Starting a New Club or Society
All our SU Clubs and Societies are run by Hartpury students. Keen to start up a new one? We'd love to hear from you!
Any Hartpury student can apply to set up a new Club or Society through the SU following these steps:
1. Identify a new Club or Society Idea
Identify a gap in the current Clubs and Societies offering which you are interested in and think Hartpury students would engage with
4. Gather Interest
Find at least 5 other students who would be interested in joining the Club or Society
2. Form the Student Committee
Establish a full committee of at least 3 students including Chair, Treasurer and Secretary (more information below)
5. Complete an Application Form
Download and complete an application form with as much detail as possible
3. Decide on a Name
Choose a fitting name and determine whether it is a...
Club: Activity-focussed, often involving physical recreation or competitive events
Society: Discussion or interest-based community group
6. Submit your Application
Send your completed application form to studentsunion@hartpury.ac.uk
Tip: All applications must go through a selection and approval process, which takes time. We recommend submitting an application form well in advance to avoid disappointment. If selected, new Clubs and Societies will be progressed for approval at the next Student Council meeting, which only happens 3 times a year (December, February and May). If you want your application to be considered at the next Student Council meeting, we recommend you submit it at least 1 month before the next meeting. You can find meeting dates and details on our Student Council Page.
Wait... What is a Chair, Treasurer and Secretary?
Every Club and Society must have 3 core committee members, but what are their responsibilities?
Sometimes these remits overlap, and it will be slightly different for each Club and Society. You can also have up to 2 additional committee members to sit alongside the core committee, dependant on the needs of the Club or Society.
Chair
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Lead and chair all meetings democratically
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Act as the primary contact forthe Club or Society
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Ensure that all health and safety precautions are in place
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Oversee the planning and smooth execution of social events and activities
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Ensure all members are registered and have paid membership fees, if applicable
Treasurer
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Maintain up-to-date knowledge of the Club or Society's financial standing and plan accordingly
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Oversee and administer the Club or Society's finances in accordance with SU financial regulations
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Organise sponsorship or fundraising activities to support the club or society
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Ensure that all income is paid directly into Union accounts and no funds are withheld
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Ensure that all expenditure is legitimate, remains within budget, and that accurate records of purchases are maintained
Secretary
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Arrange and publicise meeting dates, circulate agendas two days in advance, and ensure minutes are taken
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Maintain up-to-date records of membership
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Manage all incoming communications and ensure they are passed on to the relevant committee members or the wider membership
You've Applied... What Happens Next?
The SU Clubs and Societies Officer and SU Staff will review the application and either select the application for approval at Student Council, suggest amendments, or decline.
Selection Process for Approving New Clubs and Societies
Selection will be based on the following criteria:
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The Club/Society should align with Hartpury values and abide by Hartpury policies and procedures
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The Club/Society activities should be achievable and realistic
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The Club/Society does not conflict or overlap with an existing Club/Society
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The Club/Society is relevant to Hartpury student interests
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The Club/Society should be inclusive and accessible to all students
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The Club/Society committee should appear passionate, responsive and serious
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The Club/Society should be manageable considering staff timing and input required from staff
If the application is selected and approved by Student Council, the committee will be notified and will receive bespoke support with post-approval tasks to ensure the Club/Society is set up appropriately. All new Clubs and Societies will receive a £200 start-up grant to kick-start activities.
Post-Approval Tasks
Once you've been approved, how do you get started?
Do not begin tasks until you have been approved.
Activities can not begin until all tasks are complete, and tasks must be completed in the order set out below.
2 / The committee must attend an introductory meeting with the SU
Email studentsunion@hartpury.ac.uk to tell us your availability and we can book in a 1-hour meeting, either online or in-person.
4 / The committee must design a Club or Society logo
Once complete, please send the logo to studentsunion@hartpury.ac.uk, as it must be approved prior to use.
We have created a guide to help you design your logo:
5 / The committee can apply for relevant affiliations or sponsorships (optional)
Whether you need an affiliation is dependant on the proposed activities of your Club/Society; we will discuss this in our introductory meeting. Sponsorships are completely optional.
More information, including the application forms, can be found on the committees hub:
6 / The committee must set-up an annual membership fee for the Hartpury e-store
Whether your membership if free or paid, it must be listed on the Hartpury e-store for members to sign up.
You must submit a product request form to studentsunion@hartpury.ac.uk to get this set-up:
7 / The committee must create a social media account (or accounts)
All Clubs and Societies are expected to have an active Instagram account; other social media accounts are optional. You must use your Club/Society mailbox email address to create the account and send the login details to studentsunion@hartpury.ac.uk immediately.
8 / The committee must provide a short text description and photo for their section of the SU website
To advertise your Club/Society to prospective members. Please send to studentsunion@hartpury.ac.uk for us to upload to the website.
See examples on our current Club and Societies page: