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
• [ ] Test payment flow with a small transaction
• [ ] Prepare payment instructions for families

✅ Create Financial Tracking System

Choose your tool:

• [ ] Spreadsheet (Google Sheets template)
• [ ] Accounting software (QuickBooks, Wave)
• [ ] Dues collection platform with built-in tracking

Set up tracking categories:

• [ ] Income: Dues, Fundraising, Sponsorships, Other
• [ ] Expenses: Facility, League Fees, Tournaments, Equipment, Uniforms, Other

Create templates:

• [ ] Income/expense tracking sheet
• [ ] Monthly financial summary template
• [ ] Outstanding balance report

✅ Draft Financial Policies

Payment policy:

• [ ] Due dates for each installment
• [ ] Grace period before late fees/consequences: ______ days
• [ ] Consequences for late payment: ____________
• [ ] Accepted payment methods: ____________
• [ ] Process for requesting payment plan modifications

Refund policy:

• [ ] Before season start: % refund minus $ fee
• [ ] Weeks 1-4: ______% refund
• [ ] Weeks 5-8: ______% refund
• [ ] After week 8: ______% refund
• [ ] Exceptions for medical/relocation: ____________

Tournament fee policy:

• [ ] How fees will be announced: ____________
• [ ] Payment deadline timing: ______ days before event
• [ ] Refund terms for tournament-specific fees: ____________

Hardship accommodation:

• [ ] Process for requesting custom payment plans
• [ ] Who to contact: ____________
• [ ] Confidentiality commitment

4-6 Weeks Before Season Start

✅ Prepare Season Budget Document

Create one-page budget showing:

• [ ] Total expected income (dues × roster size)
• [ ] Itemized expected expenses
• [ ] Projected ending balance
• [ ] Tournament schedule and estimated fees
• [ ] Fundraising goals (if applicable)

Get feedback:

• [ ] Share draft budget with coaching staff
• [ ] Review with league/club administrators (if applicable)
• [ ] Adjust based on feedback

✅ Organize Financial Documents

Create folder structure (physical or digital):

2026 Fall Season/
├── Budget and Planning/
│   ├── Season budget
│   ├── Payment schedule
│   └── Financial policies
├── Income Records/
│   ├── Dues payments
│   ├── Fundraiser revenue
│   └── Sponsorships
├── Expense Records/
│   ├── Facility receipts
│   ├── Tournament fees
│   ├── Equipment purchases
│   └── Uniform orders
└── Monthly Summaries/
    ├── September summary
    ├── October summary
    └── [etc.]

• [ ] Set up folder structure
• [ ] Determine document retention: keep for ______ years
• [ ] Establish backup system (cloud storage, physical copies)

✅ Identify Financial Support Roles

Designate responsibilities:

• [ ] Primary treasurer: ____________ (email: ______)
• [ ] Backup/co-signer: ____________ (email: ______)
• [ ] Financial oversight (optional): ____________

Define roles:

• [ ] Who collects payments?
• [ ] Who tracks income/expenses?
• [ ] Who approves purchases over $______?
• [ ] Who communicates with families about payments?
• [ ] Who prepares monthly financial summaries?

✅ Plan Communication Strategy

Determine channels:

• [ ] Email list (create/update)
• [ ] Team communication app (set up)
• [ ] Text message system (opt-in list)
• [ ] Team website or portal (update)

Schedule key communications:

• [ ] Season welcome email (including payment info): [date]
• [ ] Payment reminders: [dates]
• [ ] Monthly financial updates: [day of month]
• [ ] Tournament fee announcements: [timing]

Prepare templates:

• [ ] Welcome email with payment instructions
• [ ] Payment reminder message
• [ ] Late payment notice
• [ ] Monthly financial summary
• [ ] Hardship discussion email

2-3 Weeks Before Season Start

✅ Hold Parent Meeting

Financial agenda items:

• [ ] Present season budget and total costs
• [ ] Explain payment schedule and due dates
• [ ] Review payment methods and instructions
• [ ] Discuss refund policy
• [ ] Explain late payment consequences
• [ ] Offer hardship discussion (private)
• [ ] Q&A session

Materials to bring:

• [ ] Printed budget handout
• [ ] Payment schedule one-pager
• [ ] Financial policy summary
• [ ] Sign-up sheet for payment platform (if applicable)

Get acknowledgments:

• [ ] Create acknowledgment form for families to sign
• [ ] Collect signed forms at meeting or via email

Sample acknowledgment text:

I acknowledge that I have received and reviewed the 2026 Fall Season financial information, including:
- Total season cost of $______
- Payment schedule: [dates and amounts]
- Refund policy
- Late payment consequences

I understand that my player's participation may be restricted if payments are not current.

