Planning for summer can be a challenge for sports clubs. With vacations, summer tournaments, and reduced activities in July, proper organization is key. A well-thought-out strategy ensures that both athletes and staff members enjoy their summer while keeping the club’s operations running smoothly. This guide provides a structured approach with a timeline, action plan, and checklists to ensure a seamless summer period.
Many clubs face challenges with staffing, as coaches and administrators also need time off. At the same time, youth players and members often have expectations for continued training opportunities or summer tournaments. Balancing these demands requires careful planning.
Timeline for Sports Clubs
April – Early Preparations
- Plan staff vacations and ensure coverage by redistributing responsibilities or hiring temporary staff.
- Inform members and parents about summer schedules, including training sessions, tournaments, and available facilities.
- Review budget and funding opportunities to cover summer expenses, such as travel costs for tournaments or extra training sessions.
- Ensure venue availability for summer activities, making necessary bookings in advance.
May – Finalizing Summer Plans
- Confirm registrations for tournaments and camps, ensuring that all fees are paid and logistics are arranged.
- Plan training schedules for June and July, considering athlete availability and coaching resources.
- Prepare for the autumn season by reviewing team rosters, scouting new talents, and assessing equipment needs.
- Communicate clearly with volunteers and parents regarding their roles in summer events.
June – Implementation Phase
- Organize summer job roles and assign mentors to support temporary staff or young workers.
- Finalize administration tasks before summer slowdown to ensure smooth operations with limited staff.
- Coordinate with summer tournament organizers to finalize travel plans, accommodation, and schedules.
- Conduct pre-summer evaluations to ensure all plans are in place and address any last-minute concerns.
July – Maintenance Mode
- Ensure smooth operations with minimal staff by creating an emergency contact plan for urgent matters.
- Monitor ongoing activities and address any urgent issues, such as last-minute cancellations or facility maintenance needs.
- Maintain communication with members through social media updates or newsletters to keep engagement levels high.
- Provide self-training programs for athletes who want to stay active during their break.
August – Post-Summer Evaluation
- Evaluate summer activities and collect feedback from staff, players, and parents.
- Resume full operations and launch autumn programs, ensuring a smooth transition from summer to regular schedules.
- Review financial outcomes of summer activities to assess budget efficiency.
- Hold debrief meetings to discuss improvements for next year’s summer planning.
Action Plan – Who Does What?
A clear division of responsibilities ensures efficient planning and execution. Here is one example of a checklist for a sports club for a summer period.
| Task | Responsible | Deadline |
|---|---|---|
| Plan staff vacations | Club Manager/Board | April |
| Inform members about summer plans | Communications Officer | April |
| Review budget and funding | Treasurer | April |
| Ensure venue availability | Facilities Manager | April |
| Confirm tournament and camp registrations | Sports Director/Coaches | May |
| Plan summer training schedule | Head Coach | May |
| Prepare for autumn season | Club Management/Coaches | May-June |
| Organize summer job roles | Assigned Mentor | June |
| Ensure administration is ready | Administrator | June |
| Coordinate with tournament organizers | Event Coordinator | June |
| Provide self-training programs | Head Coach | July |
| Monitor ongoing activities | Club Manager | July |
| Evaluate summer activities | Club Manager/Board | August |
| Review financial outcomes | Treasurer | August |
| Hold debrief meetings | Club Board | August |
Checklist for Summer Workers
- Introduction and orientation for summer staff, including club policies and expectations.
- Assign clear responsibilities and mentors to guide new employees or volunteers.
- Ensure adequate supervision and support throughout the summer period.
- Provide necessary training and resources to ensure smooth execution of tasks.
- Establish a reporting system for staff to raise concerns or suggestions.
- Conduct a mid-summer check-in to address any challenges.
- Evaluate and collect feedback from workers at the end of their term.
Sport Consultants – A Flexible Solution
If granting staff vacations while maintaining operations is a challenge, hiring a sports consultant can be an effective solution. Sportidealisten offers flexible support for:
- Administrative and operational management.
- Organizing tournaments, training sessions, and summer activities.
- Supporting board and management with planning.
- Providing temporary coaching and event coordination.
- Offering tailored solutions for short or long-term needs.
With our adaptable services, your club can decide when and how to use external expertise, ensuring that both staff and players get the best summer experience possible.
📥 Download the timeline sample here
