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Season Manual Planner

Define the repeatable operating rules that coaches, managers, parents and committee members need.

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Question 1 of 9

Registration process

Make the process repeatable from promotion through to confirmed placement.

How does registration work from start to confirmation?Who handles exceptions, late entries, refunds and data checks?

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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.

Question 2 of 9

Fee inclusions and exclusions

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

What does the fee include?What is excluded and how will separate costs be approved?

What still needs checking or deciding?

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

Question 3 of 9

Team formation rules

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

When can a team be formed?What size, role, age, skill or fairness rules apply?

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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.

Question 4 of 9

Coach and manager process

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

How are coaches and managers appointed and prepared?What checks, training, support and performance process applies?

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

Question 5 of 9

Gear issue and return

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

How is gear issued, tracked and returned?Who pays or decides when an item is lost or damaged?

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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.

Question 6 of 9

Game day setup

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

What must happen before, during and after game day?Who owns each setup, safety, officiating and pack-down task?

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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.

Question 7 of 9

Safety and incidents

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

What safety system applies each session?Who records, investigates and communicates incidents?

What still needs checking or deciding?

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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.

Question 8 of 9

Communications standard

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

What channels and response standards apply?How are urgent changes, privacy and inappropriate conduct handled?

What still needs checking or deciding?

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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.

Question 9 of 9

End of season process

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

What must be completed after the final activity?Who owns assets, money, feedback, reporting and next-season handover?

What still needs checking or deciding?

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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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