So you volunteered to be Team Mom or Team Parent. Now What? The following information will get you on the right track so do not worry. You will find the time you put in for volunteering as Team Mom rewarding and fun. Generally speaking, the Team Mom’s duties and responsibilities are to do the administrative tasks for the team which will allow the coach to concentrate on coaching, the players and team development.
- Team Mom meeting – Attend the Team Mom meeting and receive the information to pass on to the coach and parents. At this meeting you may have to pick up the fundraiser (if any) for those players electing to participate in the fundraiser. Some organizations offer a buyout. In other words, parents can pay additional money and skip selling candy, pop corn or other fundraising activity. You may also receive the team’s uniforms. Be sure to bring them to the practice and pass them out to the team after you have written down which jersey number will go to what teammate.
- List of players – Make a list of all players and include their name, parents’ name and telephone number. It is a good idea to put a parent as a contact in your cell phone as well. In case of an unexplained absence, you’ll quickly be able to call the parent. Always carry you cell phone with you. A player might miss a game because they have the wrong game time – Yikes!
- Team roster – You’ll be responsible for making a team roster and snack schedule. Begin by listing the scheduled game date, location and time. Next add the team player that will be responsible for bringing snacks that day (numerical jersey order is a good place to start). It’s easier to combine the roster, game and snack schedule on the same form. (See sample forms on our Newsletter). Snacks kids of all ages enjoy are: crackers, cookies, grapes, oranges, fruit snacks, jerky, applesauce or fruit cup (don’t forget the spoon), juice box, water or Gatorade. Older kids love sun flower seeds, nuts (check for food allergies first) and potato chips. You can get a feel for what the parents like their kids to have after just a few games.
- Email parents – Obtain each parent’s email address and send out a “Hey I’m Team Mom” email as soon as you can. You will want to always keep parents informed of what’s going on. If the coach hasn’t done so already, be sure to let them know when practices are expected, how early they need to show up before the game, etc. Always include a signature at the bottom of your emails and always put your cell phone number. This way, parents won’t have to search for a previous email with your number – they can it expect it to accompany your email signature every time.
- Create your team’s website on Shutterfly – With today’s technology, staying connected with team information is easier than ever with a Shutterfly Team Page. With Shutterfly, you can create a free webpage for your sports team where you can input the Team’s Practice schedule, Game schedule, Snack Bar Duty schedule, Snack schedule AND you can post pictures of the game so all and relive the moments. Once this information has been entered into your Shutterfly Team Page you as a BestTEAMMOM are pretty much hands off with notifying parents of upcomings games and practices because Shutterfly does it for you. Please still have at least one paper copy of the above mentioned Roster & Snack schedule. Why? Because even in this day and age, there may still be parents or grandparents that just don’t login to a computer or have a phone where they can receive e-mail in order to get the game notifications from Shutterfly. Also, your coach may ask you information about a player and rather than taking ten minutes to look it up on your technology device of choice, it would be much easier to be able to pull it out of your coordinator book
- Uniforms – You may have to coordinate uniform pickup and distribution. They should be passed out to all players and their name and uniform number recorded. The best place to put this information is on the Snack and Team Schedule roster sheet. (See sample forms on our Newsletter)
- Be prepared to coach/referee/umpire/keep score – Sometimes the coach may have a coaching conflict either at the practice or game. You may have to step in and
- Practice with the team
- Keep score and stats (soccer, football, baseball, softball)
- Referee – (soccer)
- Umpire – line umpire (baseball, softball)
- Order the team banner – For baseball/softball, you typically know the team name already so order the banner right away and let the parents know what their share of the cost will be. If you are new to this, check with the coach for any preferences he or she may have. For soccer, part of the fun of playing on a team is making up the team name. Don’t let the team and coach wait too long to determine a name. Ideally you want to have the banner ordered and received before the first game. Your name may go on the banner if required or desired by the sports organization however determine that aspect with the coach. After you’ve ordered the banner, let each parent know what the cost per player is and collect for the banner. Most likely you will also be responsible for bringing the banner to each game.
- Try to get a sponsor – If you know someone who has a business you can solicit a letter requesting a sponsorship for the team. The sports organization should have the forms for you to give to businesses. If you do receive a sponsor, be sure to thank them with a plaque and by inviting them to the end of the season party.
- Attend practices and games – Please make every effort to be at all practices and games. Usually the coach will provide team information such as any scheduling changes, time to meet prior to the game, etc. It’s easier for the Team Mom to hear this first hand and send an email reminder out to those parents who may have missed the practice. If you can’t make a practice or game, please let the coach know ahead of time and be sure to call him or her for any information that was given to parents so that you can send out an informational e-mail.
- Keep registration information –For some sports organizations (such as soccer and football) it is required that the Team Mom keep a copy of the players information which contains their authorization for medical releases in case of an emergency and contact phone numbers. Be sure to bring this to every game and practice.
- Purchase trophies – If the league will not be providing trophies your coach may ask you to coordinate purchasing trophies. Be sure to speak with the coach about your purchasing plans such as what type, size, etc. If you’ve done this before then just go for it. Ideally you want to order the trophies 3 weeks ahead of time. No one likes to have to pay for a rush shipment! You’ll then need to collect monies from parents for their costs unless you were able to get a sponsor. Please see the shopping page for trophies.
