Club president manual

Club president role

As Club President, your responsibility is to take care of the life of your club: welcome beginners, organize Go activities, recruit new members, etc.
It could become quite a heavy task to do it properly, especially in the beginning. But the enjoyment of your club players is rewarding and you would get the satisfaction to contribute greatly to the development of Go in Belgium.

For advice about how to handle successfully your club activities, please read the following guide for Go Club animation:

Your contribution is also crucial for the organization of Go related activities. As Go president, we expect from you to:

  • Register regular players of your club and collect membership fees: allowing them to benefit from the services of the Federation (lessons, tournaments, rating...)
  • Ensure data of your club on the gofed site is up-to-date (club address/opening hours ? members contact info ?)
  • Communicate with the Federation board about your projects, your members needs and how the Federation might help you (as well as how you may help the Federation).
  • Inform or participate in belgian Go related activities (tournaments to come, encourage volunteering, Federation meetings, go lessons...)
  • Ask every year if your players want to take part to the Interclubs and choose a team captain
  • Send club games results to the ratings team (rating@gofed.be)

See below a complete explanation on how to perform the registration activity.

1) Collect and register yearly membership fees

A. Collect membership contact info and fees

Each regular player of a Go club has to pay a yearly Federation membership fee and a yearly Club membership fee.

a) The Federation membership fee is mandatory for regular players. Players who are not registered are not allowed to benefit from activities organized by the Federation (tournaments, ranking, Go camps...).
The amount of the Federation membership fee is decided each year at the General Assembly.
Since 2018, the membership fee of the BGF is 20 EUR. For players under 18 years old the fee is 10 EUR.

b) we advice each club president to also collect at the same time a yearly Club membership fee for a moderate amount (5 or 10 EUR per year). Although optional, this club membership fee is strongly recommended ! This amount is managed by the club president for club expenses such as material renewal and to give yourselves the freedom to provide extra services to the members of your club (books for the club, printing of pedagogic documents, etc.).

B.Validate membership fee of existing players

For each player who has paid the membership fee, log in and click in the left column BGF-admin --> members --> edit, then select the member you want to update, press "edit" right to the name, then press "membership" in the upper line, select your club name in the list and add membership for the current year.
Then please send membership fees to the BGF account (BE-24-775-5962122-38). As soon as the treasurer receives the money, he'll validate the membership.

*** If you have a large number of members to register, you can also transfer all money in one unique transfer clearly indicating club name AND, in parallel, send to treasurer@gofed.be a list of the members for whom you made the transfer, clearly mentioning the same club name.
Also don’t forget to send the estimated ranks for new players to rating@gofed.be.
(see below).

C. Register new players - update personal information

If you need to add a new member or update the personal information of an existing player, log in on the website (left column) and click on BGF-admin --> Members --> add (new member) or --> edit (update of existing member); then enter the required information:

  • Family name and first name
  • Email (important! We communicate through this)
  • Other contact fields: Address (needed for Belgo magazine) and phone number.

After pressing the "add contact" button, click also on "accounts". Create an account name and enter the member's email address again (an email will be sent to the player to confirm the account). Attention please: when you create account for the BGF website, please prefer something like "last name + first letter of first name" rather than "hikaru007", thank you!

2) Send rating estimation of new players (or for players who need adjustment)

For new players without rank, please send an email to rating@gofed.be with the name of the player(s) and estimated rank(s). Ideally, all those having access to the rating list and contributing to it are in the rating@gofed.be alias.
Note: The update of the BGF rating page can take some time and members often complain about that. Please explain them that all is done by volunteers who have to cope with work, study and other daily life problems besides BGF. Thank you for your comprehension !

3) Answer mails sent to your club and ensure club information is up-to-date

Every club has a club email address which is redirected to the personal mail address of the club president. Please ensure that this email always work because it is not only used by the Federation to communicate with your club but also by external individuals who would like to enter in contact with you.
Also should your club address or opening hours have changed, ensure that the club page below is also updated:
https://www.gofed.be/clubs
If you need to update club info, please send the new address or new opening hours or new president mail to secretary@gofed.be.

4) Manage material, buy at reduced prices via the Federation

Regularly the Federation buys Go boards and stones in large quantities and clubs are invited to join in to benefit from reduced prices.
This material, bought using club money coming from club membership fee, can be used for use by your club or be sold for the same price to club members.

In case of specific needs, contact for material is: materiel@gofed.be

For a purchase, pay the amount to the BGF BEFORE getting the material (we check you have paid before giving it to you)
775-5962122-38; IBAN : BE24-7755-9621-2238.