Winter Sports Checklist for ADs

Winter Sports Prep: The Essential Checklist for Athletic Directors

Fall sports are wrapping up, and winter is just around the corner. Now’s the perfect time to take a step back and make sure your athletic programs are ready to roll. This checklist covers all the key areas, including budgets, facilities, teams, and communication, so you can head into winter with confidence.

1. Lock in Schedules and Contracts

  ✓ Confirm contracts: Make sure all contracts for coaches, officials, and transportation providers are finalized and signed. Double-check any special clauses or deadlines so there are no surprises mid-season.
  ✓ Double-check schedules: Verify practice times, game dates, and travel schedules. Look for conflicts with school events, facility availability, or holidays to avoid last-minute changes.
  ✓ Keep everyone in the loop: Share schedules and updates with coaches, staff, and stakeholders. A quick team meeting or email summary can prevent miscommunications and ensure everyone is informed.

2. Check Facilities and Gear

  ✓ Inspect everything: Walk through gyms, fields, locker rooms, and any other athletic spaces. Make note of any safety concerns, lighting issues, or maintenance needs that could disrupt practices or games.
  ✓ Inventory equipment: Go through uniforms, balls, nets, pads, and other gear. Order replacements or repairs for anything worn out, missing, or damaged.
  ✓ Plan maintenance: Schedule any repairs or updates now rather than scrambling mid-season. Coordinate with custodial staff or outside vendors to keep everything ready for game day.

3. Review Your Budget

  ✓ Look back at fall spending: Review your fall season expenses so far and see where you might have gone over or under budget. This gives you a clearer picture for winter planning.
  ✓ Plan for winter costs: Estimate expenses for travel, tournament fees, extra uniforms, equipment, and staff stipends. Build in a buffer for unexpected costs.
  ✓ Fundraising check: Identify opportunities to raise funds to cover gaps or support special programs. Using Snap! Raise can streamline fundraising for teams and the department, making it easy to cover travel, gear, or tournament expenses efficiently.

4. Communicate Like a Pro

  ✓ Meet with coaches: Pre-season meetings are the perfect opportunity to align on goals, expectations, and logistics. Discuss schedules, clarify roles, review budgets, and answer any questions before the season ramps up.
  ✓ Update parents and athletes: Keep your community informed with clear, timely updates. The Messaging functionality in the Snap! Mobile One platform lets you send messages directly to specific groups—coaches, athletes, or parents—so the right people get the right information without cluttering inboxes. And the FanX community engagement app acts as a centralized hub for schedules and updates giving everyone a single source of truth for your programs.
  ✓ Keep the lines open: Encourage questions and feedback from coaches, athletes, and parents. Make sure everyone knows where to go to find information and check in periodically to catch any miscommunications before they become bigger issues.

5. Health and Safety First

  ✓ Verify physicals: Make sure all your athletes are cleared to play. No exceptions. This is crucial for both safety and compliance.
  ✓ Review safety protocols: Double-check concussion procedures, emergency plans, and any other safety rules. Make sure your staff know where to find them.
  ✓ Train staff: Provide a quick refresher for coaches, assistants, and volunteers on safety procedures, first aid, and emergency protocols. Being proactive prevents problems down the line.

6. Plan for Special Events and Postseason

  ✓ Postseason prep: Have a clear plan for playoffs, tournaments, or additional games. Start thinking about travel, lodging, and equipment needs ahead of time.
  ✓ Special events: Schedule senior nights, spirit weeks, and other community events early so parents and staff can plan to participate.
  ✓ Budget extra costs: Make sure funds are available for travel, awards, meals, and other extras. Planning ahead reduces last-minute stress on your department and your coaches.

7. Keep Tabs on Your Programs

  ✓ Track performance: Keep an eye on team performance, attendance, and participation. It’ll help you spot problems before they get bigger.
  ✓ Gather feedback: Regularly check in with coaches, athletes, and parents to see what’s working and what could be better.
  ✓ Adjust as needed: Use the info you gather to tweak schedules, budgets, communication methods, or resources throughout the season. Staying flexible keeps programs running smoothly.

Bottom Line

A little prep now goes a long way. Following this checklist will help you keep budgets in line, teams supported, and programs running smoothly as you head into winter. Being proactive ensures your athletes, coaches, and community have a successful season.