To make life easier we have initiated an orientation program to help you manage your responsibilities for the Conference. It consists of three webinars:

Each webinar is hosted on, and includes narration with additional information for each slide. You can view any of the webinars 24/7 and we have given you the option to click through the slides so that you can get the information at your own pace OR you can clikc the play button and the slides will advance automatically. We ask that you to review all three parts (Fundraising webinar optional).


In order to validate your cooperation in viewing the webinars, remember to take the tests at the end of each one (located below and linked on the last slide of each presentation).

Webinar Tests I, II, and III

Teams normally meet their expenses through:

  • School support
  • Team Dues (clubs)
  • Alumni
  • Special Events

School Support

Most schools have a budget system for student organizations that provides basic funding. How this money may be spent and the total available varies according to the institution.

Typically the school will have a process that requires each organization to submit a budget by a certain date. To see what types of expenses you should consider, click on the sample budget found in the menu on your left.

Make sure you know when your budget is due and how the process works on campus. Contact the campus recreation office or student government for more information.

Team Dues

Dues vary from team to team, dependent upon the specific circumstances of the club, geographic location, number of members, and total budget. The important element to remember is that the dues structure should be…

  • Honest- the money should go for its intended purpose
  • Fair- all members should pay the same amount
  • Adequate- the dues should cover all expenses not met by other sources
  • Timely- members should be required to pay before participating or during the beginning of their involvement


Alumni support is the easiest way to raise money, provided you have an ongoing process that maintains contact with graduating members. The most difficult part of raising money in this area is maintaining a current address listing.

Sending a quarterly newsletter with a request for a donation will generally be successful in raising money. Likewise, any events you can run during Homecoming like an alumni game will help keep alumni ties strong, resulting in higher giving.

Special Events

Special events are activities organized specifically for raising money. The key to success is to keep your invested costs and financial risk low. The last thing you want to do is coordinate a special event that costs you money.


Labor for the College

Many teams will make an arrangement with the university to provide labor for an event happening on campus. This may include everything from cleaning the basketball stadium after home games to moving equipment at a track meet. Make an appointment with your athletic director to ask what you can do.


Teams sell everything on campus from pumpkins on Halloween, to a flower delivery service on Valentine’s Day. A few guidelines:

  • Be wary of purchasing too much inventory and losing profit.
  • Ensure that you have permission from the school for whatever you are selling. Some items may conflict with the school’s licensing agreements with specific companies. Raffles may be illegal.
  • Take advantage of opportunities to set up tables in the student union and other high traffic areas on campus.
  • Ask around to determine what would sell before you risk your capital.

Movie Night

Reserve the university movie theater and order a film that has a unique appeal or cult following (horror, comedy-Marx Brothers, classics-Bogart, etc). Your campus recreation department will generally have catalogues you can look through to see the movies available. Cost: projectionist and movie rental.

Coordinate an Athletic Event

Organize a tournament or event and charge teams an entry. For example, four on four basketball, volleyball, ultimate Frisbee, or wiffle ball.

Restaurant Fundraisers

Restaurant fundraisers are simple to set up and can bring in some easy cash for your club.  Make sure you don’t wait til the last minute…some require 4-6 weeks of advance notice to set up!  There are many more to choose from, but here are links to some favorites:

An easy t-shirt based fundraiser.  It requires a little up-front work but you are able to sell t-shirts directly online and eliminates you ordering extra t-shirts that don’t get sold. You can also chose to have the shirts shipped directly to your supporters.  You can also design your shirt on their website! For more info check out… 



Item Quantity Cost Total
Goals 2 $1,450.00 $2,900.00
Caps 42 $20.00 $840.00
Balls 8 $25.00 $200.00


First year costs $3,940.00
Total average yearly costs $480.00
Goals last approximately 15-20 years.
Caps last approximately 3 years.
Balls are purchased yearly.


Budget was designed to lists costs specifically associated with the sport of water polo. Items such as warm-ups and suits are normally purchased by team members.


Competitive Costs
Travel Quantity Cost/Weekend Total/Trip Trips Total
Van 1 $150.00 $150.00 3 $450.00
Hotel 3 $150.00 $450.00 3 $1,350.00
CWPA Fees $2750 (ave) $2750.00


Total competitive costs for first year $4550.00


 Travel squad is based on 12 athletes in double occupancy, while home squad is unlimited.

Most teams charge a fee per player to offset any money not covered by school or fundraising.


Coaching TBD


Optional Equipment
Item Quantity Cost/Item
Shot Clocks 1 pair $1,200.00
Scoreboard 1 $1,300.00
Men’s Suits 15 $25.00
Women’s Suits 15 $60.00


All of the expenses above can be revised according to your team’s individual circumstances.



The following document will walk you through the steps involved in writing a constitution for your club. You may find it easier to substitute your school’s name in place of Acme College as opposed to writing your own version and then update the areas concerning specific meeting and practice times.

Acme College Water Polo Club

I. Purpose
The purpose of the water polo club is to provide an opportunity for the students of Acme College to learn, participate, and compete in the sport of water polo at the intercollegiate level.
II. Eligibility
Any student that is registered for classes at the college/university (part-time or full-time) may participate.
III. Dues and Requirements
Members shall be in good standing and eligible to practice and play games only if they pay their dues each season. Dues may vary, dependent upon the year and projected expenses for the club.
IV. Officers
A. There shall be a president, vice-president, treasurer, and secretary that will manage the budget and administrative affairs of the team.
B. The President is responsible to:
1. Serve as the team representative in dealing with the college/university, the Collegiate Water Polo Association, the club members, and other water polo teams.
2. Coordinate the practices in the absence of a coach, or delegate this responsibility to a qualified individual.
C. The Vice-President is responsible to assist the President.  In the absence of the President, the Vice-President will oversee the duties of the President.
D. The Secretary is responsible for the following duties:
1. Keeping minutes from club meetings.
2. Maintaining contact information for club members.
3. Publishing a schedule for club members.
4. Distributing results to school newspaper, alumni, and parents.
5. Handle all paperwork required by college/university.
E. The Treasurer is responsible for the following duties:
1. Submitting a budget to Student Government.
2. Maintaining the checking account for the club.
3. Presenting a written report for members and Student Government.
4. Payment of club expenses in a timely manner.
V. Elections
A. An annual election will be held each year on (date) for positions of Secretary, Treasurer, and Vice-President. The previous Vice-President should assume the duties of the President for the subsequent year unless the individual is no longer a member of the club or the membership believes this transition would not be in the best interest of the club.
B. The terms of the elected officers will begin immediately following the meeting.
C. In order to be elected an officer, the person needs to be a member in good standing with the club. The Vice-President should not be a graduating senior, since the individual will assume the President’s position during the following season.
D. Persons seeking office in the club must be nominated by at least two other members of the club. And receive a simple majority of the votes cast for that position during the elections by members in good standing.
E. In order for the election to be valid, ballots must be cast by at least 50% of the active team at the time of the election.
VI. Impeachment
A. Officers of the club may be impeached by a nomination from a member in good standing and a vote by at least 75% of the members in good standing.
B. Upon impeachment, said officer will immediately be relieved of his duties as an officer of the club.
C. The remaining officers of the club will choose a replacement for the impeached officer from among the active team members by a unanimous decision.  The replacement officer will assume the duties of the impeached officer for the remainder of the impeached officer’s term.
VII. Practices and Meetings
A. The water polo club will hold practices weekly at a time determined at the beginning of each term. All members should make every effort to attend all practices
Collegiate Water Polo Association