Student Chapter Management Resources

As a Student Chapter Officer, you lead a dynamic group of individuals dedicated to advancing their professional development in the field of club management. This web resource serves as your comprehensive guide to efficiently and effectively managing your Student Chapter. From a calendar of important dates and grant submission guidelines to the benefits and services of membership, this tool provides essential information to support your role.

Use this resource, alongside CMAA’s student site at cmaa.org/student, to plan your Chapter’s agenda and activities for the academic year and beyond. An organized and creative vision is the key to a successful CMAA Student Chapter—and that vision starts with you.

Student Chapter Management

The first step to successful Chapter management is ensuring that your Chapter meets the criteria necessary to maintain its charter. A Chapter must meet the following requirements:

  • Membership: Student Chapters must maintain a minimum of 10 student members at all times.
  • Meetings: Each Chapter is required to hold at least seven meetings during the academic year, four of which must be educational. Reports of ALL meetings must be sent to the National Headquarters within 15 days following the meeting; meeting minutes should be submitted online.
  • Club Tours: Each Student Chapter must conduct a minimum of one club tour each year. This tour can count as one of the four educational meetings, and the minutes must be submitted to the National Headquarters.
  • Curriculum Requirement: Within three years of being granted a CMAA Student Chapter charter, the university/college must include a club management course in its curriculum.
  • Annual Report: The Chapter President must submit an annual report to CMAA by April 30.

At the end of each school year, the CMAA Chapter Relations Committee reviews each Chapter to ensure compliance with the above requirements. Failure to meet these criteria may result in the loss of the Chapter’s charter.

Your Student Chapter bylaws are the governing documents of your organization. They outline the rules, regulations, and procedures in a clear accessible format for both Chapter leaders and members.

refer to the sample template of a Student Chapter’s Constitution & Bylaws

The Association’s policy requires Prospective Student Chapters to operate in a trial capacity for at least two calendar years before petitioning for an official CMAA charter. This period allows sufficient time to build a strong foundation for a successful and sustainable Student Chapter.

Learn more about starting a CMAA Student Chapter

The CMAA Chapter Relations Committee suggests that Student Chapter Officers be elected for the duration of the academic year. All Student Chapter Officers must be members of the national Association and their respective Student Chapter. Chapters may adjust these guidelines as needed to fit their specific structure or requirements. 

The Organizational Chart

The President shall serve as the Chief Executive Officer of the Chapter, preside over all meetings of the Chapter and Student Board of Directors, and act as an ex-officio member of all committees. The President’s responsibilities include: 

  • Appointing or electing all committee chairs and members; 
  • Acting as  the official contact between the Student Chapter, CMAA National  Headquarters, and the senior CMAA Chapter; 
  • Leading Chapter meetings alongside Chapter Officers;. 
  • Ensuring that at least four educational sessions are held annually; and 
  • Submitting the President’s Annual Report and The Club Foundation Grant Request forms to the National Headquarters by April 30 each year. 

The Vice President shall have the authority to assume the full duties of the President in their absence. The Vice President’s responsibilities include:

  • Becoming familiar with all the duties of the President and other officers;
  • Gaining an understanding of the roles and responsibilities of the committees; and
  • Assisting the President as needed by serving as a liaison between the committees and the Student Board of Directors.

The Secretary’s responsibilities include: 

  • Managing all correspondence for the Student Chapter; 
  • Recording minutes for all meetings of the Chapter and the Student Board of Directors, and distributing copies to board members, Chapter members, the National Headquarters, and relevant committee members. The Secretary must also document the subject, speakers, duration, and type of educational activity presented at each meeting in the Chapter minutes; 
  • Maintaining attendance records for Chapter meetings, workshops, regional seminars/meetings, and the World Conference and/or National Student Education Conference, as applicable; 
  • Keeping the membership roster continuously updated; and 
  • Upon leaving office, transferring all current records to their successor. 

The Treasurer’s responsibilities include: 

  • Managing accounts, collecting debts, making payments as authorized by the Student Board of Directors, and being responsible for all Chapter funds, as outlined in the Chapter bylaws; 
  • Providing the President with the necessary information from Chapter records for the annual report and The Club Foundation Grant Reconciliation and Usage forms; 
  • Maintaining the Chapter record-keeping system; 
  • Collect dues and applicable initiation fees and ensuring they are properly record; and 
  • Upon leaving office, transferring all current records to their successor and updating bank signature cards for trustees. 

