Essential Guide to the Preseason Player/Parent Meeting ⋆ NLS

As a new or busy soccer coach, starting the season with clarity and organization is crucial. That’s where a preseason player/parent meeting comes in. It sets a positive tone and ensures everyone—players, parents, and coaches—is aligned. Here’s how to make these meetings impactful.

The Purpose of the Preseason Meeting

The preseason meeting is essential for laying the groundwork for a successful season. It allows you to:

Set clear expectations: Define what you expect from the players in terms of attendance, effort, and conduct.
Clarify logistics: Discuss practice and game schedules, locations, times, and the process for making complaints. This helps prevent confusion and ensures a smooth season.
Introduce policies: Cover everything from game day procedures to the team’s approach to tournaments.
Establish communication lines: Detail how parents can contact you and outline the chain of command for addressing concerns or complaints.

Timing and Preparation

Schedule this meeting 2-3 weeks before the season starts, giving families time to adjust their schedules. Here’s how to prepare:

Prepare a clear agenda: Have a written agenda to keep the meeting focused. Include all topics you intend to cover, from practice schedules to uniform requirements.
Choose the right format: While in-person meetings are ideal for engagement, online meetings via platforms like Zoom can accommodate busy families and allow for recording for those who can’t attend.
Consider scheduling: Sunday evenings often work best for families, as weekdays can be crowded with other activities.

Key Topics to Cover

Practice and Game Information: State where and when practices and games will be held, including which days of the week. Mention if players need to arrive early for warm-ups.
Uniform Requirements: Discuss what players need for home versus away games, and any equipment they must bring, such as shin guards, cleats, and socks. Clearly state the policy on jewelry, especially earrings. Provide links to order uniforms and inform parents about the delivery timelines to ensure everyone is prepared in advance.
Tournament Participation: Outline any upcoming tournaments, including commitments and costs involved.
Parental Involvement and Expectations: Set guidelines for how parents can support the team and what is expected of them at games and practices. Discuss the importance of the 24-hour rule, encouraging parents and players to wait a day after a game before discussing concerns.
Feedback and Communication Channels: Encourage open communication by providing your contact information and explaining the steps parents should take if they have feedback or concerns. Emphasize that concerns should ideally come from player to coach, then parent to coach, and finally to the club if needed. Detail the ways to communicate such as through a specific app, text, email, or phone calls, making sure to specify which methods are preferred for different types of communication.
Team Manager Role: If you don’t have a team manager, ask for volunteers. A team manager can handle administrative tasks, allowing you to focus more on coaching. Ensure the team manager coordinates jersey numbers to avoid duplicates.
Effort and Teamwork: Emphasize that effort and teamwork are crucial for the success of the team. Mention that lack of effort or poor sportsmanship could result in less playing time.

Additional Resources

Provide parents with additional resources that will be helpful throughout the season:

Maps to Fields: Ensure parents know where each game and practice will be held.
Formations and Strategies: Share the formations you plan to use, which can help players and parents understand their roles and the team’s strategy.
Equipment Sources: Provide a list of recommended places where they can purchase necessary equipment.

Conducting the Meeting

To ensure the meeting is efficient and effective:

Be organized and concise: Stick to your agenda and avoid tangents. Respect everyone’s time.
Encourage questions and feedback: Allow time for questions at the end of the meeting to clarify any doubts and engage families.
Be prepared: Be ready to discuss your coaching experience and background, which helps build trust and credibility.

Do’s and Don’ts

Do:

Stick to the agenda.
Use clear, simple language.
Encourage and answer questions.
Be prepared to speak about your coaching experience.
Ask parents which days work best for practice if you have flexibility.
Be professional in all communications and presentations.
Distribute handouts, including the agenda, season calendar, and contact list during or after the meeting.
Send a follow-up communication, via email or team app, to send out any additional information or updates after the meeting.

Don’t:

Ramble or cover irrelevant topics.
Skip important details like practice times or uniform requirements.
Be unprepared—this sets a poor tone for the season.

Sample Preseason Player/Parent Meeting Agenda

1. Welcome and Introductions

Brief introduction by the coach.
Introduction of any assistant coaches or team managers.
Explain the purpose of the meeting.
Highlight the importance of communication and understanding.

2. Season Objectives and Expectations

Discuss the team’s goals for the season.
Outline expectations for player attendance, punctuality, and effort.
Explain the importance of teamwork and sportsmanship.
Share information about the formations and strategies to be used.

3. Practice and Game Schedules

Provide details on practice days, times, and locations.
Discuss the game schedule and any travel requirements.
Mention the need for players to arrive early for warm-ups.
Provide maps to practice and game fields.

4. Uniform and Equipment Requirements

Detail home and away uniform components.
Discuss the policy on jewelry and the requirement for shin guards, cleats, and socks.
Provide links to where uniforms can be ordered and note the time it takes for delivery.
List recommended places for purchasing additional equipment.

5. Communication Policies

Provide contact information for the coach and team manager.
Explain preferred communication method such as team app, email, and/or text.
Outline the 24-hour rule for game-related concerns.
Discuss the appropriate steps for raising issues (player to coach, then parent to coach, then parent to club).

6. Roles and Volunteer Opportunities

Explain the role and duties of the team manager.
Request volunteers for the team manager position or other support roles.
Discuss how these roles help with team logistics and allow coaches to focus on coaching.

7. Q&A Session & Closing Remarks

Open the floor to questions from parents and players.
Address any concerns or clarifications needed regarding the information presented.
Encourage open communication throughout the season.
Thank parents and players for their attendance and commitment.

Agenda Template

To help you conduct an effective meeting, a Google Doc with a template agenda will be linked in this blog. This template is a customizable guide to ensure you cover all essential points.

Get Player/Parent Meeting Agenda

Holding a thorough preseason meeting is your first step in leading your team to a successful and enjoyable soccer season. It demonstrates professionalism and preparedness, qualities that inspire confidence in your leadership among both players and parents. Make this meeting a priority, and you’ll lay the groundwork for a great season ahead!