Quick Reference Guide
This Quick Reference Guide has been designed to answer some of the more common questions we receive. Policy and Procedure questions can be found in the Sport Clubs Handbook.
How can I create a new Sport Club?
All Sport Clubs must be competitive activities that are physical and athletic in nature. They also must have a national or regional governing/sanctioning body and participate against outside competition. Also, the proposed club cannot significantly duplicate an existing sport club or student organization on campus.
The process for becoming a Sport Club begins with the interested group of students registering as a general student organization with the Center for Student Activities & Involvement (located on the 3rd floor of the Reitz Union). In order to become a registered student organization, the group must have a constitution, elected officers, and a faculty advisor. Once that is complete, the organization may contact the Sport Clubs office to request to become part of the Sport Clubs program. The group will be asked to make a presentation to the Sport Clubs Council. The SCC will then determine if the organization becomes a Sport Club. From the date the Sport Clubs Council hears the proposal and approves the new club, the club must wait one semester (not including summer) before they are eligible for Special Request funding and two semesters (not including summer) for an annual budget. In addition, new clubs must submit all OSA and Sport Clubs paperwork a minimum of three weeks prior to the last day of classes in order to be heard by the Sport Clubs Council that semester. The Sport Clubs Council is not in session during the Summer semesters.
Are there any travel discounts available?
Yes, as far as vehicle rental, we have an agreement with Enterprise Rent-A-Car. You must use the one in the hotel located on University and 13th Street. You are perfectly welcome to use other rental car companies, but we haev had good results with Enterprise over the years.
As far as hotels, we have a discount rate with Red Roof Inns. There is a corporate discount number that you can get from the Sport Clubs Coordinator. Again, you are by no means required to use the Red Roof, but we have it available.
How can we get more people involved in the club?
Some clubs create positions and/or committees to allow more members to be involved in club governance and normal operations. Such committees may assist the club in recruiting new members, special events, developing budgets, alumni relations, etc.
Suggestions that other clubs have been using include:
• Public Relations: alerts local media of events and results, and uses PR for recruitment on campusreports club accomplishments to Sport Clubs Office
• Alumni: Keeps track of past alumni, alumni newsletters, solicits donations and plans alumni events.
• Inventory: checks the equipment to make sure that it is not lost or damaged, and reports status to Sport Clubs Office.
• Historian: takes pictures, collects articles, and keeps the scrapbook up to date.
• Social: provides the members with social outlets other than the usual club activities, ranging from intramural teams to trips to the beach.
What is the best way to communicate with the Sport Clubs office?
There are several ways to communicate with the Sport Clubs office.
Mailboxes
Each sport club has a mailbox located in Room 120 at the SWRC. The individual sport clubs should receive outside mail through this mailbox. The Sport Clubs Address is: [Name of Sport Club] Univ. of Florida, Recreational Sports 120 Southwest Recreation Center P.O. Box 112760 Gainesville, Florida 32611-2760
E-Mail
An important means of communication for the sport clubs office is e-mail. All important messages and reminders are sent out to the club's officers through a sport clubs list serve. It is in the club's best interest to have all club officers e-mail addresses registered with the Sport Clubs Office. E-mail is also one of the easiest ways to get in contact with the Sport Clubs Coordinator and staff to discuss problems. General e-mail inquiries can be sent to: EricA@recsports.ufl.edu.
Web Page
The Sport Clubs program has a web page to disseminate important information: http://www.recsports.ufl.edu/sportclubs.aspx
The web page is the place for club participants and officers to find the handbook, forms and documents, special event calendar, general information on each club, contact information for the staff and SCC. The Sport Clubs web page is viewed by students seeking information about the Sport Clubs program. Therefore we encourage your club to keep club information current. The web page can be a successful way to recruit new members to your club. All sport clubs have a web page attached to the main Sport Clubs page. Results from recent competitions can be posted on the Sport Club home page as requested by individual clubs. To post results or update information, e-mail a brief summary to the Sport Clubs staff.
