event depends on its scale. Costs may include security, cleaning, or technician fees

and will be worked out with the Entertainment Office staff when booking your event. Catering Book catering through the Entertainment Office when booking your event. Bar Guarantee A bar guarantee is a minimum amount your event needs to spend over the bar and is set when

holding exclusive events or events outside the normal opening times of Manning and Hermann’s Bars.

Bar Tabs These can be by asking us to print drink vouchers for you well before your event. C&S Funding The Entertainment Office does not have money allocated within its budget to fund your event. You

can apply for C&S Event Funding through the C&S Office. Bookings All C&S Bookings are to be made through Kelsey Rimmer in the Entertainment Office, opposite the

Programs Office on level 1, Manning House.

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BARBEQUE HIRE

The University Venues Office provides 8 stationary BBQs on campus. These BBQs are free to hire, but require a $50

refundable deposit. The BBQs are located at the Civil Engineering Sunken Lawns, Botany Lawns, Squash Courts

Rooftops, Union Square, Bosch Lawns, Cadigal Green, J.D. Stewart and on Eastern Ave, outside the Chemistry

building. You will need to provide your own cooking utensils and equipment.

Contact the University Venues office for all pricing and further details.

Services Building, G12, Level 1, 22 Codrington Street. University of Sydney NSW 2006

02 9351 1537 | university.venues@sydney.edu.au

The USU Entertainment Office has portable barbeques available for hire. For more information contact Kelsey

Rimmer at k.rimmer@usu.edu.au.

CATERING MENUS

Catering menus are available from Manning Grill, HostCo, and Courtyard Bar and Restaurant. Menus can be

accessed via the Forms and Guidelines page of the Orion Portal. To order, follow the instructions on the relevant

menu.

STORAGE CAGE FACILITIES

There are approximately 20 clubs who have a designated area in the Holme Building Storage Cages. At the beginning

of each executive term, the club must nominate one Primary Contact who is responsible for upholding the Storage

Cage Terms and Conditions. This Primary Contact must be an executive of the society, preferably a core executive. It

should be someone who most regularly accesses the cages.

The Primary Contact must sign and agree to the C&S Storage Cage Terms & Conditions on commencement of their

term, after which point the new executive will have access to the cages. It is the Primary Contact’s role to report any

potential infringements of the Terms and Conditions to the C&S Office.

If the primary contact is no longer an active member of the society, the remaining Executive is responsible for

informing the C&S Office and arranging the appointment of an additional Primary Contact. Upon request a club may

apply to have two or more primary contacts.

CHALKING RULES

Where can I chalk?

Any flat horizontal, uncovered surface. Chalk where the rain will be able to wash the chalking away. Be respectful to

University buildings and use your common sense.

Where can I NOT chalk?

Do not chalk on any vertical surface, eg walls, buildings. Do not chalk on any space that is under cover. Do not chalk

on any USU grounds: this includes balconies, pathways, courtyards, walls and any other surfaces within the USU

confines. The Wentworth, Holme Buildings and Manning House are all Union grounds (this restriction applies so that

the USU, as an entity, is not seen to be endorsing any individual or group of candidates). Do not chalk on any

sandstone or anywhere in or around the Quad.

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OWEEK & ODAY PARTICIPATION

Hosting a stall at the OWeek or ODay is a great way to introduce your club to thousands of potential new members.

Only registered clubs within the C&S Program are eligible to participate in the OWeek and ODay festivals. Stalls at

these events are provided to clubs free of charge. Information regarding the requirements of hosting a stall are

provided prior to these events at the C&S Information Sessions and in the Stall Holder Terms & Conditions upon stall

registration.

PROVIDED BY USU LOGO

All marketing material for your club or society must contain the ‘Provided by University of Sydney Union’ logo. This

includes T-Shirts, flyers, posters, banners and electronic marketing. All logos are available for download through the

Orion Portal. The logo cannot be altered and only the following colours and aspect ratios are acceptable:

There are also minimum size requirements for use of the logo:

Below is the USU colour palette:

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Clubs and societies will not be funded for printing, advertisements or other promotional materials if the USU

‘Provided by USU’ logo is displayed incorrectly or where content breaches C&S Regulations & Policies. You may ask

for approval of your artwork before printing, by emailing c.socs@usu.edu.au.

CLUBS AND SOCIETIES ANNUAL AWARDS

The Annual USU Clubs & Societies Awards recognise the outstanding contribution of Clubs and Societies to the

University of Sydney Union community. Awards will be announced and presented at the Clubs and Societies Ball on

Thursday the 20th of October 2016, and nominations will open in Semester 2, at which time we will notify all

registered clubs of the nomination procedure.

POLICIES

All registered clubs and societies within the USU’s C&S Program must adhere to the program’s policies. For policies

on the following, please consult the C&S Policies Handbook, which you can download from the Orion Portal or

request from the C&S Office. The Handbook covers the following:

Alcohol

Harassment and Discrimination

Storage

Privacy

Sponsorship and On-Campus Promotions

Advertising on Campus

Bullying and Harassment

CONTACT US

Clubs & Societies Office

Ground Level, Manning House

c.socs@usu.edu.au

9563 6118 | 9563 6160

Opening Hours:

Semester

Monday – Thursday 9am – 5pm

Friday 10am – 4pm

Break

Monday – Friday 10am – 4pm