Meeting Location

Securing a reliable and accessible meeting location ensures good attendance and fosters a sense of belonging within your electric vehicle club. When choosing a meeting venue, prioritize accessibility for all students, minimizing travel distance as much as possible. Consistency in meeting locations and times is necessary to avoid confusion and to encourage regular attendance among members. Constantly changing meeting venues can deter potential participants, making building a consistent and engaged membership base challenging.

As you select a location, consider how the room’s setup will impact the dynamics of your meetings. Standard classrooms with forward-facing seats may naturally lead to a lecture-style atmosphere, which might not be conducive to open discussions and collaboration. For more interactive and engaging meetings and events, opt for spaces with tables and open layouts that foster group discussions and teamwork.

Engage your faculty advisor in the process of selecting meeting venues, as they likely possess a good understanding of the school’s layout and available spaces. Their insights can help you identify suitable locations that align with your club’s needs and objectives.

Securing an appropriate and inviting meeting location creates an environment conducive to meaningful discussions, idea-sharing, and collaborative initiatives. A welcoming and well-suited meeting space can contribute significantly to the success and cohesion of your electric vehicle club.

Meeting Structure

Effective organization and preparation are the cornerstones of productive meetings. Without a clear structure, members may leave meetings feeling like they’re spinning their wheels without making progress. To avoid this, it’s essential to plan each meeting carefully and set measurable goals to achieve.

Before the meeting commences, outline the agenda and desired meeting flow to ensure you stay on track. While conversations might naturally deviate from the initial plan, always strive to achieve the goals you’ve set for the meeting. Having a well-defined agenda helps keep discussions focused and productive.

Taking meeting notes is invaluable. Record key points, decisions, and action items discussed during the meeting to avoid unnecessary repetition in future gatherings. This practice enhances continuity and provides a reference for tracking progress and keeping everyone informed. It may be difficult for you to take notes while running the meeting. Designating a member to take notes lets you focus entirely on the meeting. 

Action items are your best friend. After each meeting, document the specific tasks that need to be executed and detailed accounts of how they will be accomplished. Assigning particular responsibilities and setting deadlines will help maintain efficiency within the team, reduce the likelihood of procrastination, and ensure timely progress by holding members accountable.

Implementing a structured approach to your club’s meetings creates a foundation for meaningful discussions, decision-making, and task completion. An organized and goal-oriented approach will empower your electric vehicle club to make tangible advancements and achieve its objectives.

Setting Goals

Setting the right objectives is undeniably the most critical factor in attracting and retaining members for your electric vehicle club. Your goal acts as the unifying force that brings all members together, bonded by a shared purpose. It’s essential to define a goal or set of goals that are impactful yet attainable, motivating students to work hard and solve problems while avoiding feelings of futility.

Measurable and achievable metrics of success play a significant role in keeping members engaged and motivated. These metrics serve as tangible evidence of progress and accomplishments. For instance, you can track achievements such as the installation of charging stations on your campus or in your community, receiving acknowledgment from local government or industry or creating a new partnership, or successfully completing a specific component of an electric vehicle build. Each milestone you reach together adds to the club’s sense of achievement and boosts member morale. Without indicators of success, the club risks losing momentum and may struggle to maintain its appeal. When members can point to tangible outcomes of their efforts, they feel a sense of ownership and pride in the club’s success.


Securing resources to support your club is imperative to club success but can be a confusing and discouraging process. Fortunately, the world of EVs is experiencing massive growth, providing numerous funding opportunities. Sponsors, including your university and external donors, can contribute to your funding efforts. Many schools offer grants for student research or projects, making them a top priority for your club’s financial needs. If you encounter challenges finding student grants, seek advice from your advisor or contact your college’s fundraising department. Their broader view of the school’s finances can point you in the right direction.

When applying for school grants, consider what your university looks for in a club. These elements include:

  • Engagement Demonstrate students’ level of involvement and participation in your club. A high number of members or attendees showcases the genuine interest your club generates among university students. Additionally, emphasize how engaged students are–beyond mere attendance–in the work your club is doing to strengthen your case.
  • Impact While evaluating the impact of a new club can be challenging, share your club’s vision of its positive effects on the campus. Provide quantifiable metrics to support your claims, such as attendance numbers, successful campaigns, or completed projects, and offer evidence of your club’s potential impact.
  • Education Emphasize that your club offers valuable learning experiences not seen elsewhere on campus. Highlight the subjects your club teaches, such as EV technology, interpersonal skills and leadership. Running a club is a valuable opportunity for students to develop skills not typically taught in classrooms.
  • Sustainability Demonstrate your club’s focus on long-term viability. Showcase the organizational structure you have developed and involve first- and second-year students to ensure your club’s continuity even after the founding members graduate.

Fundraising from outside sources can be challenging, as each relationship with potential donors is unique. Consistent communication and engagement are essential for maintaining positive relationships with potential sponsors.

When approaching fundraising, understand the specific benefits each group offers to the other. While your club is not selling a product, donors still receive something from their contributions. Some benefits your club can offer include:

  • Talent Pipeline One of the most significant motivations for private companies to engage with student groups is access to potential talent. Companies often struggle with recruiting quality employees, and engaging with your club allows them to identify and connect with motivated and talented individuals. By being part of your club’s activities, companies can observe students’ capabilities, work ethics, and enthusiasm, making it less risky for them to hire your members in the future. Consider hosting events that allow recruiting officers to interact with your members, showcase their company’s values and opportunities, and even offer internships or co-op programs to club members.
  • Marketing Your club can provide companies with valuable publicity and recognition. By displaying a company’s logo or brand on your club’s projects, merchandise, events, workspace, and social media, they gain increased visibility and exposure. Engaging with a club dedicated to making positive environmental changes reflects positively on the company’s image, portraying them as an environmentally responsible and socially conscious organization. This association can attract customers who share similar values and enhance the company’s reputation in the eyes of the public.
  • Corporate Social Responsibility: Many companies have corporate social responsibility (CSR) initiatives, aiming to contribute positively to society and the environment. Supporting your club aligns with these CSR goals, as your club’s activities are focused on sustainable transportation and environmental consciousness. By supporting your club’s efforts, companies can fulfill their CSR objectives and demonstrate their commitment to making a difference in their communities and beyond.
  • Networking and Industry Insights: Engaging with student clubs allows companies to connect with the younger generation of potential consumers and advocates. By interacting with club members, company representatives gain valuable insights into the perspectives, preferences, and concerns of the youth market. Additionally, through interactions with your club, companies can stay informed about the latest trends, innovations, and developments in the EV industry, providing them with a competitive edge in their field.
  • Tax Benefits and Community Engagement: Donating to your club may also offer private companies tax benefits and incentives, making their contributions more appealing. Moreover, supporting student clubs like yours allows companies to actively engage with their local communities, showcase their commitment to education and youth empowerment, and build stronger connections with the academic institutions in their region.

Keep in mind that companies often plan their budgets well in advance, including charitable contributions. Some companies may not have available funding when you first approach them, but maintaining a positive relationship and continued engagement may lead to support when their fiscal period rolls over or when they allocate funds for charitable purposes.

Step 5: Making A Difference

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