How can our club create its own website?
Due to limited space, the Sport Clubs web pages contain only the basic contact information for the club. If your club would like a more elaborate web page it needs to be maintained by the club. The UF Computing Help Desk can set your organization up for a website and e-mail address, but they will only work with the organization president, as listed on the Center for Student Activities & Involvement website. You can visit the UF Computing Help Desk at their new location in the HUB next to Starbucks. You can also call 352-392-HELP(4357) or email them at helpdesk@ufl.edu. Websites should follow University guidelines and be in good taste. Sport club sites may not be directly linked to commercial vendors.
What kind of workouts and conditioning programs can our club do?
There are several places on campus to condition yourself and your club through workouts and education. These include the O'Connell Center Weight Room and pool, Student Recreation and Fitness Center (SRFC), Florida Pool, and the Southwest Recreation Center (SWRC). Within the SRFC and SWRC is a Health and Wellness Center. These programs provide education, incentive programs, personal fitness profiles, exercise logging, and nutritional and dietary analysis. The fitness centers can also provide a one-on-one training appointment for those interested in setting up a workout program. A comprehensive conditioning program can both enhance performance and prevent injury.
What are some fundraising activities that our club can do?
Before undertaking any type of fundraising campaign, please consult with the Sport Clubs Coordinator to ensure that all efforts are conducted in a proper manner.
Revenue must be deposited in the club’s Outside Revenue or Foundation Account, whichever one is applicable.
Hosting special events have proven to be a consistent and successful means of raising money. Car washes, monetary or product donations from local businesses,
T-shirt or other merchandise sales can be successful. Clubs should avoided debt by taking pre-orders for products before any purchases are made.
Several of our clubs have had success doing "group work" for various gator athletic events such as parking lot and event security, concession stands, swim meet timers. There are also some local businesses that allow organizations to reserve a block of time to host as many people as possible and the club receives a certain percentage of the sales for that block of time.
Some untapped resources at the University of Florida include gifts from alumni and former club members.
Are there any fundraising activities our club cannot do?
There are a few activities that are against university policy. Those are raffles (considered gambling) and food sales.
Of course any fundraising activity that may be perceived in bad taste should not be conducted.
When in doubt, please ask our office.
How can our club reserve meeting room space?
Clubs may hold business meetings in academic classrooms or the Reitz Union. The Reitz Union Reservations office (392-1645) is responsible for such scheduling. The Sport Clubs Coordinator can also assist clubs in reserving these rooms or academic classrooms. Clubs wishing to reserve a space for a promotional table or to hang a banner at Turlington Hall, Plaza of the Americas or other campus location must contact Office of Student Activities (OSA) at least two weeks in advance and you must provide your own table.
What kind of advertising and promotion assistance is available?
Advertisement Limited advertising is provided for free to all Sport Clubs. Fliers, copies, and signs can be made and distributed through the Rec Sports Marketing Office. If a club wants to design their own fliers and distribute them, they must follow the proper guidelines per the University regulations. All such materials must credit Student Government and the Division of Student Affairs. The Department of Recreational Sports has a full service Marketing Office at the clubs disposal. The Marketing/PR Department can provide clubs: • Flier design and distribution • Tournament Brochure design • Press Releases • Event Media Coverage • Event Planning • Team Media Packages • Presentations The services are free to clubs but some restrictions may apply depending on job size and time lines. Fliers are done on a weekly basis. Tournament brochures, press releases etc. may take up to two weeks notice. Plan ahead and utilize this free service.
Is there any equipment available to help support our club's special event?
The SWRC Equipment Room may have items that can be useful for a club’s event. Any UF student with a valid Gator 1 card can check out coolers, cones, corner flags, tape measures and other sports equipment. The SWRC Equipment Room is typically open evenings and weekends. However, equipment will be reserved on a first come, first serve basis.
