Club Setup

Setting up a club

Before you form a new Club you need to ask:

• Are there enough players?

• Are there enough volunteers to run the Club?

By following these simple guidelines you should be in a position to have your new club up and running in no time.

Constitution – Appointment of Club Officials
Clubs must appoint a Chairman, Treasurer, Secretary and a Club Welfare Officer to enable the Club to function

effectively within County FA Rules and Regulations. It is also suggested that other people are appointed to assist

in other areas of the Club – coaching etc.

Finance – Income and Expenditure to Run the Club
As a new Club it will be important to raise funds to run the Club and initially these will probably be from player

memberships and subscriptions. It is also advisable to produce a list of costs to run your team which will help

you create a budget of income and expenditure for the season.

Players – Registration, Eligibility, Discipline, Child Protection & Coaching
It is important that Clubs are fully conversant with the rules of the competition.

All discipline at grassroots is administered by the County Football Association and the Secretary of the Club is responsible to ensure that all players are eligible to play. If Clubs have any doubts about eligibilities, for

example suspensions, they should contact us for details. For youth teams, it is important to observe The FA Child Protection Policy, Practices and Procedures. The Club Welfare Officer is required to attend the FA

Safeguarding Children in Football Workshop and complete a CRB check through the FA. See our Course page for further details.

Insurance – Public Liability and Personal Accident
Clubs are required to have adequate insurance cover for their players in case of injury or accident whilst playing or travelling to matches. Public Liability and Personal Accident Insurance is a mandatory requirement

Affiliation – County Associations & Leagues
A Club will need to affiliate to a parent County Football Association and the appropriate League it wishes to join. Clubs are recommended to seek advice on suitable League membership from the Lincs FA.  

Fixtures – League & Cup Competitions
Fixtures are administered by the Fixture Secretary. If it is a home match, the Club Secretary must arrange hire of a pitch, notify opponents and match officials of kick-off time and location of venue. For away games, arrange to

inform your own team of venue, kick-off time and arrange for transport of players.

Pitches – Useful Contacts & Advice
Apply to your Local Authority, other local teams, Parish Council or owner of a private ground to hire a pitch. Please note hire charges will vary.

Kit & Equipment
Purchase suitable equipment prior to the start of your fixtures and ensure you have sufficient equipment for all teams in your Club. The necessary equipment will include, playing strip, first aid kit, nets and balls. Make sure you have a

Manager/Coach or other volunteer who is responsible for the equipment.  Clubs can access funding towards club equipment through the Football Foundation Junior Kit and Goalpost Safety funding schemes. 

Results / Public Relations / Press
Ensure you pass on results of your matches to comply with competition regulations. All clubs are recommended to establish good relationships with their local press to publish results, match reports and possibly just interesting stories

about their club. Good PR will help raise the profile of the club, bring in new players and may even attract some sponsorship.

Administration
A timetable which covers tasks in pre-season, tasks prior to day of the game, task on the day of the game, discipline and the club Annual General Meeting (AGM), is given below:

PRE-SEASON

Players
Ensure each team has a large enough squad  or the appropriate number for Mini Soccer/Small Sided teams. Mini Soccer team are allowed to sign on 12 players whilst Youth Teams 11-16 yrs are able to sign 17 players.

Affiliation
Complete and forward the appropriate documentation and fees to Lincolnshire Football Association.

Facilities
Arrange pitch(s) which comply with appropriate League regulations and specifications. It is also prudent to arrange/book training facilities early.

Meetings
Organise club/team meetings (eg. Weekly Training, Monthly Management Meeting, AGM). Also attend relevant League meetings when required.

Registration
Ensure all players are registered with the appropriate League. Up to date photographs may be required.

Friendly Fixtures
Arrange fixtures with Secretaries of affiliated Clubs. Subject to being affiliated to your local Football Association as affiliated Clubs can only play Affiliated Teams.

Subscription
Set a subscription for players and members to meet your costs for the season. Carry out fundraising (appropriate to the club).

Delegation
Club Secretaries/Team Managers should seek support from other members to spread the administrative and volunteer  workload where practical.

PRIOR TO THE DAY OF A GAME

Confirm Fixture Kick-off time, colours, directions to ground, availability of pitch with groundsman, match officials etc.

ON THE DAY OF A GAME

Pitch Ensure pitch is safe and correctly prepared with nets, flags, markings and access to appropriate changing facilities.

Match Officials
Ensure match officials have been paid (home team only). Refreshments
Provide refreshments where appropriate.

Results
Ensure the result card is completed and posted to the appropriate League official to arrive by designated time. Please note the competition require the result to be confirmed by electronic notification by the appropriate official. detail on result card (e.g. players, goal scorers) sent via the website.

OTHER TASKS

Disciplinary Procedures This is an ongoing task throughout the season. The Secretary and player must complete and return appropriate documentation with fines. A record should be kept of players’ discipline and ensure any suspended players do not play.

END OF THE SEASON

AGM & Presentation Evening Arrange AGM and/or presentation evening