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Frequently Asked Questions

Club website queries can be answered here


How do we run a pub crawl?

Pub Crawls are undoubtedly the most popular university club social events. It’s a great way to meet people and can be a profitable fundraiser for clubs. Keep in mind is that your club insurance does not cover pub crawls and taking part is at the students own risk.

Set a Date

When planning your pub crawl, make sure to leave plenty of time to sell your shirts before you have to place your order. Two months is a good amount of time to fully plan a pub crawl and the more time you have, the more organised it will be.

When setting the event date, keep in mind the students that you are catering for. Try to ensure that the date is not during holidays or during the exam period etc. Pub crawls are ideally held on the Friday night of weeks 1 to 6 of SP2 or SP5.

Contact Venues

Before locking in a date, you will need to contact the venues that you wish to attend to ensure that they are happy to facilitate your group at the time that you would like, and find out what drink specials are available. Undoubtedly, Rundle Street is the most popular strip to hold your pub crawl, but Hindley Street and O’Connell Street are also popular.

Design theme/t-shirts

Now to the fun part – deciding on a theme and designing the t-shirt. Once you have a design in mind for your t-shirt, you should contact a t-shirt company. We have a relationship with AESS who provides USASA clubs with a discount for some of their products. You can learn more about them HERE.

Selling Shirts

You can sell your t-shirts through our Online Store. Make sure to end sales with ample time to place your t-shirt order, receive them and distribute them to your customers. You can learn how to add a product to the Online Store HERE.

Distributing Shirts

In SP5 2016, we’ve arranged a trial period of club merchandise being distributed at USASA Counters. You can read more about that HERE. If that isn’t for you, you will need to contact your customers with a time and location for them to collect their shirts.

Remember to have fun and be safe!


How do we run an Annual General Meeting?

An Annual General Meeting (AGM) is a meeting held once a year that all members of a club are invited to attend. The purpose of an AGM is to give members a report on the club’s activities and finances for the previous year, to allow time for members to ask questions, and to elect members of your executive committee for the coming year.

Your club’s AGM should take place in the month dictated in your club constitution.

Prior to your AGM you must:

  1. Provide a minimum of seven days notice to all club members in writing, either via email or direct mail.
  2. Provide a meeting agenda to all club members prior to the meeting. An agenda template can be found HERE.
  3. Provide a minimum of seven days notice to the Clubs Support officer via email – if you would like a USASA representative present for this meeting, please state this (This might not be possible if the meeting is held off campus or outside of business hours).

At the AGM you must:

  1. Collect an attendance list personally signed by all attendant members. This list must include each attendee’s name and must be signed by the member. You can find a template HERE.
  2. Take minutes from this meeting which include details of each process. You can find a template HERE.
  3. Office bearers (President, Secretary and Treasurer) present yearly reports.
  4. Call nominations for executive positions according to the club’s constitution.
  5. Conduct voting as per the club’s constitution.

After the AGM you must:

  1. Send a copy of the AGM minutes, AGM Attendance (download template) and an updated version of the Executive Committee Contact List (download template) to the Clubs Support Officer. 
  2. If the club voted upon changes to the clubs constitution at the AGM, an updated version of the constitution must be provided for approval.

Until the Clubs Support Officer receives a copy of your AGM minutes, the previous executive will be considered the current executive. Failing to hand in AGM minutes to the Clubs Support Officer within 10 business days of the meeting may result in the disaffiliation and deactivation of the club.

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