Setting up a club

Setting up a Club

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The First Steps for setting up a club...

Clubs must appoint a Chairman, Treasurer and Secretary to enable the club to function effectively within FA Rules and Regulations and youth clubs must also appoint a Club Welfare Officer. It is also recommended that other officers are appointed to assist in the running of the club - for example, Team Coach/Manager, First Aider, Fixture Secretary, Volunteer Coordinator, Charter Standard Coordinator.

All clubs must have a set of Club Rules specific to them; templates are available from Worcestershire FA and are included within your initial information pack.

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 club/team which will help you create a budget of income and expenditure for the season. You will be required to send in a copy of your club accounts annually.

You may be required to send a copy of your club accounts to your League or Worcestershire FA at any point throughout the season.  It is recommended that a club bank account is set up and their are several banks who offer these.

It is important that clubs are fully aware regarding the rules of each league/competition that they enter. Most discipline at grassroots level is administered by the County FA that the club is affiliated to and the Secretary or designated club officer of the club is responsible for ensuring that all players are registered and eligible to play. 

Should a club have any queries regarding a players eligibility, outstanding discipline or suspension, they should speak to the appropriate league/competition or Worcestershire FA before the player is permitted to play.

It is mandatory for all affiliated clubs/teams to have Public Liability Insurance and Personal Accident Insurance. Details of the minimum levels of cover required by Worcestershire FA will be advised within the initial information pack provided to new clubs.

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A Club must affiliate annually to their parent County FA and register with their chosen league/competition.  Your parent County FA is governed by your club headquarters/home pitch.  Affiliation is your passport to play and ensures that minimum standards and structures are met, gives you access to qualified and registered match officials, coaching courses, access to funding streams when available and in-service training events.

Please remember that it is mandatory for all Clubs with youth teams (up to and including U18s) to have a qualified Club Welfare Officer. This is also recommended for adult clubs/teams whose players are under 18 years of age. Further information can be found on our Safeguarding and Welfare pages.

Fixtures are administered by the appropriate competition secretary or fixture secretary, who advise clubs of forthcoming matches. If it is a home match, the club secretary or designated club/team official must arrange hire of a pitch (unless this is arranged by the league), notify opponents and match officials of kick-off time and location of venue and any other information relevant for the match day. For away games, arrange to inform your own team of the venue, kick-off time and arrange for transport of players. Worcestershire FA run County Cup Competitions which give an opportunity for teams to play against clubs from different leagues or divisions.

Please make sure you read the relevant rules relating to the league/competition entered to ensure you abide by them. Each league/competition may vary with regard to their player eligibility requirements, match duration and substitution rules. If in doubt contact the league/competition organisers.

Please be aware that Worcestershire FA only deal with fixtures and queries relating to their own County Cup Competitions but can point you in the right direction regarding who to contact with regard to league and external cup competitions.

If the league does not allocate pitches, 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.

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, but is not limited to, playing/training strip, first aid kit, nets and balls.

Effective administration is key to any club/team and will be via The FA Whole Game System, possible FA/League Full-Time website and email to name but a few areas.  Detailed below is a suggested Club Action Timetable which covers tasks in pre-season, tasks prior to the day of the game, task on the day of the game, discipline and the club annual general meeting (AGM).

Ensure you report the results of your matches in accordance with the appropriate league/competition rules and regulations.

It is recommended that clubs establish a good relationship 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 your club, bring in new players and may even attract some sponsorship.

Club Action Timetable...

  • Players: Ensure each team has a squad of at least 14 players or the appropriate number for Mini Soccer/Small Sided teams.
  • Affiliation: Complete and forward the appropriate documentation and fees to the County FA and league or other competitions.
  • Facilities: Arrange pitch(es) which comply with appropriate league regulations and specifications. It is also prudent to arrange/book training facilities early.
  • Key Dates: Organise club/team diary dates (e.g., weekly training, monthly management meetings, AGM). Also, diary and attend relevant league or County FA meetings when required.
  • Registration: Ensure all players are registered with the appropriate league (online player registration and/or forms will be available depending on the league/competition). Up to date photographs may be required.
  • Friendly Fixtures: Arrange fixtures with secretaries of other affiliated clubs in accordance with FA Rules and Regulations
  • Subscriptions/Match Fees: Set a subscription/match fee for players and members to meet your costs for the season. Carry out fund raising (appropriate to the club).
  • Delegation: Club Secretaries/Team Managers should seek support from other members to spread the administrative workload where appropriate.

  • Confirm Fixture with opposition and match officials; e.g., kick-off time, team kit colours, directions to ground and facilities available.

  • 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 as per league/competition rules.
  • Refreshments: Provide refreshments where appropriate.
  • First Aid Kit: Ensure your first aid kit is kept stocked up and available with match day kit and equipment.
  • Results: Ensure the result and match day paperwork is completed in accordance with league/competition rules.  Level of detail on information required and in what format (e.g., players, goal scorers, substitutions, injuries, etc.) will depend on league/competition policy.

  • Disciplinary Procedures: This is an ongoing task throughout the season and administered via The FA Whole Game System. The club secretary /player and/or designated club officer must complete and return the appropriate documentation with payment where required and within the set time-frames.

  • Annual General Meeting: Arrange a date and time for your club AGM in accordance with your club rules.  You may also wish to hold an awards/presentation evening or end of season event.
  • Keep a copy of your club accounts as a copy can be requested by your league and/or Worcestershire FA.

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