When two or more clubs combine forces, the results can be bigger than either could manage alone. A writing club and a photography club might create a joint zine. A cooking group and a gardening group could host a farm-to-table dinner. Collaboration introduces members to new people, skills, and perspectives. It also shares the workload, making larger events or projects possible without burnout. The best collaborations start with shared goals and open communication. When done right, they can create entirely new traditions.
Why Collaborate at All?
Amplified Outcomes
Two small clubs can create a flagship project (zines, showcases, festivals) that neither could sustain solo.
Skill Exchange
Writers learn layout from photographers; gardeners learn event ops from cooks. Everyone levels up.
Community Health
New faces and formats refresh energy, reduce cliques, and create on-ramps for newcomers.
Collaboration Patterns That Work
Co-Hosted Events
- Joint workshops, showcases, hack nights
- Split hosting: one handles venue, one handles programming
- Shared ticketing or RSVP to balance demand
Joint Projects
- Collaborative zines, exhibitions, podcasts
- Seasonal themes; rotating creative leads
- Clear editorial/production schedule
Resource Sharing
- Venues, equipment, mailing lists (opt-in), volunteer pools
- Shared sponsorships or grant applications
Cross-Promotion
- Newsletter swaps, social takeovers, guest speakers
- “Partner spotlight” posts to layer trust
Finding the Right Partners
Look for complementarity, not clones. Use this quick fit check:
- Purpose overlap: do our “whys” rhyme?
- Audience fit: will members benefit from each other’s strengths?
- Capacity: do both sides have time, budget, and volunteers?
- Culture: similar approach to inclusion, safety, and communication?
- Reputation: values-aligned and reliable?
From Idea to Plan: A 5-Step Framework
- Clarify the spark: one sentence purpose; one sentence outcome.
- Define success: 3 metrics (e.g., attendees, submissions, funds raised, satisfaction).
- Sketch the scope: format, date window, capacity, must-haves vs. nice-to-haves.
- Draft responsibilities: who owns venue, program, budget, volunteers, marketing.
- Agree on comms: channels, cadence, and a single source of truth doc.
Roles, Governance, and Decisions
Lightweight RACI
- Responsible: does the work
- Accountable: final call & timeline
- Consulted: gives input before decisions
- Informed: updated after decisions
Steering Pair
One lead from each club co-chairs the project. They unblock, keep scope, and publish short decision notes.
Budget, Resources, and Venues
Money isn’t awkward if you decide it early. Keep it simple and transparent.
| Line | Notes |
|---|---|
| Revenue | tickets/donations, sponsorships, grants, merch |
| Costs | venue, insurance, A/V, printing, catering, accessibility |
| Split | 50/50, proportional to costs, or earmarks (decide upfront) |
| Approvals | who can spend up to $X; who signs sponsors |
| Reporting | post-event one-page financial summary |
Co-Branding & Marketing
- Title & tagline: short, descriptive, co-branded (e.g., “Quill × Lens: Stories in Images”).
- Visuals: share assets (logos, colours, photo kit); approve once, use everywhere.
- Channels: newsletter swap, socials, partner websites, local listings.
- Launch cadence: announce → reminder → last-call → highlight reel.
- Attribution: credit both clubs equally in all materials.
Inclusive Design & Accessibility
- Accessible venue and clear online participation option if possible
- Dietary, mobility, childcare, and sensory considerations
- Code of conduct posted and enforced; contact path visible
- Sliding scale or scholarship tickets; volunteer swaps
Logistics & Timelines
6–8 Weeks Out
- Lock venue/date; draft one-pager
- Confirm roles; create comms channel
- Initial sponsor/outreach list
3–4 Weeks Out
- Launch signup page + assets
- Finalize program/run-of-show
- Volunteer schedule & training
Event Week
- Final checks (A/V, accessibility, catering)
- Day-of roles and backups
- Post-event thank-yous + highlight reel plan
Risk, Safety, and Conflict
- One code of conduct agreed and posted everywhere.
- Incident path: report → triage lead → decision → follow-up.
- Insurance & permissions: venue requirements, photography consent, licences.
- Dispute resolution: escalate to the steering pair; document decisions.
Kind + clear beats vague + nice. State expectations upfront.
Measuring Success
- Attendance & mix: members from each club; newcomer ratio
- Engagement: contributions, submissions, session feedback
- Satisfaction: quick 3-question pulse (value, inclusion, recommendation)
- Follow-on activity: new signups, repeat events, member cross-over
- Financials: revenue, costs, sponsor retention
Pitfalls to Avoid
- Vague scope: fuzzy goals lead to scope creep and blame.
- Credit imbalance: one logo everywhere, the other nowhere — fix it in the brief.
- Decision fog: no clear tie-breaker or owner; adopt a lightweight RACI.
- Accessibility as an afterthought: plan it, budget it, publish it.
Templates: One-Pager, MoU, Outreach
Collab One-Pager (Copy/Paste)
Working title: [Name]
Purpose: In one sentence, we’re doing this to…
Format & date window: [Type], [Target dates], [Capacity]
Roles (R/A/C/I): Venue — [Club A/B]; Program — [A/B]; Marketing — [A/B]; Budget — [A/B]
Success metrics: [3 bullets]
Comms: Channel, weekly stand-up, decision log link
Mini MoU (One Page)
- Scope: what’s in/out
- Branding: how logos appear; approval process
- Money: budget owner, spending limits, split
- Decisions: tie-breaker: steering pair
- Conduct & safety: shared code; incident path
- Cancellation: who can cancel and how costs are handled
Partner Outreach Email
Subject: Idea for a joint [workshop/showcase] — quick chat?
Hi [Name], I help organise [Your Club]. We love what you’re doing at [Their Club], especially [specific]. We’re exploring a co-hosted [format] in [month] with a simple split: [brief].
If this sounds interesting, could we jump on a 20-minute call next week? I can share a one-pager and sample timelines.
Either way, big fans of your work — thanks for reading!
30-Day Launch Plan
Days 1–10
- Identify partner, draft one-pager, confirm fit
- Pick date window & venue; define roles
- Draft mini MoU; create comms channel
Days 11–30
- Launch co-branded announcement & signup
- Lock program; recruit volunteers; run weekly stand-ups
- Plan highlight reel and post-event survey
FAQ
What if timelines don’t match?
How do we handle uneven effort?
Can small clubs collaborate with large ones?
What if something goes wrong day-of?
Monthly Checklist
- Shortlist 3 partner clubs and send 1 outreach email.
- Draft or reuse the one-pager & mini MoU.
- Align on success metrics and a decision log.
- Publish a joint announcement or partner spotlight.
- Run a short retro after each collab; share 3 learnings.