Please feel free to discuss how your clubs are handling their current struggles.
We have amassed a 12 club forum that meets Fridays for an hour long conference call to discuss all things club related; communications, compensation for coaches, refund potential, issues, tryouts, etc and it has proven very beneficial for everyone to set egos aside and share best practices. Anyone else having similar conversations?
Here's what a bunch of Clubs in the DC/VA/MD are have put together: https://dmvunited.org/
Good resources everyone - keep sharing! Here is some sample email wording we've provided to our customers who are canceling Spring seasons (several states announced Stay at Home orders yesterday):
In light of the current impacts of COVID-19 in our state, we unfortunately have to make the difficult decision to cancel the Spring season. As a result, here are the options available to our families:
1. We will post a link on our website to handle requests for one of three options:
- Apply Spring fees as a donation to our non-profit organization
- Request a credit to be applied to the Fall season
- Request a reimbursement back to your family
2. The link will be active from Wednesday, April 1 through Friday, May 1
3. An email will be sent to all registered players when the link is active and ready
4. NOTE: If you do not indicate your choice by May 1, your registration will automatically be applied as a donation to the Club
Reimbursement & Donation Notes:
1. Donations: We are a 501(c)(3) organization and we rely heavily on registration dollars to fund our Club. If you are able to apply your Spring registration payment as a donation to the Club, this will help us continue to provide programming to our community in future seasons.Please note that all donations are tax deductible
2. Credit: If you would like to request a future credit, we will create a household discount that will be automatically applied to the Fall season for the player who was actively registered this Spring.
3. Reimbursement: If you would like to request reimbursement of Spring fees, we will process them as quickly as we can, but please bear in mind:
- We have XXX players registered in our Club
- Reimbursement is a MANUAL process
- So, please be patient - we will take care of every request as quickly as possible
Sorry the season is being canceled but looks like you guys are handling the process professionally and I may copy and paste what you are doing to show our board. Not an easy task to unwind things. How many people are assisting with refunds, what does that process look like internally and are you giving 100% refunds?
Hi everyone! I trust everyone is staying safe. AmpliFi has been working hard to stay on top of all of the relief programs available. We've put together a team to work with organizations to help them figure out the best program to take advantage of, compile all of the information, make the right calculations, and then submit the applications for you. The package comes with two consulting sessions with our CFO's to help guide you through these options. We want to help as many organizations as we can so we have discounted our normal advisory rates for this package. Reach out to me if you're interested and we'll see how we can help you. email@example.com 336-239-3048
Sorry I am late to this forum, but I have been swamped with client matters during this crisis. I hope that everyone is safely hunkered down at home with family. Many of the emergent questions I have been receiving center around the SBA and Cares Act loan programs available for organizations as well as Covid 19 employment issues. I would be happy to provide some complementary information for anyone looking for tips as to these issues (in the form of Client Alerts created by members of my law firm). If you would like to be sent any of these Alerts, just email me at firstname.lastname@example.org. Best to all.
Thanks for sharing!
Thanks for sharing the Demosphere piece. Good communication from Colorado Youth Soccer taking a leadership role in refund protocol!!
Hi all, Demosphere has seen the rate of chargebacks double in the last 2 weeks compared to this time last year - which is concerning. We put together this resource to try and help clubs avoid chargebacks as much as possible - sharing with this group as well - hope it helps! http://supportcenter.demosphere.com/_files/training-resources/player-registration/How%20to%20Avoid%20Chargebacks.pdf
Thank you Kris!
All - I thought this was a great article and coincidentally Dave is mentioned in it :-) https://www.socceramerica.com/publications/article/85270/when-in-person-training-and-games-are-not-possible.html
I hope everyone is staying safe - thinking of you all during these difficult times. Virginia announced today that all schools will close for the remainder of the school year and I know this will have a massive impact on kids who want to get out and play and parents who need to work.
I found this video quite inspiring in these dark days: https://youtu.be/sgm9E_cmvWA
Be well my friends!
Here is a communication we shot out to our families. Feel free to use any or none of it.
sponsored by the Center for Sports Medicine at Children's Mercy
Sporting Brookside Families,
I hope this email finds you well! I appreciate your patience during these uncertain times and I want to provide you with an update on what’s happening with Sporting Brookside’s 2020 Spring Youth Recreational League season. Our spring season has NOT been cancelled, but with the health and well being of our players and families in mind and with guidance from KCMO Parks & Rec we are delaying the start of our league.
Practices & Games
KCMO Parks & Rec has closed Swope Soccer Village through May 15, 2020. Therefore, all practices have ceased. Our current target to resume league play is the weekend of May 16 & 17. Our Board of Directors is currently working through all available options to ensure the continuation of our league from this date forward, including holding games on weekday evenings as well as regular weekends.
