Society Membership and Events Record

Who this is for

A society's members and events on one record. The member list shows who has joined and paid, and the events table sets each event's ticket income against its costs, so the committee can see the year's position at a glance.

Presidents, treasurers and secretaries of student societies and clubs who need a simple shared record to hand over to next year's committee.

What this helps you track

• Who the members are, how to reach them and what role they hold
• When each member joined and the fee they paid
• Every event held, where, and how many came
• Ticket income, costs and the net result for each event
• Membership fees and event totals for the year

How to use it

1. Write the society's name, the academic year and the committee contacts at the top.
2. Add each member as they join, with their student number, email, join date, the fee they paid and any committee role.
3. After each event, record the date, venue, attendance, ticket income and costs.
4. Net per event and the totals are worked out in the browser and the workbook; on paper, subtract across and add down.
5. Pass the sheet or workbook to the incoming committee at handover, along with any receipts behind the event costs.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Does it replace the students' union membership system?

No. If your union keeps the official list, use this as the committee's working copy for contact, roles and events. Check your union's guidance on what member data a society may keep and for how long.

What counts as an event cost?

Anything paid out for that event: room or venue hire, equipment, food, printing, travel or speakers' expenses. Keep receipts with the record so the treasurer can match each figure.

Why is the fee paid a money column rather than a tick?

Because fees can differ between members, for example a reduced rate or a part year. Recording the amount lets the summary total what was actually collected. Leave it blank for anyone who has not paid yet.

Does it hold the society's full accounts?

No. It covers membership fees and event takings only. Grants, sponsorship and other spending belong in a cashbook, which gives the treasurer a running balance for the whole account.