The 12 Month Timeline of a Club Director


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Junior Volleyball Club Directors wear many hats, as most have a full-time job on top of running a volleyball club. Add a facility and 20+ club teams to the mix and the Club Director's plate gets full pretty quickly.

In order to break down a Club Director's responsibilities based on the indoor girls volleyball season, we've laid out the calendar year, starting with July, since that is the first month after the respective National Championships. This calendar is intended to help all the ambitious club directors out there who spend countless hours communicating with their coaches, on the phone with parents, and in the gym where they get to share their love for the game.

July To Do List

Manage summer camps
Strategic planning session with club leadership
Finalize fall club programs: # of teams, club dues
Plan Hosted tournaments: Determine dates, facilities, pricing, promotion, etc.
Develop plan for coaches' development
Finalize budget for next club season
Decide on sanctioning (USAV, AAU, and/or JVA)
Review club policies and procedures
Finalize fall programs/clinics: Dates, facilities, pricing, promotion, etc.

July/August To Do List

Summer Camp Management
Fall tryout planning: Book facility, staffing, promotion, insurance, tryout plans
Estimate uniform needs and secure uniform vendor
Secure Spirit Wear Vendor
Interview coaches and finalize club staff
Complete hosted tournament planning and begin promotion
Complete club planning and begin promotion
Begin to pull together tournament and league information
Secure insurance for fall programs

September To Do List

Apply for JVA Club and Tournament insurance
Pre-order uniforms (be sure to include JVA logo)
Develop tournament schedule for club teams
Club program promotion
Plan for coaches' meetings, clinics, trainings, etc.
Begin travel and housing planning
Plan fundraising for club season

October/November To Do List

Continue club program promotion
Host pre-tryout parent/player informational meetings
Hold fall tryouts, team selection/assignment
Collect insurance and medical forms
Complete background screenings for club staff
Sign up coaches and athletes for national affiliates (USAV, AAU, and/or JVA)
Finalize team tournament schedules
Begin to enter tournaments
Enter player and coach USAV/AAU codes into AES
Schedule practices and team trainings
Plan ref/score trainings

December

Attend AVCA Convention and JVA Annual Meeting
Outfit teams
Hold parent meetings, team meetings and team building
Hold ref/scorekeeper training
Complete tournament entries
Hold a coaches clinic for your coaches

January through June/July

Facilitate Coach/Player/Parent Communication
Monitor team practices
Post team results on AES
Sell club spirit wear
Finalize travel and housing arrangements
Host tournaments, post results on AES
Facilitate communication between college and club coaches
Assist parents and athletes in recruiting process
Update athlete information on AES and University Athlete

February

Plan summer camps: Facility, camp formats, staffing, promotion, insurance, camp T's
Plan summer beach programs
Facility, staffing, promotion, insurance, uniforms

March/April

Continue camp and beach program promotion

May

Apply for camp and beach program insurance
Summer Tryouts? Facility, staffing, promotion, insurance, tryout plans

June

Survey your families
Secure Feedback from your coaches on the past season. Find out who is coming back for the next season. Put out a call for new coaches.
Review leases and rental agreements
Review coaches' agreements and contracts
Draft budget for next club season

For more resources to help you run your club programs and manage all of your Club Director tasks, click here. We are an educational resources for junior volleyball club directors and coaches, and want to help your club succeed!


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