Here are some important points to keep in mind regarding committees: 

  1. Committee members typically serve a one-year term, with the Chair having the option to reappoint members.
  2. The size of a committee will vary based on its responsibilities,  generally ranging from two to eight members. While larger committees may be needed for areas such as membership recruitment, smaller committees are preferred for their efficiency in reaching a consensus and getting tasks accomplished.
  3. Committee meetings are most productive when members clearly understand their responsibilities and duties before attending. Brief members on your expectations for the committee, assign tasks, , set deadlines, and don’t hesitate to delegate responsibilities while expecting results.
  4. Decision making becomes easier when the Chair regularly summarizes discussions and guides the committee toward a decision.

Committee Purposes

Ensure that each committee: 

  • Defines objectives. 
  • Analyzes the issue or activity. 
  • Assigns responsibilities. 
  • Gathers relevant facts and research. 
  • Sets deadlines. 
  • Reviews the need for any outside help. 
  • Evaluates results. 
  • Develops several alternate solutions. 
  • Selects the best solution; and 
  • Recommends a course of action. 

Committee Types and Suggestions

1. Standing Committees: 

      • Membership Committee—responsible for designing, developing and implementing membership recruitment and retention programs, as well as new member services. 
      • Programming Committee—responsible for developing educational and social programs, along with other activities for Student Chapter members (i.e., identifying speakers, organizing public relations events, etc.). 
      • Communications Committee—tasked with publicizing Chapter programs and activities to both members and non-members. The Secretary typically chairs this committee. The President may consult with officers and appoint an active member to serve as the communications specialist. 

2. Special Committees:

      • Nominating Committee—should be appointed annually to conduct the slating and election of officers for the Student Chapter. It is advisable to appoint a graduating member of the Student Chapter as chair of the Nominating Committee to mitigate biases, pressure, and favoritism. 
      • Student Chapter of the Year and/or Idea Fair (Awards Program)—should consist of a mix of new and returning students to help bring fresh ideas to these annual efforts. For Chapter of the Year, the President should be a member as they are responsible for a large portion of this report.  

Submit your student chapter officer form

Meetings & Activities

The Student Chapter Officers and members should meet periodically for business activities, to hear speakers, to plan presentations, or for social interaction. The type and frequency of meetings should align with the needs of the Student Chapter and its members. Organizations generally conduct two types of meetings: business meetings for officers and general meetings for the entire membership. A Student Chapter must hold a minimum of seven meetings during the school year to maintain its chapter affiliation, including four educational meetings. One of these must be a club tour, which can count as one of the four educational meetings if a substantial program is held. 

Officer business meetings should be held as needed to make decisions and establish/review policies concerning the operation of the Student Chapter. A typical agenda for the business meeting may include: 

  • Call to order 
  • Approval of minutes from the previous meeting 
  • Report of officers (including activities, responsibilities, and financial report) 
  • Report of committees (by officer assigned  or chair) 
  • Old business 
  • New business 
  • Discussion 
  • Next meeting date  
  • Adjournment 

General membership meetings may be conducted weekly, bi-weekly, monthly, or bi-monthly for all student members and may occasionally include the Faculty Advisor and Liaison Manager. A typical agenda for a general meeting might include: 

  • Call to order 
  • Program (i.e., speaker) 
  • Announcements 
  • Old business 
  • New business 
  • Questions and answers  
  • Adjournment and refreshments 

Copies of all Chapter minutes should be submitted to the National Headquarters no later than 15 days after the meeting.

Submit the meeting minutes form

Student members do not earn credits for attending their own Student Chapter meetings. However, they do receive credit for attending senior CMAA Chapter meetings, the World Conference & Club Business Expo, the National Student Education Conference, and/or Club Management Institute (CMI)-sponsored workshops or regional meetings. 

At the end of each school year, each Chapter must submit its President’s Annual Report Form. This form must be returned to National Headquarters no later than April 30 to ensure compliance. The sections are as follows: 

 Listing of Chapter Meetings 

  • Questions about CMAA Student Membership 
  • Officers 
  • Signatures 
  • Course Information 
  • Minutes 

Club Tours 

As part of your educational requirements, each Student Chapter is required to coordinate at least one club tour per school year. Please keep in mind of the following etiquette points: 

  • Be aware of the club’s cell phone policy before you go, and be respectful. Do not take photos or post to social media without first obtaining permission from the club first. 
  • Wear business attire.  Men should wear jackets and ties, while women should dress according to any club-specific dress code. 
  • Arrive early to the designated meeting area to ensure punctuality. 
  • Send a thank you letter to the club manager or representative for taking the time to meet with your Chapter members. 

