General Enquiries & Emergencies
(07) 3810 6666

TTY Phone
133 677 then ask for
07 3810 6666

Accessibility Options: A A Adjust contrast


Sport Ipswich Resource Centre

Welcome to the Sport Ipswich Online Self Help Kiosk!
The team at Sport Ipswich have pooled altogether the numerous online tools and resources that sporting clubs could use for all areas across club management. 
The links in this guide will likely soon pay for itself with your club's renewed productivity and fewer losses.
You will learn: 

  • What it takes to manage a club and to make the most of the opportunities that may arise.
  • How to plan and avoid the easy-to-fall-into and costly mistakes in club management.
  • Effective ways to deal with people in your club to maximise their potential and you will learn how to work with other organisations and clubs for mutual benefit.

For more detailed information on any of the topics discussed, you can contact a member of the Sport Ipswich team who will be happy to assist you. Thanks for using our experience to your advantage!  We hope this guide helps you along the way to sporting success - keep it saved in your favourites for easy access.

Club Activities 

Whether you have a regular competition as part of your day-to-day operations, or if you are looking to run a one-off carnival or tournament, fixture generation is something that can be rather challenging. Depending on your sport, the number of teams participating, your time frames and venue capacity, organising a competition fixture does involve some prior planning. Areas to consider include competition formats, fixture generation, social sport, events and clinics, sign ons plus come and try days.

Generating Fixtures for a Competition

Social Sport

Events and Clinics

Event Management Workbook

Event Management Checklist

Event Management Plan Template

Event Management Plan Example 

Ipswich Hospital Foundation Event Resources

Club Committees

The management committee is ultimately responsible for the operation of the incorporated association. Although a club is fairly free to run itself according to its own ideas, it has to be accountable to its members and to the association.

It is expected that clubs hold meetings with some frequency, take minutes, keep current and accurate financial records, and keep its members and the association and affiliations informed of its activities, financial situation and whereabouts. Above all else, a conscientious club executive is vital to the success of your club. The Executive Committee members have a vital role to play if a club is to be successful.

Roles of the committee

Office of Fair Trading

Australian Sports Commission - Committee Management

Election of Officers

Who can be on the committee

Changing of Committees

Handover process

Sub committees

Club Management

Club Management is mainly the operations of the incorporated association, it includes areas such as meeting processes, correct decision making procedures, referring to the club constitution, what to do with club records, process to having employees, incorporations and affiliations, risk management and insurance. These are all vital areas of running the club and ideally every club should ensure that each member of the management committee has a basic knowledge of each area even if it's not their core responsibility.

Running Meetings 

Meeting Agenda Template (Word Document, 985 kb)
Minute Keeping Template (Word Document, 1024 kb)
Motions Diagram

Decision Making

Constitutions and By-laws

Club Records



Risk Management


Insurance Providers

Financial Management

Not only is it smart business practice to implement a good financial management process it is also essential for a clubs survival. Financial Management is more than banking money and writing cheques, proper management responsibilities include adhering to structured money handling processes, keeping accurate financial figures (either an accounting system or excel program), understanding your club's financial position and providing information on budgets and cash flows as well as implementing fundraising and sponsorship strategies.

Operating Club Finances
Financial Management Tools 
Ticket Register (Excel Spreadsheet, 988 kb)
Receipt (Excel Spreadsheet, 992 kb)

Cashbook Payments (Excel Spreadsheet, 988 kb)

Cashbook Receipts (Excel Spreadsheet, 987 kb)

Financial Reports

Fundraising and Sponsorship


Volunteers in Sport

Sport and recreation organisations and programs rely heavily on a vibrant and committed base of volunteers.  Even those organisations with paid staff require a pool of volunteers to support everything they are doing.  It is important for organisations to manage their volunteers effectively in order to get the most value out of their time and skills.  In most respects volunteers should be managed in a very similar way to how organisations will manage paid staff, HR principles definitely apply when it comes to volunteers. 

