# End of season report template for sports clubs (every portfolio)

## The template, portfolio by portfolio

Copy the outlines below into one document. Bracketed prompts are what to replace; the questions in each outline are the ones next year's committee will wish you'd answered.

### 1. President's report (1–2 pages)

The narrative of the season, written for members:

- **Season overview** — the story in three paragraphs: on-field summary, off-field highlights, the honest challenges.

- **Key achievements** — five to eight bullets: premierships and finals, membership growth, facility wins, grants received, milestone events.

- **Club health** — one paragraph each on volunteers, finances (headline only — the treasurer has the detail), and community standing.
- **Thanks** — sponsors by name, life members, standout volunteers, the committee.
- **Looking ahead** — the three priorities the president recommends for next season.

### 2. Treasurer's report (2–3 pages + statements)

The section with statutory weight. Attach the financial statements; the written report explains them:

- **Headline result** — surplus/deficit vs budget, in one sentence, then the two or three drivers of the variance.

- **Income breakdown** — registrations, canteen/bar, fundraising (by event, with net not gross — "the trivia night grossed $4,200 and netted $3,100" is the number that matters), sponsorship, grants.

- **Expense breakdown** — affiliation and insurance, ground hire and utilities, equipment and uniforms, events.
- **Balance sheet notes** — cash position, any debts owed to or by the club, asset register changes.
- **Recommendations** — fee settings for next season (with the modelling), cost risks on the horizon, reserves policy.

### 3. Registrar / membership report (1–2 pages)

The numbers that drive every other decision:

- **Membership table** — per age group/category: this season vs last season vs two seasons ago. Three-year trends tell the truth that single-year numbers hide.
- **Retention** — what percentage of last season's members returned? (The single most valuable number in the report.) Where did the losses concentrate?
- **Recruitment** — where new members came from: [registration day](https://clubhelix.com/guides/how-to-run-a-club-registration-day), word of mouth, website, school programs. Which promotion was worth repeating?
- **Process notes** — how registration ran: what percentage online, payment issues, the questions families asked most.
- **Recommendations** — categories to add or retire, fee friction observed, timing changes.

### 4. Coaching / on-field operations report (1 page + 1 page per team)

The coordinator's synthesis, then per-team pages:

- **Per team:** final ladder position and finals result; player numbers (started vs finished — mid-season attrition is a flag worth raising); development highlights; award winners; coach's three recommendations (grading, training nights, equipment).

- **Coordinator's synthesis:** coaching appointments and accreditation status; how grading and the [selection policy](https://clubhelix.com/guides/team-selection-policy-template) held up in practice (grievance count and themes); umpiring/officiating relationships; equipment condition and needs.

### 5. Volunteers & operations report (1 page)

- **The volunteer ledger** — roles filled vs vacant across the season, roster health (did match-day catering run on five people or fifteen?), estimated volunteer hours (grant applications love this number).
- **Facilities** — ground and clubroom condition, council interactions, maintenance done and needed.
- **Events** — each major event in two lines: attendance, net result, keep/change/drop verdict.
- **Recommendations** — the roles to recruit for first, the event to retire, the working bee timing that worked.

### 6. Communications & club administration (half–1 page)

- **Reach** — website traffic trend, email list size and open rates, social following, app adoption.
- **What cut through** — the announcements that worked and the ones that didn't; wet-weather comms performance.
- **Admin systems** — what's working, what's manual that shouldn't be, access and handover status ([who holds which admin roles](https://clubhelix.com/features/roles-permissions) — reviewed now, alongside the bank signatories, not discovered broken at pre-season).

### 7. Compliance & safety (half page)

- Incidents summary (count and severity, not names), insurance claims, working-with-children check currency, first-aid coverage, policy reviews due.

### 8. Season at a glance (1 page, up front)

The page most people will actually read — the summary table:

| Measure                         | This season | Last season | Trend |
| ------------------------------- | ----------- | ----------- | ----- |
| Registered members              | [412]       | [388]       | ▲ 6%  |
| Member retention                | [78%]       | [74%]       | ▲     |
| Teams fielded                   | [18]        | [17]        | ▲     |
| Finals appearances / titles won | [6 / 2]     | [5 / 1]     | ▲     |
| Net financial result            | [+8,400]    | [−1,200]    | ▲     |
| Sponsorship income              | [14,000]    | [11,500]    | ▲     |
| Active volunteers               | [64]        | [58]        | ▲     |
| Incidents reported              | [3]         | [7]         | ▼     |

If your club runs on an integrated platform, most of this table is a read-off, not a research project — membership counts, retention, event attendance and payment totals are already sitting in the admin, which is the quiet difference between a report that takes a season's worth of shoebox archaeology and one that takes an afternoon.

### 9. Recommendations register (1 page, at the back)

Every recommendation from every section, in one table: recommendation, raised by, accepted/parked, owner, due. This page _is_ the handover — it's the first document next season's committee opens.

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