Key Responsibilities of Booster Clubs During the Sports Season
Fundraising Activities and Financial Management
Each new season brings a flurry of fundraising opportunities. Options range from setting up concession stands at games, merchandise sales, and organizing raffles, to hosting community events like golf tournaments.
These events are instrumental in supporting necessary purchases such as uniforms, training equipment, donations to support team travel, and other activities that contribute to a well-rounded student-athlete experience.
To effectively manage funds and maximize these opportunities, consider the following best practices:
Managing funds
Maintain a Dedicated Booster Club Bank Account: It’s vital to establish a separate bank account specifically for the booster club. This separation ensures transparency and makes it much easier to track donations and expenditures.
Use Dual-Signature Checks: Require two signatures on all checks to reduce the risk of misappropriation and fraud. This adds a layer of oversight and trust within your financial operations.
Provide Financial Transparency: Regularly share financial statements and reports with club members and stakeholders. This practice builds trust and reinforces a culture of accountability.
Keep Detailed Records: Accurate records of all income, outlays, and receipts are crucial, especially if your booster club is a tax-exempt nonprofit. Familiarize yourself with IRS compliance requirements, such as filing Form 990 if necessary.
Building Community Relationships and Support
Beyond fundraising, booster clubs are often a vibrant life force that energizes school spirit and community involvement. They are instrumental in rallying parents, alumni, and local businesses to create a robust support network. Building strong community ties can have a direct impact on fundraising success and volunteer engagement.
To enhance community relationships, consider the following approaches:
Host Engaging Events: Organizing team dinners, pep rallies, or tailgates can energize school spirit and community bonding. These events allow parents, students, and alumni to connect and celebrate their teams together.
Seek Out Partnerships: Work with local businesses to secure sponsorships, in-kind donations (like a place to hold team banquets or dinners), or volunteering support. Building these partnerships can significantly boost your resources and enhance community ties.
Align with School Administration: Ensure that all of your activities align with your school’s administrative policies and guidelines. Coordination is critical for using facilities, scheduling events, and maintaining consistent messaging.
Maintain a Positive Public Image: Strive for transparency, inclusivity, and mission-driven initiatives in all club activities. Being open about your goals and achievements will help foster a positive perception in the community.
Promote Volunteer Opportunities: Engage the community by promoting various volunteer opportunities within your booster club. A vibrant volunteer base can significantly reduce operational burdens and create a sense of belonging among participants.
Understanding Booster Club Insurance and Its Significance
What Is Booster Club Insurance?
Did you know that as an individual member or officer of your group, you could be held personally liable for an accident that occurs at one of your events? In fact, your personal assets could be at risk if you were sued because of something that happened at one of your group’s events.
That’s why Booster Club Insurance exists. It not only protects your group, but also protects your members and officers.
AIM offers a suite of insurance products specifically crafted for booster clubs that are designed to match your unique liabilities, volunteers, and events.
Policies available include:
- Event Insurance (General Liability) – Covers bodily injury, property damage, and lawsuits arising from booster events, both one-day and annual options.
- Embezzlement Insurance (Fidelity Bond) – Protects your funds if a trusted individual misappropriates club money.
- Property Coverage (Inland Marine) – Safeguards items like popcorn machines, merchandise, raffle prizes, and equipment against theft, fire, damage, or vandalism.
- Directors & Officers (D&O) Liability – Shields officers and volunteers from personal liability arising from good-faith decisions, including mismanagement or allegations of misleading statements.
AIM’s pricing is affordable—policies can start as low as $50 per year, depending on coverage type.
Why Booster Club Insurance Is Essential
Legal Risks for Your Officers: Booster club leaders, even volunteer officers, can be held personally liable in lawsuits resulting from accidents, mismanagement, or errors. Directors & Officers Liability Coverage protects you from personal financial repercussions.
Risks of Operating Uninsured: Schools may assume your events are covered by district insurance – but that’s often not true. Without proper coverage, your club could face school district conflicts, lawsuits, or financial ruin due to accidents, theft, or other unforeseen events.
Peace of Mind & Sustainability: Insurance enables you to focus on supporting student-athletes, rather than worrying about potential catastrophes. From slips and falls to monetary losses or damaged property, choosing booster club insurance helps secure the long-term viability of your group.
For more information on why your booster club needs insurance, check out this article.
Volunteer Management and Support for Sports Teams
Volunteers are the heartbeat of booster clubs, dedicating their time and skills to ensure smooth operations. From staffing concession stands to organizing fundraisers, engaged volunteers are invaluable. Yet, mismanagement of volunteers also presents potential liability risks.
To effectively manage volunteers, consider the following best practices:
Recruit Thoughtfully: Take a strategic approach to recruiting volunteers, ensuring they are fully aware of their roles and responsibilities. A clear understanding of expectations minimizes confusion.
Provide Role Descriptions and Training: Offer formal role descriptions, as well as safety training and guidelines for event conduct. Proper training empowers volunteers to perform their duties safely and effectively.
Implement Volunteer Policies: Formalizing volunteer policies ensures consistency and professionalism in managing your volunteer workforce. These policies can cover areas such as behavior expectations, confidentiality, and conflict resolution.
Protect Students: For activities involving student interaction – such as running water stations or handing out medals – consider implementing background checks or safety training protocols.
Keep Your Group Secure: Keep detailed volunteer agreements or acknowledgment forms, clarifying expectations and liability guidelines.
Stay In Touch: Utilize clear communication channels – emails, team apps (e.g., Remind, group chat platforms), or scheduled briefings – to reduce confusion and ensure coordination. Clear volunteer management not only protects your club but also strengthens its reputation for professionalism and care.
Navigating Challenges Faced by Booster Clubs
Compliance and Regulation
Know your district policies: These can differ widely from school to school. Always coordinate with administrators to understand what is or isn’t permitted – especially with event venues, fundraising activities, and messaging. Being compliant with these policies is job one.
Understand IRS regulations: If you’re a 501(c)(3) nonprofit, ensure you file Form 990, use funds appropriately, and maintain transparent records.
Avoid authority conflicts by aligning booster club activities with school parameters and administrative oversight.
Mitigating Risks and Liabilities
Assess risk assessment: For each event, plan on the potential liabilities your group may face, such as accidents, injuries, property damage, weather issues, etc.
Know what’s not covered: While AIM insurance covers many fundraising events, sports-based activities like tournaments are not covered. Make sure your club understands this limitation and plans accordingly.
Use proper documentation for every event:
- Waivers for participants or attendees at high-risk events.
- Contracts with vendors, concession operators, or entertainment providers.
- Certificates of Insurance (COIs) are another way for vendors to confirm they’re insured.
- Need sample forms to help you get started? AIM has you covered: https://aim-companies.com/sample-forms/
Keep thorough documentation:
Have someone capture meeting minutes (formal, concise, stored securely) to reflect decisions, voting, motions, and delegations. You should also keep all of your expense reports, fundraising income, sponsorship contracts, and volunteer logs in a safe and secure place.
Conclusion and the Future of Booster Clubs
As the first game approaches, your booster club has an exciting opportunity: to rally support for your team, elevate school spirit, and deliver unforgettable experiences for students and families. Your dedication ensures that your student-athletes have the resources they need and that each event strengthens your community.
But all that fun shouldn’t come at the risk of financial instability or personal liability. Before the first play, ensure that you’re covered with AIM Insurance. That way, you’re protected during setup, teardown, volunteers, property, and medical payments.
Here’s to a great season, filled with the safe players, big plays, and a well-protected booster group cheering on every play!