Season Planning Checklist for Club Treasurers

The decisions you make before the season starts determine whether you'll spend the next four months in financial chaos or smooth sailing. Here's your complete pre-season financial planning checklist.

6-8 Weeks Before Season Start

✅ Calculate Total Season Costs

Fixed costs (per player):

• [ ] League registration fees: $______
• [ ] Insurance or membership dues: $______
• [ ] Uniform package (jersey, shorts, socks): $______
• [ ] Player equipment (if provided by team): $______
• [ ] Facility rental (total ÷ roster size): $______

Variable costs (per player):

• [ ] Tournament entry fees (estimate for planned events): $______
• [ ] Referee fees (total ÷ roster size): $______
• [ ] Travel expenses for away games: $______
• [ ] Coaching stipend (if applicable, ÷ roster size): $______
• [ ] End-of-season banquet/awards: $______

Administrative costs:

• [ ] Payment processing fees (estimate 2-3% if using card payments): $______
• [ ] Website or team app fees: $______
• [ ] Background checks for coaches: $______
• [ ] Printing/communication costs: $______

Total per player: $______ Add 10% buffer for unexpected costs: $______ Final per-player cost: $______

✅ Decide on Payment Structure

Choose your approach:

Option 1: Pay in full

• [ ] Single payment of $______ due by [date]
• [ ] Offer 5% discount for payment before [early date]: $______

Option 2: Installment plan

• [ ] Number of installments: ______
• [ ] Amount per installment: $______
• [ ] Due dates: ______, ______, ______, ______

Option 3: Hybrid

• [ ] Deposit: $______ due by [date]
• [ ] Remaining installments: $______ due [monthly/biweekly]

Decision: We will use [Option] with payments due [dates]

✅ Set Up Payment Collection System

Choose your method:

• [ ] Cash (simple but hard to track)
• [ ] Venmo/Zelle (familiar but manual tracking)
• [ ] PayPal (widely accepted but higher fees)
• [ ] Dedicated dues collection app (automated but monthly cost)
• [ ] Team checking account with checks/bank transfers

Decision: Primary payment method will be: ____________

Set up account:

• [ ] Create team account (separate from personal)
• [ ] Configure payment platform