Senior Chapter Meetings 

Students are encouraged to attend senior CMAA Chapter meetings both within and outside of their geographical regions. These meetings provide valuable educational, social, and networking opportunities for Chapter Officers and members.  Participation in these meetings helps establish personal connections with managers, which can lead to internships and employment opportunities in the club industry.  

Students should keep track of their attendance and participation at all CMAA senior Chapter meetings, regional meetings, and national conferences. Additionally, they must sign the senior Chapter’s official registration roster to ensure proper credit is applied. 

Student Membership Information

Student membership can be renewed for up to two years after graduation or until a job in club management is obtained, whichever comes first. 

Upon graduation, student members are eligible to join CMAA at a discounted rate under the Alumnus Member category.

Learn more about Alumnus Membership

Student Benefits and Services

The CMAA website is the hub for resources related to managing your Student Chapter. This should be your first stop for information and news. 

CMAA Connect is designed for CMAA Student Members and Faculty Advisors to easily be able to communicate with one another, network, and read about other ideas and articles in the club industry. 

Funding is provided for undergraduate students pursuing a managerial career in the club industry through the Joe Perdue scholarship. Also, the Student Chapter Grant Program assists CMAA Student Chapters with expenses related to attending the CMAA World Conference. Learn more about these funding opportunities.

Club Management is the official magazine of CMAA and embraces the objectives of the Association—to provide state-of-the-art educational programs; to represent its members to allied associations, club members, and the broader public; and provide information and resources that increase member performance and career potential. All CMAA student members automatically receive a digital subscription which is delivered bi-monthly via email.

Read the latest issues

CMAA ClubCareers provides a wealth of career information and services for members, non-members, search firms, and clubs looking for professional management personnel. Career Services at CMAA contains the following: 

  • Résumé services 
  • Managerial Openings Listing (MOL) 
  • Mid-Management Career Opportunities (MMCO) 
  • Entry Level Opportunities List (ELO) 
  • Internship Listing 
  • Coaching services 

This newsletter keeps members informed on the latest events, issues, initiatives, Association news, and research relevant to the club management industry.

Read the latest issue

The CMAA World Conference and Club Business Expo is the centerpiece of the Association’s yearly activities and offers numerous educational programs. Taking place in the first quarter of the year, students and club management professionals from around the world meet to further their industry knowledge through clinics, round-table discussions, forums, and educational sessions. The student registration fee includes sessions designed especially for students, a networking/social event for students to interact and mingle, an awards session, admission to all manager education sessions and the Career Opportunities & Networking Showcase. The Showcase is a “clubs-only” job fair for managers and students to meet and interact in a relaxed atmosphere. 

Geared toward hospitality students, this conference takes place in the fall and provides diverse educational and networking opportunities, making it a one-of-a-kind experience. NSEC provides more in-depth knowledge than students can obtain in a classroom setting alone. Each year, the event highlights many of the area’s clubs and features education from CMAA’s best and brightest. 

The CMAA Member Directory is an online member resource guide that contains an up-to-date listing of all CMAA members. Access the member directory using your primary email and password.  

CMAA Student Chapters can be found at institutions throughout the United States. If a Chapter doesn't yet exist at your university, you can start a new one. In the directory listings, please note that Faculty Advisor Contact Information is given first. Liaison Manager Contact Information is given second.  

Access the CMAA Student Chapter Directory

CMAA Chapters can be found throughout the United States. Find the chapter closest to you, explore their website, and contact the officers.  

Award Programs

Joe Perdue Scholarship—A role model and mentor to all, Joe Perdue, CCM, CHE, created and led CMAA's Business Management Institutes, elevated CMAA’s education and certification pathways, and served The Club Foundation Board of Directors for several decades. Joe was a former club manager who transitioned to academia and paved the way for the success of tens of thousands of club leaders and club management students all around the world. To honor his numerous contributions to CMAA, CF, and individual club leaders, the Joe Perdue scholarship provides financial support to student members interested in furthering their professional career in the club industry.

