Clubs and Societies

General Resources

These resources are intended to provide useful guidance and links for committee members of the clubs and societies affiliated with the Faculty.

• Affiliation with the Faculty

  Applying for Affiliation: Applications are reviewed on an annual basis. Applications for 2023 affiliation have now closed.

  IMPORTANT: Only applications from UMSU or GSA-affiliated clubs will be considered.

  FBE Clubs & Societies Handbook: This handbook outlines the policies and procedures that govern the affiliation of Clubs and Societies including details of affiliation, funding, club office and storage, corporate engagement and sponsorship, as well as promotion of events. At the start of each year, each club will be required to sign an agreement with the affiliation policy. Any breach of the policy may result in the club's disaffiliation.

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• Clubs' Office Space

  The use of 131 Barry Street is for club members only. Allowing access to non-club members is against affiliation and may risk your clubs' access to the building.

  Use of meeting rooms: The upstairs rooms are for club members to use for club-related activities including planning, meetings and interviews.

  Cupboards: Each club has been allocated half of a storage cupboard. These are located in rooms 101 and 102 on the ground floor. All club items must be stored in these cupboards; anything that doesn't fit in the cupboard should not be stored at 131 Barry Street. The only exceptions to this are the fold-away tables which may be stored in the spaces next to the cupboards.

  Lockers: Each club may use one red locker located at the end of the corridor on the ground floor. Ensure that your locker is clearly labelled with your club name. The PIN number to use the locks can be set by the clubs. If you need to gain entrance to your locker and do not know the code, you will need to contact security to reset the PIN via the Campus Security number 03 8344 6666. To avoid resetting your lock, use only one PIN and electronically record the PIN where it is accessible to committee members.

  OH&S: Make sure that all windows and doors are closed and all lights are turned off when you exit the building. Do not store any food items in the storage areas. Throw away rubbish responsibly.

  Accessibility: Should you have any concerns about accessibility to the clubs' office space, please email the FBE Clubs and Societies team at fbe-clubs@unimelb.edu.au so that we may further assist.

• Room Bookings on Campus

  Booking rooms on campus can be very difficult due to demand. Make sure you book as far in advance as possible to avoid disappointment.

  Availability: Check room availability using the Timetable

  Venue Management: Most rooms can be booked through Venue Management

  Faculty Rooms: The following rooms are Faculty managed spaces and can only be booked through the Faculty:

  • Spot, Level 3: 3.10, 3.11, 3.14, 3.31, 3.34
  • Spot, Level 4: 4.24
  • Spot, Level 5: 5.13, 5.14
  • Spot, Level 6: 6.14, 6.15
  • FBE, Level 2: 209, 210, 212, 213, 214

  To book these rooms, the President of the club should send an email to the Faculty's Facilities team via fbe-clubs@unimelb.edu.au, detailing the room number, date, time and event description. Use of these rooms is offered to clubs on a trial basis, during which please note the following:

  • You are responsible for the use of the room and how it is left after you use it
  • If the room is not clean and tidy when your booking concludes, your club may be charged for cleaning fees (upwards of $100)
  • No food or drink is permitted in teaching spaces
  • If any issues are reported during the use of rooms by clubs, this trial period will cease and clubs will no longer have access to book these rooms.
• Promoting Events

  Newsletters: Every week, a Faculty newsletter is emailed to BCom and MBS students. To feature a club activity in the newsletters, please submit a newsletter post through the Newsletter Submission form. To request weekly submission reminders, email seel-comms@unimelb.edu.au.

  Faculty Facebook page: To feature on the Faculty's current students Facebook page, send your post and an image to fbe-clubs@unimelb.edu.au.

  Posters: Clubs have dedicated poster boards in each lift of the Spot, and FBE Building. Read the poster approval policy for information on how to have your poster approved for display.

  Poster Approval Policy

• Reporting Activities to Faculty

  As part of the affiliation agreement, each semester we will ask every club to submit a review of their activities from the previous semester and an outline of their activities for the upcoming semester.

• The Clubs Grants Program

  Welcome to the application process for the Clubs Grants Program (CGP) offered by the Faculty of Business & Economics (FBE) Student Experience team for FBE-affiliated clubs. The CGP provides funding for events, projects and activities that promote the well-being and enhance the experience of FBE students.
  Through this application process, FBE-affiliated clubs and societies can apply for funding to support projects and activities that promote a dynamic, collaborative, and inclusive student experience. We encourage clubs to engage with each other, the Faculty, and industry to create unique, innovative experiences and opportunities for the FBE student community.
  To assist with your application, please read the guidelines and eligibility criteria carefully and provide all the necessary information and documents required to complete the application. We encourage you to explore alternative funding options as grant funding is not guaranteed. Additionally, to ensure timely processing, grant applications should be submitted at least two weeks prior to the planned event or purchase.
  We look forward to receiving your application and working with you to create a vibrant and engaging student community at FBE.
  Guidelines:
  1. Ensure that your club/society is affiliated with the Faculty of Business & Economics (FBE).
  2. Review the Clubs Grants Program guidelines and eligibility criteria to ensure that your proposed project/activity is eligible for funding.
  3. Determine which category your project/activity falls under based on the amount of funding requested:
  - Grants up to $200 fall under Category 1: Small Project Grant.
  - Applications above $200 fall under Category 2: Growth Project Grant.
  - Further funds past $500 a semester will be assessed on a case-by-case basis.
  4. Gather all the necessary information and documents required to complete the application, including:
  - Contact details for the club/society, including email address and phone number
  - Project/activity details, including a description of the project/activity, its objectives and
  expected outcomes, and how it will promote the well-being and enhance the experience
  of BCom and MBS students
  - Budget breakdown, including a detailed breakdown of all costs associated with the
  project/activity, and any external funding or sponsorship received
  - Expected number of students impacted by the project/activity
  - Project/activity timeline, including start and end dates, and any key milestones
  - Any relevant documents that support your application, such as a project proposal or
  event plan.
  5. Complete the online application form, providing all the required information and uploading any relevant documents.

  Club Grants Program Outline & Application
  6. Please read the following statements carefully before completing the application. By checking the box below, you indicate that you have read and understood the information provided:
  - Clubs seeking funding must be affiliated with FBE.
  - Please note that grant funding is not guaranteed, and clubs are encouraged to explore
  alternative funding options.
  - To ensure timely processing, grant applications should be submitted at least two weeks
  prior to the planned event or purchase.
  - Payments will be made to the club's designated bank account, and not individual
  accounts.
  - Payment processing may take more than 14 days from the grant approval date.
  - Clubs must maintain accurate financial records and receipts for all grant-funded
  purchases.
  7. Provide further details about your requested funds in the appropriate section of the application form, including the amount requested and a brief explanation of how the funds will be used.
  8. Submit the application form and wait for a response. The FBE Student Experience team will review your application and respond within 1-2 weeks.
  9. If additional information is required, the FBE Student Experience team will reach out to you via the email provided.

• Resources and Training

  Professional development opportunities: We may be able to offer club committee members the chance to attend workshops organised specifically to assist clubs in relevant areas such as Leadership and Sponsorship. We will communicate these opportunities through the clubs' Presidents.

  UMSU Resources: UMSU offers some great resources and training opportunities for club members. View UMSU resources.

• Contact Us

  For all clubs related inquiries, please email fbe-clubs@unimelb.edu.au.