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Setting up a society

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So you've read through the list of societies and sports teams and found that there's no society that suits your needs... then you can set one up yourself! Here are the stages you should go through, using the mythical Cookie-Eating Society as an example...

1. Find some people

Your society needs members! Test the water and find out how many people would be interested in taking part in your society. Send out emails, put up flyers, get some names. Think about what sort of events you might want to organise and how much money you'll need.

2. Get recognised

According to the constitution, "[new] clubs shall be approved from time to time at an open meeting of the DCAC". These occur at least once a term, and you need to send a motion to the JCR President at least four days before the meeting.

Here's a sample motion which you can adapt:

The DCAC notes that:

  • A Cookie-Eating society has been informally formed by members of the DCAC
  • The Cookie-Eating society allows all members of college to enjoy the consumption of cookies and other biscuit products on a regular basis

The DCAC believes that:

  • Affiliation to the DCAC would allow the Cookie-Eating society to pursue its aims of bringing the joys of Cookie-Eating to more students in the College and allow them to apply for funding to buy a biscuit barrel.

The DCAC motions to:

  • Formally establish the Downing College Cookie-Eating Society as a DCAC Affiliated Society
  • Seek to provide the DCTFC with some funding if available for this year (since budget has been already set), with normal applications occuring in subsequent years

Proposed by: Di Gestive (dg987)
Seconded by: Jacob SCrakkas (js876)

You will be asked to make a brief speech to support your application, then a vote will be taken.

3. Red tape

You'll probably need to write a constitution and appoint officers, eg a president, secretary and treasurer. All societies also need a Senior Treasurer who can check that all the financial dealings are above-board. Sample constitution:

1. The Cookie-Eating Society's aim is to provide opportunities for its members to eat cookies and pursue other cookie-related activities. 2. Any Downing College undergraduate or postgraduate is eligible to join the Society. 3. The Society will be funded by an annual levy on all members, funding from the Downing College Amalgamation Club and entrance fees from events. It may also be funded by relevant commercial sponsorship. 4. The society's funds will be held in a bank account. The society will not invest directly in high-risk investments. 5. There should be a committee elected annually consisting of ... 6. Any member of the Society may stand for election to any of the posts. 7. Officers of the Society will not receive any salary from society funds. No officer of the Society should directly benefit from his/her position. Any officer found to have done so, following a suitable appeals procedure, will be barred from membership of the Society and may face disciplinary action from the college authorities. 8. Proceedures for AGM etc 9. The rules of the Society can only be changed by putting a proposal to the entire membership and with the approval of the president.

3. Apply for funding

Applications for funding are made yearly, but additional funds may be available if your society is set up mid-year. Contact the JCR Treasurer .

You have the choice of letting the DCAC manage your finances or setting up your own bank account, again contact the Treasurer for more details

4. Promote yourself

Print posters, send out emails, cajole your friends into joining. Get a stall at the Downing Freshers Fair during Fresher's Week. Ask the JCR Communications Officer about getting a webpage on the JCR website. Hold great events. Have a garden party. Find some people to take over when you leave. Come back in 20 years time and the Cookie-Eating Society will still be going strong.

Updated 02/07/06 (bml25)

 

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