Volunteer Recruitment Portal

Volunteer Recruitment

Volunteering QLD Recruitment Checklist PDF
Volunteering QLD - Volunteering Template PDF

Sports NSW Recruiting Volunteers PDF

Volunteer Management Booklet - Mentoring
Mentoring Programs Checklist

Selection and Screening

Screening Volunteers.pdf   
Conversational Interviewing.pdf
Job Descriptions.pdf
Job Description Templates.pdf

Volunteer Application Form.pdf
Volunteer Selection and Anti-Discrimination.pdf

Induction and Training

Volunteer Induction Procedure Checklist.pdf
Volunteer Orientation and Skills Training.pdf
Volunteer Orientation Checklist.pdf
Volunteer Orientation Evaluation.pdf
Volunteer Pre-Training Questionnaire.pdf
Volunteer Post-Training Questionnaire.pdf

Volunteer Recognition/Rewarding

Valuing and Recognition.pdf
Support Volunteers.pdf
Volunteer Attendance Record.pdf
Volunteer Attendance Summary.pdf
Volunteer Management Checklist Action Plan.pdf
Evaluation Templates.pdf

Review and Evaluation

Volunteer Review.pdf
Developing performance indicators.pdf
Evaluation Approaches.pdf
Evaluation Timeline Planning Tool.pdf
Improvement Suggestion Form.pdf
Incident Report Form.pdf
Questions to Consider in Evaluation Planning.pdf
Volunteer Assessment of the Volunteer Program.pdf
Volunteer Manager Journal Guidelines Self Evaluation.pdf
Volunteer Program Coordinator or Manager Evaluation.pdf

Dispute Resolution

Grievance Report Form.pdf

Risk Management

Accident Report Form Template.pdf
Workplace Health and Safety Checklist.pdf
Risk Management Approach.pdf


Generally, sporting structures are pyramidal or hierarchical.  This is true of Australian National Sporting Organisations (NSO), State Sporting Organisations (SSO) and Regional Sporting Associations (RSA) and community clubs.  Community clubs generally form the foundation of the pyramid building up to the National Sporting Organisation. 

Community clubs can affiliate with their sports state sporting organisation and may also choose to affiliate with any Regional Sporting Associations and the Australian National Sporting Organisation, sometimes through their State affiliation.  Being an affiliate means that the club can access member benefits and services, information and support.

Should we affiliate?

Organisation/Club Affiliation


A coach is an individual involved in the instruction, directions and training of the on-field operations of an athletic team or of individual athletes. This type of coach gets involved in all the aspects of the sport, including physical and mental player development.
Behind every good athlete, there's bound to be a good coach. Coaches play a vital role in the physical and emotional wellbeing of athletes, drawing on years of experience as an athlete, in a mentoring role, or just simply as a local community member keen to lend a helping hand. Coaches have to be aware of the latest trends in diet, training methods and motivation techniques.

General Principles 

Recruiting And Retaining Officials And Coaches Workbook
Recruiting And Retaining Officials And Coaches Sample Volunteer Agrement
nt Recruiting And Retaining Officials And Coaches Sample Position Description

Beginning Coaching

Intermediate Coaching


Officiating (refs, umpires, judges, time keepers)

An official is any person who controls the actual play of a competition by the application of the rules and laws of the sport to make judgements on the rule infringements, performance, time or score.
Officials are an essential part of sport. They should be given an opportunity to make a valuable contribution to sport by learning new skills through education, training and mentoring. It is important to create a respectful, appreciative and supportive environment for everyone participating, including spectators.

Recruiting And Retaining Officials And Coaches Workbook

Recruiting And Retaining Officials And Coaches Sample Volunteer Agreement
Recruiting And Retaining Officials And Coaches Sample Position Descriptions

Steps to Becoming an Official

Development and Education

Other Useful Courses

Sources of Information

Event Management

Sport and recreation organisations have been running events for years, from local carnivals through to Olympic Games.  Sport and recreation events can have many variables including:

  • One off, annual or more frequent
  • Single sport or multi-sport
  • Held on a single day or over multiple days
  • Age group or open competition
  • Participation based through to elite level

Successful events can be exciting and bring a range of benefits to the community, conversely poorly run events leave a bad impression and will be remembered for a long time.
Successful events rely on the efforts and commitment of a lot of people, even the smallest events can be complex and require significant resources and most of all good planning and coordination.

Planning an Event Management/managingevents-running-sport.pdf

Managing the Event

Marketing and Promotion

Running the Event

Event Volunteers

Marketing and Promotions

Marketing is the process of matching a product or service to the people who may want the product or service.  It has become increasingly necessary to market correctly to ensure club survival and marketing plans enable clubs to attract, increase and retain players, members and volunteers.

