Your club has been set up to deliver a sporting/physical activity programme so few people want to spend their time setting up and working through club policy documents and procedures.

But a little time spent here at the beginning to make sure that everything is in place will mean less time and effort resolving problems in the future.

National Governing Body Affiliation

National Governing Bodies (NGBs) are the bodies of sport responsible for managing and developing sport in the country they cover. Their responsibility is also to organise national competitions, national team selection, talent identification and the delivery of coach education amongst a whole host of other duties.

They are also charged with providing local support to clubs in areas such as insurance and heath & safety.

Being affiliated to your NGB (the cost of this varies from one NGB to another) will allow you to be able to enter competitions, get your club coaches qualified, be eligible to apply for funding and a number of other benefits that will help and support you in developing your club.

For individual benefits, contact your NGB.

Putting together a clear action plan for your club is an excellent way to formalise your thoughts.  It doesn't have to be a complicated plan - the simpler the better! Why not create a working group to oversee a membership recruitment action plan

You may wish to consider asking for help and support from one or all of the following in getting ideas to attract new members:

• the National Governing Body for the sport;
• other local clubs in your area;
• a Sports Development Officer from your Local Authority Sports Development Unit.

The Future

To ensure your club has a long and vibrant future it is important that you have in place efficient and effective preparation and planning.

Communication is vital to make the local community aware of your club and the potential benefits to them - the more people who know about your club and what you have to offer; the more likely they will tell others and promote your club for you.

The benefits of participating in sport are well documented.

However for many it is important to have a final outcome rather than just play.

Playing programme

Therefore central to your club is the playing programme. This is a combination of coaching, training and competition, varing from sport to sport.

NGB's realise the importance of getting the playing programme right for children and young people and many are making recommendations based on the Long Term Athlete Development (LTAD) model in their respective sports.

Competition is often what attracts people to join a club and keeps them in membership. Each person wants to enjoy the sport at their own level; many want to improve their skills; some want to engage in competition with others. Some just want the social interaction but most members will also enjoy some social events with their friends at the club.

For your club to be successful it is vital that the pathways and structures in place enable people to learn basic skills, to participate at a level at which they are comfortable, to develop their competence and if desired perform at the highest level possible.

Competition programme

The provision of appropriate competitive opportunities for your club members is essential.

For some it is important to have competitions and therefore a structure in the form of leagues and tournaments are relevant. The following are possible ways to deliver a competition programme.

• Festivals;
• Intra/Inter Club Competitions;
• Regional and National Competitions.

Sports clubs have a vital role to play in providing sporting opportunities for young people, and young people have a vital role in providing the future success and development of sports clubs.

Before introducing young players to your club however you need to consider the responsibility of providing and taking charge of young people and how young people will affect other members of your club.

And don't forget about the wider community. Clubs should endeavour to create links with these groups as they could prove a valuable source of new members and volunteers.

• Action Plan
• Club Consent Form
• Club development plan template
• Club helper job description template
• Club welfare Code of Conduct template
• Junior action plan
• Junior Committee roles and responsibilities
• Running Sport - Fundraising
• Session planner template

Once your membership starts to grow, you may need to find a way to keep track of who attends training.

A simple membership record template may help you here.

For a junior club you may want to send out an introductory letter to parents/carers to give some information about things like the activities of the club, training times & venue and kit needs.

It's a good idea to create a 'Welcome Pack' for all new members. This will help them feel at-home more quickly.

A Welcome Pack might include:

• a welcome letter from the Chair;
• the club handbook, or list of club rules;
• details of the club programme, with important dates, times and locations;
• a calendar of training nights and match dates;
• information about your local leagues and competitions;
• contact details for the National Governing Body;
• important club contacts e.g. Treasurer, Secretary, Welfare Officer;
• copies of important club policies e.g. child protection policy, or the health and safety policy.

Get  to know your members….they may be able to help

It's important to get to know your members as they may have a skill that could benefit your club e.g. a lawyer to look at any new policies or legal documentation (e.g. facility lease), a journalist to write press releases, an accountant to take on the financial duties of the club (e.g. budgets, funding applications).

