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Annual General Meetings

When - You are required to hold an AGM once a year, sometime in your AGM month. 

How - 

Step 1: Pick a meeting date, time and place

This date must be during your Club's AGM month or ASAP if that month has already passed.

Step 2: Advertise your meeting

Click here to advertise your meeting on the USU website. You must include a meeting agenda in the ‘event submission’ section of the form. It’s a good idea to also advertise your meeting on Facebook and in a member mail out. 

Step 3: Hold your meeting

Take accurate minutes at the meeting and an attendance list with USU ID and names. Record names of movers and seconders for motions and the name of the returning officer for the election. Use our template!

Step 4: Submit your meeting documents

Within 14 days of your meeting, upload the following documents to the Clubsuite portal: 

  • Meeting minutes 
  • Attendance List 
  • Executive and membership list (do not modify the attached templates)
  • 3 events or activities that your club undertook to achieve its constitutional aims (use our template!)
  • Website listing for the club (if you would like your website updated)
  • Signed Clubs and Societies Agreement (Must be signed by 3 core executives)

If you cannot access the portal as you are unregistered, please email the documents to