Run a Club

If you are currently running a society, here are some resources to get you on the right track!
You can access the full Clubs & Societies resources here:
If you need more help, feel free to contact us:
General Enquiries: Anis Nadhirah, MYstudent.vicepresident.community@hw.ac.uk
Sports Club: Toh Yan Qin, yt53@hw.ac.uk
 
Professional Development Club: Sai Vishnu, sm269@hw.ac.uk
 
Community Service Club: Danraaj, dam15@hw.ac.uk
 
Arts and Culture Club: Anis Nadhirah, MYstudent.vicepresident.community@hw.ac.uk
 

Step 1: Planning

Form your organizing team. Work on the details of the event. Ideally, the team should work on:

  • Date and Time of Event

  • Timeline of Execution

  • Program Flow

  • Budget and Source of Income

  • Target number of participants

  • Venue and Equipments needed
     

*Make sure you start your planning early. At least one month before the date of the event.

Step 2: Submit an Application

Submit your event application. A complete event application form should include the following:

*Clubs should submit their respective event application form to their respective HWUMSA Club Officers one month before the event.

Additional resources you may need:

Step 3: Publicity & Marketing

Make sure your event receives enough publicity. Reach out to your target audience. If you need help with publicity & marketing, you can refer to our resources on marketing & publicity.

If you need further advice, feel free to contact your respective HWUMSA Club Officers.

Step 4: Execution

After weeks and months of hard work, the big day will finally arrive! While you are running the event, don't forget to have fun yourself. 

 

The key to a successful event is proper planning and well informed volunteers. Make sure your volunteers are well informed on their roles on the day itself. 

Step 5: Post Mortem & Event Report

After the event has concluded, it's time for reflection. Host a post mortem with your team. This is where you learn from your mistakes so that you can improve further in your future events.

 

Remember to submit an event report to the Student Association latest one week after your event has concluded. 

Cash Advance

> Requesting for the budget approved by HWUMSA to be banked into your (treasurer's) account before the event. 
> HWUMSA treasurer will bank the amount to you later on.
> This is typically due to large amounts being involved. Therefore, this process takes about 1 month.

> After the event, you have to return any excess UNUSED amounts back to the university.

> In the memo template above, edit the highlighted fields.

cash float

> Requesting for the budget approved by HWUMSA to be submitted in cash to you prior to the event.

> After the event, you have to return any excess UNUSED amounts back to the HWUMSA Treasurer.

> In the memo template above, fill in the blanks.

Pay & claim

> You will be paying for the event's costs YOURSELF.
> After the event, you will fill out the form above and submit it to the HWUMSA Treasurer, along with all ORIGINAL receipts.

> The university will then bank into the HWUMSA Treasurer's account, who will then transfer the money back to you. 

PROCUREMENT

> A MINIMUM of one month advance notice is best if you're going through the procurement process. This process takes place BEFORE the event date. 
> Hence, even if your event's timeline only requires 3 weeks or less, this still has to be done one month in advance.

  1. You have to fill out the PR Form regardless if it is a registered or unregistered vendor (with the university)

  2. The Supplier Form has to be filled out ONLY if it is unregistered with the university.  You will have to send this form to the vendor to fill it out

  3. A sample quotation is provided ONLY as reference.  
    Each vendor has their own version of a quotation, and may not look the same. You will request the quotation from them.

    • To find out if your vendor is registered or not, reach out to your respective club officers to confirm.

Thinking of forming a new club?

1. Check out the rules for Clubs:

2. Fill up the form:

CLUB RE-affiliation & activity plan

disbandment

 
 
 

Step 1: Planning

Form your organizing team. Work on the details of the event. Ideally, the team should work on:

  • Date and Time of Event

  • Timeline of Execution

  • Program Flow

  • Budget and Source of Income

  • Target number of participants

  • Venue and Equipments needed
     

*Make sure you start your planning early. At least one month before the date of the event.

Step 2: Submit an Application

Submit your event application. A complete event application form should include the following:

*Clubs should submit their respective event application form to their respective HWUMSA Club Officers one month before the event.

Additional resources you may need:

Step 3: Publicity & Marketing

Make sure your event receives enough publicity. Reach out to your target audience. If you need help with publicity & marketing, you can refer to our resources on marketing & publicity.

If you need further advice, feel free to contact your respective HWUMSA Club Officers.

Step 4: Execution

After weeks and months of hard work, the big day will finally arrive! While you are running the event, don't forget to have fun yourself. 

 

The key to a successful event is proper planning and well informed volunteers. Make sure your volunteers are well informed on their roles on the day itself. 

Step 5: Post Mortem & Event Report

After the event has concluded, it's time for reflection. Host a post mortem with your team. This is where you learn from your mistakes so that you can improve further in your future events.

 

Remember to submit an event report to the Student Association latest one week after your event has concluded. 

Cash Advance

> Requesting for the budget approved by HWUMSA to be banked into your (treasurer's) account before the event. 
> HWUMSA treasurer will bank the amount to you later on.
> This is typically due to large amounts being involved. Therefore, this process takes about 1 month.

> After the event, you have to return any excess UNUSED amounts back to the university.

> In the memo template above, edit the highlighted fields.

cash float

> Requesting for the budget approved by HWUMSA to be submitted in cash to you prior to the event.

> After the event, you have to return any excess UNUSED amounts back to the HWUMSA Treasurer.

> In the memo template above, fill in the blanks.

Pay & claim

> You will be paying for the event's costs YOURSELF.
> After the event, you will fill out the form above and submit it to the HWUMSA Treasurer, along with all ORIGINAL receipts.

> The university will then bank into the HWUMSA Treasurer's account, who will then transfer the money back to you. 

PROCUREMENT

> A MINIMUM of one month advance notice is best if you're going through the procurement process. This process takes place BEFORE the event date. 
> Hence, even if your event's timeline only requires 3 weeks or less, this still has to be done one month in advance.

  1. You have to fill out the PR Form regardless if it is a registered or unregistered vendor (with the university)

  2. The Supplier Form has to be filled out ONLY if it is unregistered with the university.  You will have to send this form to the vendor to fill it out

  3. A sample quotation is provided ONLY as reference.  
    Each vendor has their own version of a quotation, and may not look the same. You will request the quotation from them.

    • To find out if your vendor is registered or not, reach out to your respective club officers to confirm.

Here are some information that could be helpful in running your club/society