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Get help to find what you need

Club Matters offers support and guidance to clubs in a wide range of topics.

To help find what you need, select the option below which best describes your current situation.

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Get started

If your club is new or in the process of being set-up, we recommend exploring our Start a Club section.

This section is split into the following topics:

  • Things to think about before starting your club
  • The rules and structure your new club will adopt
  • The facilities and funding you will need in place
  • Raising awareness of your club
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For further information on the support available across Club Matters, visit our Get Started with Club Matters section.

Keep it up

If your club wants to maintain what it has, or check you’re doing the best you can, we recommend exploring our main topic areas in more detail.

Sign-up to workshops which cover key topic areas such as business planning, marketing, club structures, finances and tax.

Register for free for full access to our resources

Click on these boxes to access toolkits, online modules and interactive content. Have a look around to see which areas your club could benefit from.

For further information on the support available across Club Matters, visit our Get Started with Club Matters section.

Get back on track

My club is struggling on one or more areas and is looking for specific guidance.

We need help growing or maintaining our membership levels We need to manage our finances better We are looking for guidance on applying for funding We need more volunteers to help run our club We are unsure what good governance really means or how we can improve We don’t know if our club’s legal structure is right for us We need support with our facilities or lack of facilities We want to better understand our members and what they want from the club

Top Tips

1. Think about the best way to market your club to reach potential new members

2. Make sure your club is welcoming and inclusive to appeal to new members

3. Make your club experience extraordinary, so that your current members want to stay

Links

Check out the following pages for specific guidance:

Marketing Inclusivity Members and Participants

Top Tips

1. Get into a routine of checking your club’s financial position and keeping records

2. Plan for the future and develop a budget, to help you keep costs on track

3. Get your income from a variety of sources, to stay sustainable

Links

Check out the following pages for specific guidance:

Managing Money Budgeting Generating Income

Top Tips

1. Create a clear club development plan to show funders that you have realistic goals

2. Research the best funding for your club

3. Don’t forget the other ways to raise funds for your club, including fundraising, forming partnerships and gaining sponsorship

Links

Check out the following pages for specific guidance:

Club Development Plan Funding Guidance Generating Income

Top Tips

1. Look beyond your current volunteer base - don’t just rely on those who already have a link to the club

2. Convey the wider benefits of volunteering, such as improving a CV or boosting self-confidence

3. Improve the experience of your current volunteers to reduce the risk of them leaving

Links

Check out the following pages for specific guidance:

Finding Volunteers Developing Volunteers Keeping Volunteers

Top Tips

1. Governance is all about having the right people, policies, procedures and structure in place at your club

2. Protect your club’s reputation by creating, communicating and following a robust set of policies

3. Have an effective committee with clear roles and responsibilities, skills and experiences

Links

Check out the following pages for specific guidance:

Governance Policies and Procedures Effective Committees

Top Tips

1. Explore all the options available and consider seeking legal advice

2. Incorporating your club creates a separate legal entity and protects your committee and members from entering into contracts in their own name

3. Adopting charitable status or becoming a Community Amateur Sports Club (CASC) can provide benefits such as tax relief for your club

Links

Check out the following pages for specific guidance:

Club structures Incorporated Charitable Status CASC

Top Tips

1. Carry out risk assessments for the facilities you use

2. Hiring or leasing facilities is often the simplest solution if you only need to access them for a few hours each week

3. If you own your facilities, make sure you are clued up on business rates and energy saving measures to keep costs down

Links

Check out the following pages for specific guidance:

Club Facilities Risk Assessment Managing Costs

Top Tips

1. The way people participate in sport is changing, you need to make sure your club is flexible and can adapt to modern lifestyles and demands

2. Seek feedback from your members

3. Every club can improve, keep trying to make your club’s experience even better by creating and following an action plan

Links

Check out the following pages for specific guidance:

Understanding Your Members Understanding Your Offer Delivering a Great Experience Being Consistently Brilliant

Raise the bar

If your club is keen to develop and you want to improve your current offer, we recommend using our Club Improvement Tool.

