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Season Manual Worksheet

Write the practical operating manual for the season.

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Registration process
Fee inclusions and exclusions
Team formation rules
Coach and manager process
Gear issue and return
Game day setup
Safety and incidents

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Registration process

Make the process repeatable from promotion through to confirmed placement.

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Registrations open 1 August online, close 15 September, require payment or plan approval, and are confirmed by the programme coordinator within five working days.

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Fee inclusions and exclusions

Use the same wording across registration, invoices and parent communications.

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Fee includes local training, local competition, shared equipment and affiliation. Uniform pants, travel and optional events are separate.

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Team formation rules

Balance fairness, safety, friendships, skill and coach capacity. State who makes final placement decisions.

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Teams form only when a coach and manager are confirmed, with 10–13 participants. Programme lead approves placements after the trial period.

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Coach and manager process

Include role descriptions, vetting where required, codes of conduct, training and escalation.

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All coaches and managers complete role acceptance, police vetting where required, induction and code of conduct before receiving team access.

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Gear issue and return

Make one role accountable and record who holds each bag, key or item.

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Gear bags issued to managers against an asset checklist, checked mid-season and returned within seven days of the final game.

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Game day setup

Use a checklist that a new volunteer can follow without relying on memory.

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Home team setup crew arrives 45 minutes early; manager checks field and first aid; officials confirmed Thursday; both teams complete pack-down.

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Safety and incidents

State the immediate response and the written record required after an incident.

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Manager completes pre-activity check, first aid kit and emergency contacts are present, serious incidents are escalated to the chair and recorded within 24 hours.

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Communications standard

Use one official channel and set rules for urgent changes, privacy and respectful communication.

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Team app is the official channel; schedule changes by 7.00 pm the previous day where possible; urgent cancellations by app and text; no participant details in public posts.

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End of season process

Close the season deliberately so assets, money, feedback and volunteer knowledge are not lost.

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Return gear, close team accounts, survey members, thank volunteers, hold programme review and confirm next-season role intentions within four weeks.

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