BEFORE KICKOFF TEAM MEETING:
Create a roster that include player name, parent names, phone numbers (home and cells), date of birth, email address, mailing address and jersey number (once assigned). Test all email addresses by asking for response to first one.
Send out pre-meeting email asking parents to bring the following to the meeting:
- copy of birth certificate
- date of child’s last tetanus shot
- name of insurance carrier and policy number
- check for any fees that are required
Call BIYSC Equipment Manager to acquire sample uniforms and warm-ups for players to try on for size.
Photocopy enough medical forms to have parents fill out or send out before meeting to bring completed (and notarized). Find a notary in group to have all these notarized at meeting if being filled out then.
- have players try on sample uniforms and discuss ordering procedures
- get medical forms filled out by everyone (then make copies for each coach’s bag)
- have notary get all medical forms signed during the meeting (if not done by individual families)
- if purchasing a team canopy/tent and wind blade - find a volunteer family to store it and bring it to each game
- if participating in any tournaments, have information for families on tournament hotel blocks (and expiration dates), and fees to expect in coming season
- collect all medical forms, birth certificates and checks
- take down players’ desired jersey numbers (if letting kids choose)
BIYSC REGISTRATION (SELECT):
- Players register on-line using team’s unique password (case sensitive)
- MUST be registered by _______ date (this is an absolute deadline)
- Need jersey numbers before registering
- Players order uniforms on-line – no exchanges once ordered
PREPARE FOR EACH COACH’S BAG:
- Complete first aid kit and ice packs
- Copies of player birth certificates
- Copies of player medical forms
- Roster of players with parent phone numbers and cell phone numbers
- Game roster sheets for appropriate level (district or state)
- Players Cards laminated on ring (U13 and up)
FALL LEAGUE PLAY:
During the fall season, coaches must have two copies of the current “District 4 Game Roster Sheet” (one for referee and one for opponent’s coach) for each game. These can be filled out at the WSYSA website under the Forms section. Print these out ahead of time for coaches to have “on file” in their bags.
For U13 and up, the VP of Select gives Player Cards to the Manager to have each player sign and add 1” picture, then laminate and put on ring for coach’s bag.
When competing at State levels, it is the team’s responsibility to communicate with opposing teams regarding schedules, directions, etc. and all communication requires acknowledgement by opponent (see WSYSA regulations).
Some teams like to have a rotating schedule for families to bring ice to each game.
BUDGET:
Before team meeting, create budget – most team ask for entire fee up front, others set payment schedules. Expenses could include:
· tournament registration fees
· sun/rain canopy (order from Costco online, with delivery)
· first aid kit (required - include Benedryl for bee stings)
· team camps and training
· extra uniform if wanted (in case somebody forgets)
· colored tape for making jersey numbers
· end of season party, trophies, coaches gifts, etc
· commuting expenses are sometimes offered to coaches
· additional miscellaneous expenses (pinnies)
Keep copies of all checks, receipts and cleared checks. Some teams open a bank account specifically for their teams.
RISK MANAGEMENT:
Like coaches, team managers must also get a risk management number. Log into “Member Log In” on BIYSC website, and fill out electronic forms and submit.
Snacks:
Ask team at team meeting whether people want to bring their own snacks or have snacks rotated by family.
- rotate oranges for half-time, if desired
- snacks for tournaments?
- send out a reminder to snack family each week or put someone in charge of this, if decided on
NEWSPAPER REPORTS:
If the team wants weekly games reported in the BI Review, find a volunteer to keep track of stats and game and write up for submission each week.
END OF YEAR PARTY, ETC:
Organize (or find a volunteer) for end of year celebration, coach’s gifts, and mementos (trophy, albums, etc) for each player.