Parent signature: _________________ Date: _______

✅ Test Payment System

Conduct end-to-end test:

• [ ] Make a test payment yourself
• [ ] Confirm payment appears in tracking system
• [ ] Verify receipt/confirmation is sent to payer
• [ ] Test refund process (if possible)
• [ ] Ensure you can generate reports

Identify issues:

• [ ] Document any problems encountered
• [ ] Resolve technical issues before go-live
• [ ] Prepare troubleshooting guide for common problems

✅ Finalize Vendor Contracts

Confirm commitments:

• [ ] Facility rental agreement signed
• [ ] League registration deadline: [date]
• [ ] Tournament registrations: [dates]
• [ ] Uniform order deadline: [date]
• [ ] Insurance/background checks completed

Note payment deadlines:

• [ ] Create calendar of when team funds are needed
• [ ] Ensure payment schedule collects funds before major expenses
• [ ] Identify any upfront costs you'll need to cover temporarily

1 Week Before Season Start

✅ Send Season Welcome Email

Include:

• [ ] Season schedule and important dates
• [ ] Total cost and payment schedule
• [ ] Payment instructions (links, account info, etc.)
• [ ] Link to team financial policies
• [ ] Contact info for payment questions
• [ ] Deadline for first payment (with calendar reminder)

Attach:

• [ ] Season budget PDF
• [ ] Payment schedule PDF
• [ ] Refund policy document

✅ Set Up Automated Reminders

If using payment platform:

• [ ] Configure automatic reminders for upcoming due dates
• [ ] Set reminder timing: ______ days before, on day of, ______ days after
• [ ] Customize message templates
• [ ] Test reminder delivery

If using manual system:

• [ ] Create calendar reminders for yourself to send payment reminders
• [ ] Prepare reminder message templates
• [ ] Set up mail merge or group messaging (if applicable)

✅ Final Checklist Review

• [ ] Payment system ready and tested
• [ ] Tracking spreadsheet/software set up
• [ ] Budget finalized and shared with families
• [ ] Financial policies documented and acknowledged
• [ ] Communication plan established
• [ ] Key vendor deadlines noted
• [ ] Oversight/co-signer roles confirmed
• [ ] Document storage organized
• [ ] Parent meeting completed
• [ ] Welcome email sent

During the Season: Monthly Maintenance

Week 1 of each month:

• [ ] Review all payments received in prior month
• [ ] Update tracking spreadsheet
• [ ] Identify late/missing payments
• [ ] Send reminders to late payers

Week 2 of each month:

• [ ] Reconcile income against expenses
• [ ] Prepare monthly financial summary
• [ ] Send summary to all families
• [ ] Update budget projections if needed

Week 3 of each month:

• [ ] Follow up on still-outstanding payments
• [ ] Review upcoming expenses
• [ ] Confirm sufficient funds for next month's costs
• [ ] Address any hardship requests

Week 4 of each month:

• [ ] Back up all financial records
• [ ] File receipts and documentation
• [ ] Prepare for next month's payment cycle

End of Season: Closeout Checklist

• [ ] Collect all outstanding payments
• [ ] Pay all remaining vendor invoices
• [ ] Reconcile final income and expenses
• [ ] Calculate surplus or deficit
• [ ] Prepare end-of-season financial report
• [ ] Distribute surplus (refund, carry forward, or team benefit)
• [ ] Archive all financial documents
• [ ] Conduct post-season financial review
• [ ] Document lessons learned for next season
• [ ] Hand off records to next season's treasurer (if applicable)

Common Pre-Season Mistakes to Avoid

Underestimating costs: Always add a 10% buffer. Unexpected expenses always appear.

Unclear payment deadlines: "Pay by the start of the season" is vague. Use specific dates.

No refund policy: Decide this before anyone pays, not when someone asks to leave.

Mixing personal and team funds: Set up separate accounts from day one.

Skipping the parent meeting: Financial surprises mid-season create resentment. Set expectations upfront.

No backup/oversight: Solo financial management invites errors and accusations.

Waiting too long to collect: If your first major expense is week 3 but first payment isn't due until week 4, you're in trouble.

Time Investment

Initial setup (first time): 10-15 hours Pre-season prep (subsequent seasons): 5-8 hours Ongoing maintenance: 2-3 hours per month End-of-season closeout: 3-5 hours

Total time investment: ~30-40 hours per season

Time saved vs. chaos: Countless hours not spent chasing payments, answering "did you get my payment?" questions, or untangling financial messes.

The Payoff

A well-planned financial system means:

• Parents pay on time because expectations are clear
• You spend minutes, not hours, on financial admin each week
• No mid-season scrambling to cover unexpected costs
• Transparent records that build trust
• Smooth transition to next season's leadership
• More time coaching and less time bookkeeping

The season starts the moment you finish this checklist—not on the first day of practice.

Plan well, communicate clearly, and the money part of team management becomes the easy part.