---
title: "Pre-Season Checklist: Everything Your Club Needs Before Round 1"
url: https://tidyhq.com/blog/pre-season-checklist-2025
date: 2025-01-28
updated: 2026-04-21
author: "Rob Flude"
categories: ["Club Operations", "Guides"]
excerpt: "The pre-season scramble is predictable. Use this checklist to get everything done before the first game, not during it."
---

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

> The pre-season scramble is predictable. Use this checklist to get everything done before the first game, not during it.

![Club operations - Pre-Season Checklist: Everything Your Club Needs Before Round 1](https://cdn.sanity.io/images/bp0k7h82/production/d42a2b347eae9ee18cf234c8411712c323648263-2400x1260.jpg?w=1200&fm=webp)

## 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](https://www.ausport.gov.au/) \- Pre\-season governance and compliance guidance for community sport clubs
- [Play by the Rules](https://www.playbytherules.net.au/) \- Safeguarding, insurance, and compliance checklists for sport organisations
- [TidyHQ](https://www.tidyhq.com/) \- Club management platform with membership renewals, event scheduling, and committee task tracking
- [Xero](https://www.xero.com/) \- Financial year setup and payment gateway integration for club treasurers

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Header image:  by Aleksandr  Poklad, via [Pexels](https://www.pexels.com/photo/group-of-winter-sports-enthusiasts-with-ski-gear-35988767/)

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Canonical: https://tidyhq.com/blog/pre-season-checklist-2025 | Retrieved from: https://tidyhq.com/blog/pre-season-checklist-2025.md | Published by TidyHQ (https://tidyhq.com)