Section Start-up

How to Start a Member Section

Coulsdon Club encourages members to develop shared interests and activities.

Member Sections allow members to organise activities within the Club’s structure while remaining fully integrated into the Club.

If you have an idea for a new Section, the following framework explains how to proceed.

Step 1 – Define the Purpose

Clearly describe:

  • The activity or interest
  • Who it is for
  • How often it would meet
  • Whether it is social, competitive, educational, or performance-based
  • Whether alcohol or other licensed activity is involved

Keep it simple and clear

When describing your proposed Section, please indicate whether the activity is primarily:

  • Social – Informal gatherings focused on shared enjoyment and conversation (e.g. Wine evenings, music appreciation, film discussions).

  • Competitive – Structured play or contests where members compete individually or in teams (e.g. Snooker leagues, bridge sessions, quiz nights).

  • Educational – Activities centred on learning, instruction, or skill development (e.g. tasting workshops, guest speakers, tuition sessions).

  • Performance-Based – Activities involving public or semi-public presentation (e.g. live music, comedy nights, theatre rehearsals).

Some Sections may combine more than one of these elements.

Identifying the primary type helps the Committee assess:

  • Space and capacity requirements
  • Licensing considerations
  • Insurance and safety matters
  • Appropriate subscription structure
  • Any additional governance requirements

Step 2 – Identify a Section Lead

Every Section must have at least one responsible member who will:

  • Act as the Section Lead
  • Liaise with the Committee
  • Ensure compliance with Club Rules
  • Coordinate communication and organisation

**Sections operate under delegated authority from the Committee.

Step 3 – Financial Structure

A Section may require a Section Subscription to cover costs.

The Committee will approve whether the Section operates on:

  • An Annual Section Membership basis, or
  • A Participation Subscription (per meeting or per session)

**Section membership Subscriptions:

  • Form part of Club membership income
  • Are collected through approved Club systems and recorded for as a member subscription payment
  • Are paid into the Club’s membership account
  • Are not ticket sales or hire charges

Sections do not operate separate bank accounts and do not collect cash at meetings. **All Section Subscriptions are collected through approved Club systems and recorded as membership income.

**All expenses must be:

  • Paid directly by the Club, or
  • Reimbursed upon submission of a valid expense claim with receipt

Step 4 – Attendance Model

**Sections may:

  • Be open to all members
  • Require prior registration
  • Limit numbers due to space or safety
  • Operate on a subscription-only basis

The attendance model must be clear and communicated in advance.

The Committee retains authority to approve and oversee attendance arrangements.

Step 5 – Licensing and Compliance

All Section activities:

  • Must comply with the Club’s Premises Licence
  • Must comply with Club Rules
  • Must not create separate legal or financial entities

External suppliers may work with Sections, but:

  • Sales to members must be directly between supplier and member
  • The Club must not act as reseller unless formally authorised

Step 6 – Committee Approval

Before launching, submit a short proposal to the Committee including:

  • Section name
  • Purpose and format
  • Proposed subscription structure (if any)
  • Expected costs and funding model
  • Name of Section Lead

Once approved, the Section may operate under delegated authority.

Ongoing Responsibilities

Section Leads are expected to:

  • Operate transparently
  • Keep simple attendance and subscription records where required
  • Submit expense claims promptly
  • Inform the Committee of any material changes
  • Maintain a welcoming and inclusive culture

Summary

Member Sections allow members to shape the life of the Club.

They combine initiative, responsibility, and good governance — ensuring activities are inclusive, properly funded, and fully integrated within Coulsdon Club.