# Club annual calendar template

## The month-by-month template

Because seasons start at different times for different sports, this template runs on a season-relative spine — S is the first competition round, S−4 is four months before it. Map it onto real months once, at the top of your document, and the whole calendar becomes concrete.

| Point in the year    | On the field and in the club                                                                        | Money and compliance                                                           | Communications                                        |
| -------------------- | --------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------ | ----------------------------------------------------- |
| **S−5**              | Confirm which teams you are entering; appoint coaches; book grounds and facilities                  | Set fees for the season; draft the season budget; check insurance renewal date | Sound out last year's members about returning         |
| **S−4**              | Order uniforms and equipment (allow for supplier lead times)                                        | Affiliation renewal; open the funding application you flagged last year        | Announce the season dates and fees publicly           |
| **S−3**              | Open online registration; book the come-and-try or open day                                         | Registration payments start landing; reconcile weekly from day one             | Registration campaign — email, socials, school flyers |
| **S−2**              | Pre-season training starts; run the registration day; grade teams                                   | Screening checks and accreditations verified before anyone coaches             | Weekly reminders to unrenewed members                 |
| **S−1**              | Team lists published; player photos; facility working bee; first aid kits and defibrillator checked | Final fee chasing; confirm certificate of currency is on file                  | Welcome pack to new members; fixture release          |
| **S — round 1**      | Season opens; canteen and duty rosters live                                                         | Match-day float; weekly banking rhythm begins                                  | Match reports and results published weekly            |
| **S+1 to S+3**       | Mid-season review of teams, coaches and volunteers                                                  | Budget versus actual at the halfway point; chase outstanding fees              | Mid-season member survey; sponsor mid-season report   |
| **S+4**              | Finals preparation; volunteer roster for finals; presentation night booked                          | Presentation night budget; trophy and award orders                             | Save-the-date for presentation night and the AGM      |
| **S+5 — season end** | Finals; equipment returned and counted; last working bee                                            | Close the season's books; write off or chase remaining debts                   | End-of-season thank-you to volunteers and sponsors    |
| **S+6**              | Presentation night; life membership and award decisions                                             | Financial year close; accounts prepared for review                             | Season wrap-up and photo gallery published            |
| **S+7**              | Committee nominations open; succession conversations                                                | Annual report and financial statements drafted; statutory filing prepared      | AGM notice issued with the full required lead time    |
| **S+8**              | AGM; handover of roles; first meeting of the new committee                                          | New signatories lodged; subscriptions set for next year                        | New committee introduced to members                   |

That spine works for a winter code, a summer code, a two-season club or a year-round club — a year-round club simply runs two overlapping copies with different anchors. Add your own club-specific rows: a regatta, a carnival, a tournament weekend, a gala day, a quiz night, an annual dinner.

Mapping it to real months, most winter codes have round one in early April, which puts registration opening around January and the AGM in October or November. Summer codes with an October start put registration in July and the AGM around April or May. Two seasonal realities are worth marking on the calendar itself — the long summer break, when nothing gets read and no volunteer answers email, and the wet weather window mid-season, when you will need the ground-closure decision process to already exist rather than be invented on a Saturday morning.

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