Club Leader Resources
Club Leader Resources
Being a club leader is exciting—but it comes with responsibilities, too. This guide gives you all the tools you need to recruit members, run great meetings, build strong teams, manage money, and keep your organization thriving.
Finding the right people is the first step to growing your club.
Know your needs → What talents or perspectives is your club missing?
Spread the word → Share your goals clearly at every opportunity.
Make it personal → Invite people directly, and tell them why they’d be a great fit.
First impressions count → A new member’s first meeting should be fun and welcoming (save the budget meeting for later).
Ask members to bring friends to the next meeting.
Team up with RAs to share your club in residence halls.
Hand out quick info sheets or pamphlets.
Talk up your group in classes, with friends, or even at other campus events.
The way you run meetings can make or break your club.
Plan ahead:
Pick a regular time and place.
Send out an agenda at least 48 hours before.
Meet with officers/advisors beforehand to prep.
During the meeting:
Arrange seating so everyone feels included.
Stick to your agenda but allow discussion.
Take thorough minutes (they’ll be useful later).
After the meeting:
Follow up with members who missed it.
Note what worked well and what could improve.
Send thank-yous to presenters or helpers.
Meetings don’t have to be boring! Try adding:
An inspirational quote or fun fact to kick things off
Snacks or food
Shout-outs/appreciation for members
Icebreakers and team builders
Creative, interactive activities
When planning:
Is the meeting really needed?
What’s the purpose—info sharing, decision-making, brainstorming?
Invite the right people, send agendas early, and plan your timing.
When running:
Make objectives clear.
Encourage participation and group discussion.
Define ground rules (open discussion, time limits, etc.).
Clarify action steps: who, what, when.
Clubs grow in stages (forming, storming, norming, performing). Knowing this helps reduce confusion and keeps your group moving forward. Remember:
Groups may move back and forth between stages.
Having clear goals helps groups progress faster.
Strong communication and patience are key.
Having members ≠ having a team. Build trust, respect, and connection through:
Setting a shared vision and goals
Open communication (no secrets!)
Appreciating diversity of ideas and people
Helping each other succeed
Hosting social events beyond business
Creating ground rules together
People stay involved when they feel valued.
Ways to keep members engaged:
Welcome warmly at the first meeting.
Set goals together so everyone feels ownership.
Use team builders to strengthen bonds.
Recognize success publicly and privately.
Delegate tasks so members feel needed.
Ask for opinions (especially from quieter members).
Keep everyone informed with agendas and minutes.
Recognition ideas:
Shout-outs in meetings or newsletters
Certificates, awards, or Member of the Month
Coffee outings or baked treats
Posters or social media highlights
Simple thank-you notes
Smooth transitions = strong clubs.
Outgoing officers should share:
What worked well & what they learned
Advice for the incoming leaders
Key documents, contacts, and traditions
Incoming officers should ask:
What should I know about this role?
How can I feel supported?
What strengths do I bring, and what do I want to grow in?
During the transition meeting:
Pair outgoing and incoming officers to discuss
Go over budget/account info
Share access to constitutions, keys, and files
Exchange contact info
Review programming & resources
Clubs get an activity fee allocation each semester (plus carryover funds).
Treasurers, presidents, and advisors should create the budget together.
Use your funds for current members, not long-term stockpiling.
Request additional funding from Student Senate (proposals reviewed by the Finance Committee).
Apply for The Pulse event funding ($100+ available for chartered events).
Fundraise (with prior approval—submit forms 3 weeks in advance).
Purchase Request → Best option (saves tax, handled by Campus Life).
Check Request → For vendor payments (performers, shirts, etc.).
Reimbursements → Last resort. Submit receipts; no alcohol or gift cards.
Advisor Purchases → Advisors may use their purchasing cards for the club.
Special perks:
Popcorn machine rental (up to 100 bags free 🍿 per semester).
Approved promotional items must follow university brand guidelines.
The following are forms for Fire Pit Usage and Special Events
Submit a Trip Itinerary Form before traveling off campus.
Advisors must attend, and forms go to Campus Life + Student Affairs.
University vans can be reserved through Public Safety (restrictions apply, including driver certification).