Social media is great for building interest and staying connected with members. A few things make a big difference:

• Have at least two committee members as admins on every account, so you never get locked out
• Store logins in the Clubs Portal, not someone's personal phone, and change passwords at handover
• Post regularly. A simple plan (e.g. one post a week, plus event reminders) beats bursts of activity
• Tag @ousaclubsandsocs so we can reshare your events
• Join the Affiliated Clubs group chat on our Instagram to share events with other clubs

Keep it on brand

Your club's channels must follow the Club Conduct Policy.

Club email

Your club email is your official contact. Nearly everything from OUSA, including newsletters, grant updates, deadlines and event info, goes there.

• Use a shared club email (not someone's personal one), so it can be handed over each year
• Make sure someone, usually the Secretary, checks it regularly and passes things on
• Use the club email when contacting OUSA about club business, so the next committee has a record
• Let the CDO know straight away if your club email changes

Website

Every affiliated club has a listing on the OUSA Find a Club page. Keep it up to date with your socials, contact email and how to join. Want your own website? Sporty lets every club create one for free. Check the Clubs Portal or ask the CDO.

• Welcome new members fast. Send a welcome email within a week or two of Clubs Day, promoting your first event.
• Use Sporty's eNewsletters. You can email all members, or specific groups, straight from the Clubs Portal and save templates for next time.
• Use BCC if you're emailing members from a normal inbox, so you're not sharing everyone's addresses.
• Follow up after events with a recap, photos and what's coming up next.
• Be clear about where things are announced, e.g. "Instagram for events, email for anything official". That way members know where to look.

Instagram content ideas

Not everyone’s on Instagram. Think about where your members are actually

You don't need to be everywhere. Pick one or two platforms you can keep active, rather than five you can't.

Offline ideas

• Club merch: t-shirts, hoodies, tote bags or badges 

• Hand out flyers in person at busy spots

• Partner with a department or student group that shares your interests.

Making it easy to join

• Offer a "try us out" option, e.g. a free first session. Joining a club is a big step for some people.
• Word of mouth is still great. Encourage members to bring a friend, or run a "bring a mate" deal.
• Front load your promo in the first three weeks of each semester, when students are most open to joining things.
• Keep your profile helpful: pin "how to join" and your next big event, and use a link-in-bio page for your sign-up form, events and contact details.
• Reply to DMs and comments quickly. A slow reply can lose a keen new member.

Keeping it going all year

• Have one person responsible for promo, e.g. a Promotions or Social Media Officer
• Plan posts a month ahead in a simple content calendar (even a shared spreadsheet
• Save your club colours, fonts and post templates, so anyone can make on-brand posts and they carry over
• Check your data insights once and awhile, and do more of what gets the most reach

There are heaps of amazing club events happening around campus all the time, and posters are a great way to get the word out. There are just a few simple rules to follow.

For designing - try Canva. It's free, with loads of templates. Approved OUSA logos for affiliated clubs are available too. Just ask the CDO. Need printing? Affiliated clubs get free or reduced-price A4 and A3 printing at the Clubs & Socs Centre.

Where you can put posters

Where you can't put posters

Remember to take your posters down after the event, wherever you've put them.

Being out and about in person on campus is one of the best ways to meet new people. Free food never hurts either! It's great for recruiting, fundraising or promoting an upcoming event.

More on bookable spaces and free equipment (tables, marquees, speakers and more) is on our Booking Spaces & Equipment page.

Make the most of it

• Have at least 2 people on the table at all times
• Bring a banner or sign with your club name, so people know who you are
• Have a QR code to your sign-up form or event tickets ready to scan
• Pick busy times, e.g. lunchtime, or before and after big lectures
• Promote it beforehand on your socials, e.g. "Find us in the Link on Tuesday!"

Selling food safely

Clubs selling food need to keep it safe. Sausage sizzles and bake sales for fundraising don't usually need a permit, but you're still responsible for making sure food is safe to eat. If you're unsure, check with the Dunedin City Council (see our Legal Responsibilities page).

• Wash your hands, and use tongs, gloves or napkins to handle food
• Cook meat all the way through, and keep raw and cooked food separate
• Keep food covered, and cold food cold
• Label baking with its ingredients and common allergens (e.g. nuts, gluten, dairy, eggs)
• Have a vegetarian option at BBQs

Handling the money

• Offer a payment option that goes straight to the club bank account, e.g. bank transfer or a payment QR code, alongside cash.
• Bring a float of small change.
• Have two people count the cash at the end, write down the total, and bank it within a few days.

There's a Clubs Day each semester, and it's the biggest recruitment opportunity of the year.

Space is stritctly limited to OUSA affiliated clubs, and allocated on a first come first served basis. There isn't enough spaces for everyone, so register as soon as applications open. We'll let you know through the newsletter and your club email.

Stall checklist

• Roster at least 2 people on the stall at all times (including set-up and pack-down), and remind them the week before
• Clear signage with your club name and logo: banner, posters, tablecloth
• Photos or videos from past events, plus something fun or interactive to draw people in
• Flyers with your socials, contact details and first event date
• QR code or link to your Clubs Portal sign-up form, and a charged laptop or tablet (or a paper sign-up sheet as backup)
• Tape, Blu Tack, scissors, snacks and water for your stall team
• After the day: add new members straight away and send a welcome email

How far ahead?

Start promoting events at least 3-4 weeks out, with reminders a week before and the day before. Posters need 2-3 weeks to do their job, and OUSA's main channels need plenty of notice.

Other ideas that work

• Team up with another club to co-host an event. You'll reach a whole new audience.
• Connect with related University departments, and ask if you can make a quick announcement in relevant lectures.
• Register for OUSA events like Market Days and Hyde Street to raise your profile.

A few small habits make your promo work for more people, including people with vision or hearing impairments, or who speak English as an additional language.