Student Chapter Grant—This annual grant program for CMAA Student Chapters is comprised of two parts: a complimentary student registration to the CMAA World Conference for the Chapter President and a matching-funds travel grant to assist with expenses related to attending the Conference. All current student chapters automatically receive a voucher for the complimentary Conference student registration. To receive the matching-funds travel grant, the student chapter must submit an official application and verify that they have raised funds which are then matched dollar for dollar by The Club Foundation up to a maximum of $500. All student chapters of CMAA are eligible to apply.

The Club Foundation will provide each eligible student chapter with one voucher redeemable for a complimentary Conference registration. The voucher must be used by the Student Chapter President, or another representative selected by the chapter if the President is unable to attend. A registration code is sent to each student chapter President to use during registration. 

The Student Chapter of the Year Award recognizes the outstanding work and successful accomplishments of CMAA’s Student Chapters. Winning Chapters will receive a $1,000 World Conference registration grant provided by The Club Foundation.  

The purpose of the Student Chapter and Faculty Idea Fair is for Student Chapters to share innovative ideas with each other in specific categories. This award program is presented at the World Conference and Club Business Expo each year. 

The Student Shark Tank competition is held annually, and the last round is held during CMAA's World Conference & Club Business Expo. Much like ABC’s, “Shark Tank” CMAA Student Members present a product/software/concept to a group of panelists to see whose idea is best.

See Previous Shark Tank Winners 

Faculty Advisors & Liaison Managers

Student Chapter Criteria

Like Senior Chapters, students must also operate their Chapter activities in rules set forth by CMAA’s bylaws.  

As a Chapter’s Liaison Manager or Faculty Advisor, you should ensure that the chapter is adhering to these guidelines. Should problems arise, please contact National Headquarters so we can work together to rebuild the Chapter. 

The main role of the Faculty Advisor is to serve as a liaison between the Student Chapter Officers, the Liaison Manager, and the educational institution. Faculty membership entitles members to several benefits including a subscription to Club Management magazine, legislative information, research surveys, and Career Services. CMAA National does not collect dues for Faculty members, although your Chapter may still charge dues.

Join CMAA and become a Faculty Advisor

While Student Chapter Officers facilitate Chapter meetings, Faculty Advisors are strongly encouraged to attend. Student Chapters must submit meeting minutes to National Headquarters within 15 days of the meeting, so if you are unable to attend, request a copy from the Chapter.  

The Student Chapter Faculty Advisor Shall: 

  • Maintain weekly/bi-weekly contact with Liaison Managers and Student Chapter Officers. 
  • Attend Student and Senior Chapter meetings and events and on-campus CMAA activities. 
  • Maintain student chapter guidelines and bylaws and ensure continuity from each academic year to the next. 
  • Distribute information forwarded from National Headquarters to Student Chapter Officers and members. 
  • Educate colleagues and school administrators about club management as a source of lecture material and course project suggestions. 
  • Serve as chaperone and university representative at CMAA’s World Conference.  
  • Maintain a strong working relationship with local Senior Chapter through Faculty membership and attendance at Senior Chapter meetings. 

The main role of the Liaison Manager is to serve as a go-between with your local Student and Senior Chapters. Based on the geographical vastness of some Chapters, certain Senior Chapters may choose to elect two Liaison Managers to oversee student activities. While there is no limit on the number of Liaisons per Chapter, we suggest assigning no more than two individuals to ensure continuity with the student membership over time. Based on geographical limitations, Liaison Managers should try to attend Student Chapter meetings when possible. Attendance at officer planning meetings would also be ideal to provide input and counsel. Student Chapters must submit meeting minutes to National Headquarters within 15 days of the meeting, so if you are unable to attend, request a copy from the chapter.  

Liaisons should contact Chapter Officers and the Faculty Advisor bi-weekly through written or oral communications. The Student Chapter Liaison Manager Shall: 

  • Provide updates regarding local Student Chapter activities, programs, and membership issues at monthly Senior Chapter meetings, on chapter websites and in newsletters. 
  • Maintain bi-weekly/monthly contact with Faculty Advisors and Student Chapter Officers by attending Student Chapter meetings/activities when possible and through phone and written communications. 
  • Represent Senior Chapter at Career Day programs at area high schools and universities. 
  • Serve as a mentor to students interested in pursuing a career in club management. 
  • Establish a working relationship between Student and Senior Chapters for networking, internship, and club tour opportunities.
  • Explore additional collegiate hospitality programs to further CMAA’s presence among students. 

This website uses cookies

We use cookies to personalise content and ads, to provide social media features and to analyze our traffic

Accept