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The Opening Meeting Checklist

Give families clear expectations and verified information.

10–15 minutes to build the planFree · Two-page fillable PDF

Companion to What to Cover at the First Parent Meeting of a Youth Sports Season.

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See a worked example

Example: I bring the current calendar and official fee sheet, identify the communication contact, and explain the program’s existing behavior and protection policies. An unanswered travel question gets an owner and a response date rather than a confident guess.

01Set the purpose and the standard

Use the actual program’s purpose and the standards coaches are prepared to teach.

Program / season

Purpose of the season

Athlete responsibilities

Coach and parent responsibilities

02Check the official information

Verify each item with the current program source before presenting it.

Calendar / deadlines

Current source / link

Checked on / by whom?

Fees / equipment

Current source / link

Checked on / by whom?

Policies / safeguards

Current source / link

Checked on / by whom?

Contact / communication

Current source / link

Checked on / by whom?

03Prepare the agenda

Decide what families must know and how they can ask a question.

Opening explanation

Key logistics to cover

How families can raise questions

Where the meeting summary will be available

04Own the unanswered questions

A question is not answered until the relevant person has provided accurate information.

Question 1

Unresolved question

Answer owner

Response date

Question 2

Unresolved question

Answer owner

Response date

Question 3

Unresolved question

Answer owner

Response date