Game schedules that were posted last week have been retracted and will be reissued once we solidify our spring league plans.
We will continue to evaluate the situation, taking the utmost care and consideration in our decision making, while utilizing the most up-to-date public health & safety information as it evolves. With the rapidly changing conditions of the COVID-19 impact to our communities over the last 5-7 days, making any plans beyond this target is not prudent.
Family has always been the core of the Sporting Brookside's mission. We want you to be able to watch your kids play and celebrate their achievements in soccer and beyond. As weather improves, we would like to encourage our players & parents to get outside and practice their soccer skills in a safe manner while our traditional season remains on hold. To aid in this endeavor, we are looking into some home-based soccer learning apps like TopYa! Further details regarding this program will be provided in the coming days, as well as any updates that develop regarding our spring season.
Stay tuned & stay healthy!
Follow us on social media!
Kris - making a swift decision is not practical. Financial models and expenses already paid are a factor. As a point of information, several clubs in MD and VA have had conference calls to discuss how this could be handled. As you might imagine, everyone has various refund policies so there is no cookie-cutter approach. The smaller clubs are at risk as well as those clubs who rely on tournament revenue and/or have no reserve operating fund. I believe that everyone is examining what they are able to refund/credit (or neither) based on their financial situations. Tournament insurance, to my knowledge, does not cover a pandemic. I don't think WAGS ever recovered the funds paid during the year of the sniper. And, I suspect that not many clubs have business interruption or disaster recovery insurance. What I appreciate most is the collaboration from all the clubs working together and how we can potentially move forward without clubs having to cease operations entirely. Sad times, indeed, for everyone.
Totally understand your points. One of my big concerns for Clubs is that if there isn't proactive communication to parents - even if just to inform them of the challenges being faced and the factors that are going into the decisions - that more parents will start issuing chargebacks and disputes with their banks, which will then have an even bigger financial impact to the Clubs, as well as less control over the situation.
All - based on the discussions we've had this week with our partners, I HIGHLY encourage all of you to communicate proactively with parents about how you are planning to handle refunds. We are already seeing some parents getting very nervous and starting to issue chargebacks for fees paid. This is BAD for everyone. Make a swift decision about what you will do (refund now - partial or full, hold on the decision until we know the return to play date, offer credits for future programs instead of refunds, or do not offer refunds but provide an explanation regarding why that decision was made). Here's an article on this topic as well: https://www.socceramerica.com/publications/article/85249/the-covid-19-impact-on-youth-soccer-haley-carter.html. Good luck everyone!
Check out Techne Futbol app developed by Yael Averbuch. McLean and MD United purchased this for our travel players.
Sharing this event with you all - today at noon ET - John O'Sullivan and James Leath will be sharing ways to support your kids and your athletes during COVID-19 - https://changingthegameproject.mykajabi.com/fb-live-march-20-registration
Is anyone using 360 sports lab?
We have our directors creating training tools along with our fitness trainer and sending them out. Our coaches are being required to finish their player evaluations as a part of their employment agreement while we wait. Depending on when we can start again, will determine how long we pay them. Our coaches are employees. If we are off for another month or so, we may need to address options.
Good feedback - let's all pray people stay home and we get past this craziness!
Would love to hear feedback from others on whether or not you'd support paying coaches to develop online training videos for their players to get outside and train on their own? Perhaps using a tool like @nick suggested - Topya) or even a free tool like joinme or youtube. This may help solve at least some of the compensation questions but also give players (and parents) some direction about how to keep their players focused and engaged during this hiatus?
Hi all - we've seen an amazing spike in communication from our partners to their members across the board - lots of questions and confusion from members. Most Clubs have canceled and refunded spring camps, tournaments and training sessions but we are not yet seeing Spring Rec seasons being canceled. Most Clubs are in a holding pattern to see if we might be able to get things off the ground. One recommendation, if you haven't already done: make sure you update members through all channels - website, social, email - regularly as things change. If you're in a holding pattern on the Spring season, let parents know what some of the options are that you're considering to help alleviate concerns (especially financial) and incoming questions. These are tough times for all - glad to see everyone sharing ideas!
One could argue they should not but cannot undue their 1099 status. You are correct that we are under no obligation but morality and loyalty are part of the equation. I have been open and transparent with coaches; if we have the money coming in from families, we are willing to pay them, if nothing is coming in, we will not be left holding the bag.
What are clubs doing for competitive coaching compensation? Our coaches are 1099s and have a 10mo season. We pay our coaches on the 15th of the month and mailed our March's check with a follow up email that our board is meeting as a group to evaluate cost saving measures to ensure the club stays afloat. Scenarios on the table include ceasing compensation, continuing as normal or reducing the amount of compensation they receive. What is everyone else doing?