- Snack bar duty – Sometime during the season your team will be assigned a snack bar duty day. It will be your responsibility to politely recruit the parents to volunteer to help in the snack bar. You’ll have to let them know the date, time and the required amount of hours they need to be there. Most duty times require a certain amount of adults over the age of 18 during the set time. Request for volunteers in person at the games, during practices and after the games during announcements.
- Picture day – You will need to coordinate picture day with the team. This includes receiving the picture packets to pass out to parents. Ideally you will want to pass these out ahead of time but be sure to have extra on the day of pictures – parents will inevitably leave their form at home. It will be your responsibility to inform parents:
- Which package is included when they registered (if any)
- What sections they need to fill out
- What they need to wear for pictures (full uniform including cleats, shin guards, shoulder pads) or uniform without gear (no shin guards, cleats, shoulder pads)
Advise parents to arrive 30 minutes prior to pictures and indicate where everyone should meet. If you are new to Picture Day, enlist the help of the coach to determine the best meeting place and time. Once everyone has arrived, you will need to collect their order forms. Typically those who are taking extra pictures will be asked to take their photographs first. Individual pictures are usually next and then the team picture. Be sure to bring the banner with you for the team picture. The Team Mom can absolutely be in the picture if desired or if the coach requests – that is completely up to you.
- Plan team party – There are tons of places you can have a team party. Some suggestions are:
- coach’s home or a team member’s home.
- Local amusement parks (party room)
- bowling alley
- pizza parlor
- Purchase coach gift(s) – Purchase the coach’s gift(s) at least two weeks prior to end of season. After you’ve purchased the gift, let each parent know what the cost per player is (minus the coach’s child of course).
- Don’t feel you have to go it alone. You can absolutely delegate some duties to other parents who are willing to help.
Specific Sports Information
Soccer mom – being a soccer mom is great. If you have a team of all girls or a co-ed team, then you’ll get to make the hair ribbons. Don’t know how? Well it’s real easy. Purchase the small stretchy pony tail holders in black or any color that matches the team. Visit a fabric store such as Joanne’s and buy ribbons varying in size and style (usually 3 different types). When assembling the ribbons cut about 5 inches of ribbons and simply tie it in a not around the pony tail holder. Alternate with the other ribbon of a different color and width. Next use a small accent ribbon such as white to finish the pattern. There are many types of ribbons and ones made specifically for soccer – please note those sell out fast so be ahead of the game and get them early on. An alternative to ribbons is using fabric. This is a less expensive way to achieve the similar results. Use fabric scissors that make a design when cut. Another type of ribbon that girls like is one that is about 2 feet long and has their name on one side in puff paint and some type of design on the other (pictured on right).
If you have a co-ed team, plastic bracelets or wristbands with sports designs can be purchased for the boys so they won’t be left out.
Typically for soccer, moms need to provide cans to collect quarters or whatever monetary denomination your team decides on for each score the team makes. Coffee cans work best for this. Take a picture of the team banner and tape it onto the can. The money collected goes to a gift certificate or tokens for the players at the end of the season party.
Baseball mom – You just have to cheer on the team but yelling kudos and clapping your hands only goes so far. If you can, order pennants with the team name and players names on them. If you’re not able to foot the entire bill, ask the parents if they want to order one for their son or daughter and collect the money for it. Or you can make one from pennants purchased at the local craft store. It’s great to see the fans in the stand waving the pennants for the players and the team loves it. Make signs to hold up during the game such as: Our Kids Rock, Defense, Big Hits.
You may have to perform “Dugout Duty” which includes assuring that the dugouts and stands are cleaned up after the game.
Also on occasion, you may be asked to keep score, maintain the batting order (and that of the other team). Be sure to attend any scorekeepers meeting so that you know the rules of the sport league
Basketball mom – Swish – two points! Cheers! There’s nothing greater than seeing your child play sports. Whether their team wins or loses, cheer them on with small pom poms you can purchase at the 99 cent store.
Football mom –Hut Hut. Balls in play, either make the tackle or catch that ball! It can be agonizing watching a football game while your child is playing – mom or dad alike. You may be responsible for organizing the away games. Also, on occasion football equipment may need to be exchanged and you may be called upon to assist with this and to collect all the equipment at the end of the season. For the football games, make shakers for each family to cheer on the team. Make a paper sign for the team to run through at home games – the team will love it!
Cheer mom – All little girls entertain the thought of being a cheerleader at some time or another. As the Cheer Mom, you’ll have the pleasure of assisting with the cheers by helping the girls memorize their lines, making sure the cheers and routines are age appropriate and helping with uniform fitting. Don’t forget pictures! If your organization will be having a picture sitting your assistance may be needed. You’ll also need to answer questions parents will have about pictures including what to wear, cost, time and place for photos. Ensure parents are informed as to when the practice schedules are, upcoming events and when monies are due. Oh, and don’t forget to remind the cheerleaders to SMILE!