How to Make a School Club Proposal That Gets Approved

If you’ve ever wanted to start a club at school-whether it’s a chess team, a climate action group, or a baking circle-you know the hardest part isn’t coming up with the idea. It’s getting it approved. Schools get dozens of requests every term. Most get ignored. A few get approved. The difference? A clear, well-structured proposal that answers the questions administrators actually care about.

Start with a clear purpose

Don’t say, “I want to start a book club.” Say, “I want to start a book club to help students improve reading comprehension, build empathy through diverse literature, and create a safe space for quiet students to connect.” Purpose matters more than passion. Administrators aren’t looking for fun-they’re looking for value. What will this club actually do for students? How does it support the school’s goals? Most schools have mission statements about student well-being, academic growth, or social inclusion. Tie your club to those.

For example, if your school focuses on mental health, a mindfulness or art therapy club makes sense. If they’re pushing STEM engagement, a robotics or coding club fits. Even a gaming club can be framed as developing problem-solving and teamwork skills. Think beyond the activity. Think about the outcome.

Know your audience

Who’s going to read this? Probably a teacher advisor, the principal, and maybe the student council or activities coordinator. They’re busy. They don’t want fluff. They want answers to five basic questions:

• What exactly will students do in this club?
• How many students are interested?
• Who will run it?
• What resources do you need?
• How will you keep it running next year?

Answer these upfront. Don’t make them dig. Put them in order. Use bullet points. Keep it to one page if you can. If you need more, use an appendix for details.

Prove there’s real interest

A proposal that says “some students might like this” won’t cut it. Schools need proof of demand. Do a quick survey. Ask 20-30 students in your year group: “Would you join a [club name] if it met once a week after school?” Write down the results. Even if only 12 say yes, that’s more than enough to start. Add names and grades. Show you’ve done the legwork.

Here’s what worked for a student in Glasgow last year: she printed a sign-up sheet and left it outside the cafeteria for three days. She got 18 signatures from students who didn’t even know each other. That’s real interest. She included the sheet in her proposal. The principal approved it the same day.

Find a teacher advisor

Every school club needs a staff advisor. This isn’t optional. You can’t run it alone. Start by talking to teachers you already trust. Don’t ask the whole staff. Go to one person first-someone who already shows interest in your topic. A history teacher might say yes to a debate club. A science teacher might support a climate action group. A music teacher? Perfect for a band or songwriting circle.

Don’t just ask, “Will you advise?” Say, “I’m starting a [club name] and I think you’d be the best person to help because of your experience with [related topic].” Make it about them, not just you. If they say no, ask if they know someone else who might be interested. Keep asking until you find one.

Be realistic about resources

Schools have budgets. They also have rules. Don’t ask for a $500 3D printer unless you’re starting a robotics team with a clear plan to use it for competitions. Instead, ask for what’s reasonable: a whiteboard, a set of books, access to a room, or printing supplies. Most clubs don’t need much. They need time and space.

Some schools have a fund for student activities. Find out how to apply for it. Others let clubs fundraise. Suggest a bake sale, a car wash, or a donation jar. Show you’ve thought about sustainability. If you need equipment, propose borrowing it from another club or the art department. Schools are more likely to say yes if you show you’ve already solved the problem.

Plan for the long term

Schools hate clubs that die after one term. They’ve seen it too many times. Your proposal needs to show you’ve thought about next year. Who will take over? How will you train new members? How will you keep the club alive if you graduate?

One student in Edinburgh started a film club. She didn’t just hand over the keys when she left. She made a simple handbook: meeting times, where the projector was stored, how to order films, and a list of 10 movies the group loved. She gave it to the next leader. The club still runs today. That’s how you get approval.

Present it like a professional

Format matters. Use a clean layout. Bold the title. Use headings. Number your sections. Keep fonts simple. Don’t use glitter or cartoon clipart. This isn’t a poster-it’s a business request. Print it. Hand it in. Don’t just email it. Show you’re serious.

Bring a copy to your advisor. Ask if they’d be willing to help you present it to the principal. Sometimes, having a teacher speak up for you makes all the difference. Don’t be shy. This is your club. You’ve done the work. Now it’s time to ask.

What to do if they say no

Rejection happens. Maybe they say the room’s full. Maybe they think there’s not enough interest. Don’t take it personally. Ask why. Write it down. Then fix it.

If they say “not enough students,” go back and survey more people. If they say “no room,” suggest meeting during lunch or in the library. If they say “too similar to another club,” reframe your club. A “guitar club” might be turned into a “songwriting and performance circle” to stand out.

One student in Dundee wanted to start a vegan cooking club. It was denied twice. The third time, she changed the name to “Healthy Eating & Food Skills” and showed how it aligned with the school’s nutrition curriculum. Approved on the third try.

What happens after approval

Once you get the green light, don’t stop. Set your first meeting date. Send out a simple email or poster. Keep a sign-in sheet. Take photos (with permission). Report back to your advisor every month. Show progress. Schools love visible results.

And remember: your club doesn’t have to be perfect. It just has to exist. A weekly chess game in the library. A monthly poetry reading. A group that meets to talk about books. These things change school culture. They give students a place to belong.

What makes a club last

The clubs that survive aren’t the flashiest. They’re the ones that make students feel seen. A club where no one is judged. Where you can be weird, quiet, loud, or new. Where you’re not just a student-you’re a member.

That’s what schools really want. Not more clubs. More connection.