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'Help for sports clubs & volunteers in Wales'
People In Your Club

Club Welcome Pack / Handbook

First impressions really do count and this is certainly true when you’re welcoming new faces to your club.

One reason clubs struggle to keep members and volunteers coming back time and time again is because they don’t receive a proper welcome in the first place.

Have you thought about putting together a club welcome pack / handbook for your current and new members? Don’t be fooled by the name, this doesn’t have to be a heavy, old fashioned spiral bound large book!

A club welcome pack/  handbook sets out the culture of your club, the way you do things and expectations on all the members as well as useful contact numbers.  This not only demonstrates that your club is well managed and professional but also that you are keen to make an effort with all members, new and existing.

This type of information can easily sit on your website, your Facebook page or even a noticeboard!

 

Clubmark suggests you include some of the following in your Welcome Pack/Handbook:

  • A personal welcome from the Club Chairperson
  • Membership application form (if they have not already joined)
  • Club information:
    • History
    • Aims and objectives
    • Club policies and procedures
    • Clubmark information
  • Club handbook (annual/season)
    • Training session details
    • Contact information
    • Season welcome from captains/team managers
    • Team information
    • Fixtures lists
    • Membership categories and fees
    • Codes of conduct (players, parents/guardians, coaches, volunteers)
    • Social events calendar
  • A who's who guide to the club (with important contact details - specific attention to be paid to the Welfare Officer)
  • Information on how they can help out at the club (e.g. key volunteer roles needed at that current time)

It can be quite short and simple – so don’t worry about listing everything suggested here. It’s just a guide to some of the things you could be thinking about.  Take a look at this example:

Leeds Gymnastics Club Member Handbook