Guide · Clubs, charities & NFPs
Six practical drafting jobs for the person who does everything at the club or small charity, plus what never to paste into a consumer AI tool.
By the Airkick team · Updated 16 October 2026
Where it fits
The work that piles up for volunteer secretaries and coordinators is writing: grants, minutes, newsletters, AGM paperwork and volunteer emails. AI is useful as a drafting assistant. You still check facts, follow your constitution, and hit send yourself.
This page is for Australian community groups, sporting clubs, P&Cs, small charities and similar committees. It is not legal advice, and it is not a substitute for your auditor, grant guidelines or association rules.
Six jobs
Turn your notes on the project, budget headings and who benefits into a structured draft. You check every figure and eligibility claim against the guidelines before you submit.
Paste (or type) the decisions and actions — not a full recording dump with personal complaints — and ask for clean minutes in your club's usual format. You still approve them.
A monthly update from three bullet points: what happened, what's coming, and one ask. Keep the tone warm and local; leave fundraising claims factual.
Plain-English drafts of notices, agendas and the wording of ordinary motions. Check your constitution and any state associations rules before you send.
Welcome notes, what to bring, and polite reminders when someone hasn't confirmed a roster. Useful when the coordinator is also on the field.
Short thank-yous after an event, and a factual update for a local sponsor. No invented impact numbers.
Privacy
Hard rule
Do not paste member health information, disability or support details, financial hardship notes, bank or card details, children's full identifying details next to sensitive context, or anything from a counselling / welfare file into ChatGPT, Claude, Gemini or similar consumer tools. Use "Member A", strip addresses and dates of birth, and fill real details in your own systems.
Many clubs and charities hold personal information about members and volunteers. Some of it is sensitive. The Office of the Australian Information Commissioner (OAIC) recommends, as best practice, that organisations don't enter personal information, and particularly sensitive information, into publicly available generative AI tools. See its guidance on commercially available AI products. Check how the Privacy Act and your own privacy policy apply to your group.
Example
Generic prompts waste time. Name the job, the audience and the length:
Example instruction
"You're helping the secretary of a suburban Australian sports club. Draft a 180-word member newsletter from these bullets: [list]. Warm, plain Australian English, no jargon. No medical or financial details about any member. This is a draft for me to edit."
Cost
The free tiers of ChatGPT, Claude or Gemini are enough to start for most committees.
If someone later wants a paid personal plan, on 15–16 October 2026 OpenAI listed ChatGPT Plus at US$20 a month (billed monthly). That is a US-dollar price; the Australian amount depends on exchange rate and any tax. Many groups never need to pay.
To compare tool costs for a small team in A$, use our AI tools cost calculator.
Next step
Grants, Minutes and Newsletters (our Community Groups Kit) is the written guide for club and charity secretaries: a 20-minute setup, privacy rules for member data, and copy-and-paste workflows for grants, minutes, newsletters, AGM notices and volunteer emails. A$39, opens straight away, 7-day refund.
Want a plan for your organisation specifically? The AI Audit is A$399, arrives within 72 hours of an online form, and needs no meetings.
Free, by email
Ten small AI changes a non-technical team can make this week, on one page. You'll see it straight after you sign up, and we'll send a short email when there's something new worth your time. Unsubscribe any time.
Your email is only used for these updates. See the privacy policy.
Questions
It can draft from your notes. You must check every claim against the guidelines and your real budget. Never invent impact figures.
No. Keep member health, financial and children's sensitive details out of consumer AI. Use placeholders and edit real details yourself.
Not with the approach on this page. It drafts; a human posts.
Setup, privacy rules for member data, and workflows for grants, minutes, newsletters, AGM notices and volunteer emails. A$39, instant access, 7-day refund.
No. Check your constitution, state association rules and any professional advice you already use.