Rather than waiting until the start of the season, beginning early ensures ample time to get paper work completed.
Here are some tips to help with your registration planning including a timeline, forms/information checklists and general advice.
Registration Planning Timeline
Forms Checklist
Information Checklist
Additional Tips & Advice
Registration Planning Timeline:
A good time to begin the planning process for registration is January.
Plan to have registration run the first three weeks of June.
Enlist several staff members or volunteers to help at the registration site.
Make decisions regarding the cost and dates of registration.
Arrange to have registration occur while school is in session because the players will be around and are much harder to reach once summer starts and families take vacations.
Request the permit to use a school, recreation center, or local community center for on-site registration.
Permit requests usually need to be in by January.
Prepare incentives for registrants whereby you base pricing on early bird, regular, and late registration.
Set flexible times for registration on the weekends keeping in mind that many registrants participate in other sports.
Begin registration around 9am and go until 2pm or 3pm.
Forms Checklist:
Player registration form - includes player contact information, age, weight, special medical conditions, emergency contacts, experience level, and pre-arranged absences.
Parental consent form - gives the player parental permission to participate in football, verifies that the players is in healthy condition, asks for volunteers.
Codes of conduct - explains to players and parents what is appropriate behavior and what will not be tolerated by the league.
Information Checklist:
Age-weight schematic - This informs parents and players of the league age-weight classifications.
Driving directions - Distribute driving directions to both practice and game fields.
Coach contact info - Give parents and players the information and contact numbers for their coach.
Calendar/schedule - Supply parents and players with a calendar that includes events, important dates, and game schedules.
League information - Detail on paper for parents and players, what the league expects from them and what they can expect from the league. Include league contact information to be used throughout the season.
Participation requirements - Inform parents and players of any requirements for play.
List of clinics - Provide parents and players with a list of clinics they can participate in before the season begins.
Additional Tips & Advice:
Communication - Request an email address from parents on the main registration form. Email is the best way for mass communication regarding game schedules, cancellations, and other important pieces of information to be relayed during the season.
Volunteers - Target areas where volunteer help is needed on the main forms to try and grab parent volunteers.
Date of birth - Confirming the date of birth can be difficult if parents aren't able to locate birth certificates. Many states offer an alternative to that proof of age is asking registrants to get picture ID cards from the Department of Motor Vehicles. These ID cards are generally good for five years and are hardest to falsify.
Weight classification - At the time of registration, players write their weight on the main registration form. A few months later when the season begins, chances are the player's weight may have changed. To get an accurate weight in order to place players on the proper team, have a weigh-in at the first practice and reshuffle teams as needed.
Physicals - A common problem that arises during registration is players having outdated physicals older than one year. Prior to each season, players should be required to verify their physical health.
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