There are usually three types of general meetings:

Annual General Meeting (AGM)

A club AGM is held every year to:

• consider the club's annual report;
• elect officers for the club;
• discuss and vote on amendments to the constitution or club rules;
• produce the annual accounts;
• produce the chairman's annual report.

It's important to make sure that the AGM is well publicised (e.g. information available on the club notice board, local press, local community buildings) and welcoming to all your members.  The more involved they are in the whole process, the better. It is also a good opportunity to recruit 'new blood' into the club and onto the committee.

The club secretary is normally responsible for making all of the necessary arrangements for the AGM:

• allowing a minimum of 21 days (normally) notice for the AGM;
• arranging a suitable venue, date and time;

• sending/giving invites to members and nomination forms for the election of officers, if they wish.

Extraordinary General Meetings (EGM)

This meeting is called if at least a third of the club's members (or the proportion specified in the club constitution) wishes to amend a club rule, amend the constitution or discuss any other important, and/or urgent matters which cannot wait until the AGM.

Committee meetings

Committee meetings are organised by the elected officers of the club to manage the day to day running of the club. Regular meetings are important to make sure that the club has a process in place to plan, communicate and monitor progress.

• Attendance register
• Membership form
• Membership records

When you set up your club, the members need to decide what the best legal structure is for the organisation so that it can be formally recognised, a bank account can be opened in its name, and agreements can be entered into to hire facilities.

There are two legal structures that can be considered:

Unincorporated club

This is the most common structure used by the vast majority of sports clubs and organisations within the voluntary sector. The members come together and agree to establish the club with its own rules and operating procedures.  These are then set down in the Constitution e.g. appointment of office-bearers such as a chair, secretary and treasurer, the duties, powers and responsibilities of those appointed and elected and the rules governing membership.

There is a contractual relationship between the individual members of the organisation as they have agreed or "contracted" to come together for a particular purpose.  The association has no existence or personality separate from its individual members.

This structure is most suitable for:

• small local clubs;
• clubs without significant buildings, equipment, or financial assets;
• clubs that are not engaged in high-risk sports where accidents are far more likely and potentially costly if negligence could be proved;
• clubs that protect themselves against third party liability and negligence through a standard insurance policy for their sport.

As this type of association has no legal identity of its own, it cannot start legal action, borrow money, enter into contracts in its own name or hold property. If the association exists to benefit others, the property will normally be deemed to be held in trust.

One serious consequence that you should be aware of with this type of structure is that if something was to go seriously wrong ALL the members of the association are liable.  So, if the club goes bankrupt, all the members could be liable for the debts, irrespective of their individual financial circumstances.  Because this liability is unlimited, those with more wealth could be hit harder than those with relatively little money.

On the positive side, unincorporated associations are simple to set up and run.  You don't need permission from anyone else.  You create your own constitution and run your own affairs within these rules.  Most clubs are able to insure themselves against the more common risks and your National Governing Body is likely to offer an insurance scheme that you can join.

Incorporated club

This is a structure where the company (club) is a legal entity quite separate from its members.   The term 'limited' comes from the fact that the company's finances are distinct from the personal finances of their owners. Two forms of limited company exist:

• company limited by shares - where ownership and control lies with the shareholders.  This form is generally inappropriate for sports clubs;
• company limited by guarantee - where the members of the company each guarantee to pay a nominal sum (usually up to £5 each) in the event of the company being unable to meet its obligations.  This form is usually used for sports clubs wishing to incorporate as a company.

As the club is a distinct legal entity it is easier for the club to enter into contractual arrangements e.g. to borrow money, own buildings, or stage large events.  It is the club itself, rather than the individual members, that are responsible for the club's obligations and debts (unless one of the officers has acted negligently or fraudulently, in which case the individual remains personally liable).  Individual members can only be held responsible for the debts and obligations of the club up to the nominal value of their guarantee.

On the negative side, your accountancy costs will increase and the company will be regulated by Companies House, which has strict rules for reporting trading accounts and for the conduct of directors and other company officials.  More details are available if you visit Companies House.

