12 Month Timeline of a Volleyball Club Director

Junior Volleyball Club Directors wear many hats, as most have a full-time job on top of running a volleyball club. Add a facility and 20+ club teams to the mix and the Club Director's plate gets full pretty quickly. 

In order to break down a Club Director's responsibilities based on the indoor girls volleyball season, we've laid out the calendar year, starting with July, since that is the first month after the respective National Championships. This calendar is intended to help all the ambitious club directors out there who spend countless hours communicating with their coaches, on the phone with parents, and in the gym where they get to share their love for the game. 

July To Do List

  1. Manage summer camps
  2. Strategic planning session with club leadership
  3. Finalize fall club programs: # of teams, club dues
  4. Plan Hosted tournaments: Determine dates, facilities, pricing, promotion, etc.
  5. Develop plan for coaches’ development
  6. Finalize budget for next club season
  7. Decide on sanctioning (USAV, AAU, and/or JVA)
  8. Review club policies and procedures
  9. Finalize fall programs/clinics: Dates, facilities, pricing, promotion, etc.
July/August To Do List

  1. Summer Camp Management
  2. Fall tryout planning: Book facility, staffing, promotion, insurance, tryout plans
  3. Estimate uniform needs and secure uniform vendor
  4. Secure Spirit Wear Vendor
  5. Interview coaches and finalize club staff
  6.  Complete hosted tournament planning and begin promotion
  7. Complete club planning and begin promotion
  8. Begin to pull together tournament and league information
  9. Secure insurance for fall programs
September To Do List

  1. Apply for JVA Club and Tournament insurance
  2. Pre-order uniforms (be sure to include JVA logo)
  3. Develop tournament schedule for club teams
  4. Club program promotion
  5. Plan for coaches’ meetings, clinics, trainings, etc.
  6. Begin travel and housing planning
  7. Plan fundraising for club season

October/November To Do List

  1. Continue club program promotion
  2. Host pre-tryout parent/player informational meetings
  3. Hold fall tryouts, team selection/assignment
  4. Collect insurance and medical forms
  5. Complete background screenings for club staff
  6. Sign up coaches and athletes for national affiliates (USAV, AAU, and/or JVA)
  7. Finalize team tournament schedules
  8. Begin to enter tournaments
  9. Enter player and coach USAV/AAU codes into AES
  10. Schedule practices and team trainings
  11. Plan ref/score trainings


  1. Attend AVCA Convention and JVA Annual Meeting
  2. Outfit teams
  3. Hold parent meetings, team meetings and team building
  4. Hold ref/scorekeeper training
  5. Complete tournament entries
  6. Hold a coaches clinic for your coaches
January through June/July

  1. Facilitate Coach/Player/Parent Communication
  2. Monitor team practices
  3. Post team results on AES
  4. Sell club spirit wear
  5. Finalize travel and housing arrangements
  6. Host tournaments, post results on AES
  7. Facilitate communication between college and club coaches
  8. Assist parents and athletes in recruiting process
  9. Update athlete information on AES and University Athlete

  1. Plan summer camps: Facility, camp formats, staffing, promotion, insurance, camp T’s
  2. Plan summer beach programs
  3. Facility, staffing, promotion, insurance, uniforms    


  1. Continue camp and beach program promotion


  1. Apply for camp and beach program insurance
  2. Summer Tryouts? Facility, staffing, promotion, insurance, tryout plans

  1. Survey your families
  2. Secure Feedback from your coaches on the past season.  Find out who is coming back for the next season.  Put out a call for new coaches.
  3. Review leases and rental agreements
  4. Review coaches’ agreements and contracts
  5. Draft budget for next club season
For more resources to help you run your club programs and manage all of your Club Director tasks, visit the JVA website here. We are an educational resources for junior volleyball club directors and coaches, and want to help your club succeed!

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