The club’s committee has plenty to do on a year-round basis, so it is essential to be organised, even in the off-season!
In the table below you will find a template for the clubs annual checklist of all duties required by the club in the course of a full year of rugby. Next is a breakdown of these duties in a monthly timeline. This enables the committee to plan what needs to be done and also confirm what should have been done.
Committee Annual Checklist
Template (DocX)
Committee Meetings
- Allocate committee roles
- Appointment of Sub- Committee
- Budget Projection
- Season Calendar
- Order Playing Gear
Grounds
- Book Grounds for Pre- Season
- Book Grounds for Training
- Book Grounds for Games
Social Functions
- Organise social Calendar
- Organise Venues
- Organise Menus
- Organise Tickets
- Organise entertainment
- Organise speaker
- Organise alcohol
- Organise auction items
Registrations
- Set Registration fees
- Set cutoff date for payment of subs
- Compile player list for season
Pre-season Training
- Water Bottles water container
- Bibs
- Cones and markers
- Whistles
- Stop Watches
- Agility Poles
- Training Balls
- Hit Shields
- Tackle Bags
- Scrum Machine
- Training schedule
Coaching
- Coaches for each grade
- Courses to undertake
- Appoint Managers
- Appoint Fitness trainer
Trials
- Book Grounds
- Arrange Opposition
- Arrange Physio
- Arrange Referees
- Organise BBQ/Canteen
Competition
- Register teams
- Use of Rugby Xplorer
- Draw Times Venues
- Team Lists
- Sign on sheets
- Provide Bag, Balls and folders to Coaches
Finals
- Player Eligibility
- Team Sign on Sheets
- Venues and Times
End of Season
- Collection of gear
- Stock-take of all gear
Presentation Day
- Venue
- Trophies and awards
- Speakers
- Entertainment
Annual General Meeting
- Date
- Closure of Books
- Committee reports for Annual Report
Committee Pre-season Timeline
Template (DocX)
September
- Speak to coaches to see who is returning the following year
- Speak to Committee to see who is returning the following year
- Speak to sponsors to see who is interested in sponsoring the following year
October
- Seek potential coaches and managers
- Finalise accounts for Annual report
- Complete Annual report
November
- Sign all sponsors by the 30th November
- Once sponsorship is confirmed, order next year’s kit (Jersey, shorts, socks)
- Order any equipment required for next season
- Organise strength and conditioning and trainer for following year
December
- Add new committee to website
- Once new season draw is out, organise pre-season dates and trial games with other clubs
- Book ground usage for preseason and regular season with council
January
- Send out notices for outstanding invoices for sponsors
- Organise physio
- Appoint coaches and managers
- Recruit players via social media and comms platforms
- Notify all returning players of preseason and season dates
February
- Organise social events for the year
- Get new player contact details via Rugby Xplorer
- Send out welcome email for new players
March
- Provide coaches and managers with equipment (team bag, balls, game day folder)
- Register and collect player payments via Rugby Xplorer
- Vote for Club Captain
- Renew Public Liability insurance for council