The tool prompts you to think about how your club is performing now and where you would like it to be in the future. Based on your responses, the tool directs you to specific resources to help you reach your goals.

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For further information on the support available across Club Matters, visit our Get Started with Club Matters section.

Clubmark

Clubmark is Sport England’s universally acknowledged, cross-sport accreditation scheme.

If your club wants to achieve Clubmark accreditation or you want to find out more, we recommend exploring our Clubmark section.

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For further information on the support available across Club Matters, visit our Get Started with Club Matters section.

Club Management

Effective Meetings

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Types of meeting

The frequency and format for meetings will not be the same for all clubs, so just make sure that it is right for your club and all that are involved. Below are typical meetings that your club will hold:

Committee Meetings

These are meetings where officers meet to discuss club business and related matters on a regular, recorded basis.

  • Discussion items may vary from meeting to meeting and range from who is coaching the team next season, to who washes the kit.
  • Your club constitution should state how often the committee meets and the minimum number of committee members in attendance needed (quorum). It is recommended that a club committee should meet at least once every 3-4 months.
  • During the process of setting up a club it may be necessary to meet more often, reducing the frequency once the club is established.
  • The club secretary is generally responsible for the meeting time and venue and for giving notice to committee members.
  • You should appoint someone to take minutes at committee meetings to make sure all key discussion points and decisions are captured and recorded. These should be reviewed and approved by committee members and, if possible, circulated to the wider club so that they know what was discussed.

Annual General Meeting (AGM)

These are open to all club members and are held to make decision that affect what your club does and how it is run.

  • AGMs are an opportunity to:
    • Highlight the progress and achievements of the club over the past 12 months
    • Elect the Committee for the following year.
    • Discuss and vote on any changes to the constitution
    • Produce (and review) the club's annual accounts
  • The secretary is normally responsible for making arrangements for the AGM.
  • Usually the notice for an AGM is a minimum of 21 days (this should be stated in the club’s constitution).
  • All members should be notified and invited to make nominations for the election of officers.
  • The constitution should state the minimum number (or proportion) of members needed to attend for the AGM to be 'quorate' (to be empowered to make decisions).

Extraordinary General Meeting (EGM)

    EGMs are called when a minimum number of club members (specified in the constitution) wish to;

  • Amend a club rule
  • Amend the constitution
  • Discuss any other important or urgent matters which cannot wait until the AGM. (Committee members retiring en masse!)
  • Your constitution should detail why, when and how an EGM can be called, the notice required and how it should be managed.

Tips for AGMs and EGMs

    • Follow the constitution to the letter - don't leave room for protests that the procedures weren't followed correctly
    • Involve others in the planning process for the meeting - share the workload and the responsibility
    • Don’t use the AGM to ‘surprise’ people with important issues that were not raised beforehand!
    • Make the business part as brief as possible and then follow it with some form of social gathering.
    • Take advantage of the fact that it is a great opportunity to make your members feel part of a successful club and to get them involved with helping out.

It's as easy to get it right as it is to get it wrong. But if do you get it wrong, the meeting could be declared unconstitutional and you may have to start all over again!

Planning a meeting

Before you hold a meeting, ask yourself whether the meeting is necessary. To make sure the meeting will be an effective use of everyone's time, make sure you:
1. Have Objectives 2. Set an agenda 3. Allocate times to topics 4. Decide who should attend 5. Let attendees know date, time and venue 6. Ask attendees to RSVP 7. Send out a reminder 8. Allocate roles

During and after a meeting

During your meeting you should have someone capturing the key points being discussed, any decisions that are made and actions that individuals have agreed to carry out after the meeting. All of this information forms the minutes of a meeting. We have a Minutes Template available for your club to adapt and use. 

Following the meeting, it's worth getting your club chair or other suitable committee members to review and sign the minutes, to show that they are a fair representation of the discussions. Ideally these can then be circulated to the wider club, to keep them involved in the club's affairs and promote transparency around decisions.

Even with good planning and preparation, problems can still arise in meetings. See our Difficult Meetings page for guidance on how to deal with issues such as absenteeism, conflict and challenging personalities.

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