Pre-Season Checklist: Everything Your Club Needs Before Round 1

The Same Things Happen Every Year

Pre-season is predictable. The same tasks recur. The same deadlines appear. The same items get forgotten until the last minute. A checklist makes the predictable manageable.

12 Weeks Before Season

Committee. Confirm all positions are filled. If not, recruit now - not two weeks before round one. Update TidyHQ with new committee members and their roles.

Budget. Review last year's income and expenses. Set the budget for the coming season. Get committee approval.

Membership fees. Review pricing. Decide if changes are needed. Update membership tiers in TidyHQ.

Governing body affiliation. Start the affiliation process. Check what documentation is required. Do not leave this until deadline week.

8 Weeks Before Season

Membership renewals. Send the first renewal communication. Automated reminders through TidyHQ go out at 30, 14, and 7 days before expiry.

Registrations. Open player registrations. Configure registration forms with required information - medical details, emergency contacts, photo consent.

Insurance. Confirm public liability and volunteer insurance is current. Update policies if coverage has changed.

Facilities. Confirm ground or venue bookings. Check equipment. Order what needs replacing.

Safeguarding. Confirm welfare officer appointment. Verify DBS/WWCC checks are current. Acknowledge governing body safeguarding framework.

4 Weeks Before Season

Financial setup. Ensure payment gateways (Stripe, BPay) are active. Test a transaction. Connect Xero for the new financial year.

Communication. Send the season launch email to all members. Include what is new, key dates, and how to register.

Events. Schedule pre-season events - come-and-try days, meet-and-greet, season launch party. Create in TidyHQ with online registration.

Volunteers. Recruit for season roles - canteen, scoring, ground setup. Set up the roster.

Sponsorships. Finalise sponsor agreements. Confirm deliverables. Upload logos for signage and communications.

2 Weeks Before Season

Final registrations. Review registration numbers against last year. If low, do targeted outreach.

Check outstanding renewals. Personal follow-up with members who have not renewed.

Committee meeting. Final pre-season committee meeting. Review the checklist. Confirm everything is on track.

Uniforms and equipment. Distribute uniforms. Check equipment is available and in condition.

Week Of Round 1

Confirm fixtures. Double-check first-round details with the league.

Communicate. Send a "see you Saturday" message to all registered members. Include ground details, times, what to bring.

Check-in setup. Test the event check-in on your phone or tablet for match-day attendance.

Enjoy it. You prepared. The systems are set. The admin is handled. Watch the game.

The Lesson

Every item on this list is the same as last year. And the year before. Pre-season is not unpredictable - it is unstructured. A checklist turns chaos into process. Use it, improve it, and hand it to the next committee.

References

• Australian Sports Commission - Pre-season governance and compliance guidance for community sport clubs
• Play by the Rules - Safeguarding, insurance, and compliance checklists for sport organisations
• TidyHQ - Club management platform with membership renewals, event scheduling, and committee task tracking
• Xero - Financial year setup and payment gateway integration for club treasurers