The Charities Act 2006 (applying to England and Wales) has introduced modernising reforms to charity legislation. It is now possible for sports clubs to apply for registration as a charity.

There are two main benefits:

• charitable registration sets up your club as a corporate body and legal entity;
• charities are able to benefit from more favourable tax treatment including Gift Aid on donations, discretionary relief on rates, and other tax benefits.

For more information visit the Charity Commission.

A constitution sets out the purpose and the rules of your club such as:

• the objective(s) of your club - what you want to do or provide;
• the different types of membership - adults, juniors, social;
• the rules under which your club operates;
• how the affairs of the club will be managed;
• how the members control the club

• Running Sport - Role of Chair
• Running Sport - Role of secretary
• Running Sport - Role of treasurer
• Template Club Chair job description
• Template Club Secretary job description
• Template Club treasurer job description

Insurance is an essential responsibility for every club. It is very important to make sure that you have adequate cover to protect the activities that your club delivers.  If you have any concerns or queries, you should approach your National Governing Body or your insurance company.

It is always helpful if you can recruit someone with legal knowledge onto your committee - or to at least know one or two members who may be able to provide you with friendly legal advice when needed.

You need to make volunteers aware of the type of insurance the club has, what it covers, and any restrictions. Volunteers must understand and work within their role description and the insurance company must have details of all volunteer roles.

Car insurance

Volunteer drivers should confirm that their car insurance is appropriate to cover use of their car for this purpose.  The club should check and update insurance cover for any vehicles it owns.

Coaching Insurance

Coaches need insurance. If you are a member of the National Governing Body insurance cover may be a part of this membership; but you should check. Insurance for coaches is available from:

• National Governing Body membership schemes - (check if insurance cover is offered as part of membership);
• SportsCoach UK - insurance cover is included as part of the membership service;
• Perkins Slade - or other independent insurance brokers that offer cover for sports coaches.

Putting a child protection policy and procedures in place at your club will help to protect your junior members whilst also protecting your volunteers.

All procedures should be specific to the particular circumstances of your sport and your club. Many Governing Bodies have their own guidelines on Child Protection for clubs and where these exist they should be followed.

Contact your National Governing Body as a first step to determine what arrangements they have already made.  Where there is not a policy that you can adopt from your NGB, there are a number of other ways to help you in developing your own.

A template Child Protection Policy is available and will provide guidance for developing a child. Alternatively visit the CPSU webpage on Developing a Child Protection Policy .

Once the foundations of your club are in place you should be aiming to develop a child protection implementation plan.

The implementation plan is a comprehensive plan which ensures robust child protection procedures are being developed. The implementation plan is based on the NSPCC 5 standards and focuses on the following areas of your child protection procedures:

1. The Policy;
2. Procedures;
3. Practices;
4. Education and Training;
5. Implementation and Monitoring.

Working on an implementation plan will ensure that your existing child protection policy and procedures are developed to ensure your club has a robust approach to the welfare of children and young people. It is also a useful tool to help evaluate you club's policies and procedures and to keep them up to date with changing legislation and guidance.

The Child Protection in Sport Unit have their own website resources and training events that you can access to make sure your club has everything in place.

It's important to make sure that the club meets and trains in a safe environment and that the facilities and equipment you use are 'fit for purpose' and appropriate for the age and ability of the user group.

You can check this by carrying out a 'risk assessment' - to make sure that the facilities and equipment comply with your NGB standards.  This assessment will help you to:

• identify an unsafe condition;
• decide what corrective action is required;
• determine who is responsible for correcting it;
• ensure that it was corrected properly.

Policy

• Child Protection Implementation Policy
• Child protection Implementation template
• Constitution template
• Health and safety template
• NSPCC Child protection policy and procedures
• Running Sport - Getting it right
• Welfare policy statement template

Risk Assessment

• Incident report form
• Risk assessment form
• Template incident - Accident Guidelines
• Template incident report form
• Template Risk Assesment disability sport
• Template Risk assessment form 1
• Template risk assessment form 2
• Template Risk Rating guidelines