Marketing is more than just making a sale or placing an advertisement.  It involves:

  • finding a market for your product or activity (People, Place)
  • making your product desirable to that market (Promotion, Position)
  • exchanging your product with that market for something that you value (Price)

The marketing of sporting clubs includes obvious activities like open days, advertising and events. But members and officials market the club whenever they take on their roles, often without being aware of it. A team in uniform playing fairly contributes to the good image of your club, as does a director who provides information about membership over the phone, both examples of marketing.
The benefits of promoting your club are more than just membership. Promotion and awareness of your club could lead to increased volunteers, sponsorships and other beneficial partnerships.  There are many ways of promoting your club and activities including through the media, internet (social media), schools and community groups.
Overall, promotion can assist clubs in Ipswich in the same way the City of Armadale recommends:
"Your Club is advised to promote itself both internally and externally for reasons of maintaining a positive culture, and respect within the community.

The best promotional tool is the club's members and how they behave both on and off the field. With a strong culture of pride within a club each member will monitor others' behaviour.

If your Club considers itself a service to its community it should endeavour to be involved in community events, help support local business, and assist its junior clubs. Big events and media coverage are great short term promotional tools which may attract Members. However, it is the little things and the internal culture which will strengthen its reputation.

Word of mouth is a powerful tool.


Marketing Stages

Specialist Assistance/Plans



Social Media

Club Planning

Planning is beneficial to sporting clubs in many ways. The main aim of planning is to maintain a positive relationship between the club and its environment. Specifically, planning enables a club to:

  • become proactive rather than reactive
  • clarify club purposes and direction
  • initiate and influence outcomes in favour of the club
  • exert more control over its destiny - deciding where it wants to be in the future
  • adopt a more systematic approach to change and reduce resistance to change
  • improve financial performance and use resources effectively
  • increase awareness of its operating environment (for example, competitors, government policy, threats)
  • improve organisational control and coordination of activities
  • develop teamwork off the field.

Without adequate planning, the club frequently deals only with immediate problems and fails to consider future needs. Consequently the club:

  • tends to function on a random ad hoc basis
  • will never seem to have time to anticipate tomorrow's problems
  • does not create conditions to deal effectively with the future.

To overcome these limitations, a plan is necessary to identify goals or objectives of the club and developing ways of achieving them.  Having a plan in place will enable your club to move forward in the most efficient manner in the short and long term.

There can be a number of plans that a club develops including Development Plans, Strategic Plans, Marketing Plans or planning for any specific goal that your club wants to achieve.

Strategic Plans

Tools for planning

Pathway Planning 

Planning Workshops

Where to from here … Finishing

Policy and Procedures

Policies and procedures (written and un-written) are used in an organisation to guide decision making and provide transparency. Irrespective of size, all sporting clubs should adopt a series of basic policies and procedures. Most of these can be re-drafted or directly taken from parent body documents at state and/or national level.

Your sport should have a set of these base line documents that all participants can refer to, to assist your organisation we have collated a number of links regarding policies and procedures.    

Policies and Procedures



Any club requires the right facilities to operate successfully.  It goes without saying, if you don't have a facility, members and visitors are unable to participate in your activities.    Facilities include the location of your activity and what is at that location.  You may hold your activity on a field, in open space or in a hall or enclosed building, all being facilities.  Providing a sport and recreation activity at your facility can significantly enhance the quality of life of people and encourage participation, promote health and wellbeing and foster a sense of community.

It is important to identify what you want to achieve from your facility and to plan for the ongoing management of your facility.  A successful facility which is efficient and effective and less draining on the public will more likely attract more money and stakeholders.

The way a facility is managed and its atmosphere can either encourage or discourage people's active involvement in sport and recreation activities.

Types of Facilities

Facilities and the Environment

Equipment Management Planning Facilities

Safety Obligations

Club Culture

Culture encompasses the values, beliefs, attitudes and behaviour of an organisation or club and often represents how things get done.  It is the message that is sent out about the club and can be established through the way the club looks and how people within the club think, talk and behave.   Every organisation, irrespective of size, has its own culture and over time, people in the organisation adopt the beliefs and values of the organisation and become part of that culture.

Club Culture

Mission Statement

Member Protection

Inclusive Clubs

Codes of Behaviour/Conduct (from page 7)

Communication (internal and external)

Social Activities/ supporting resources for positive experiences

Community Links

Sport and recreation clubs play a key role in forming part of the 'social fabric' of any community and their existence within the community structure draws a wide variety of people together to share a sense of belonging and companionship, as well as the opportunity to participate in a sporting capacity.  The benefits of community spirit are endless and it is vital to establish links within your community to encourage this participation and maintaining community spirit.

A successful and well-run sport and recreation club helps build spirit within a community by providing recreational and social opportunities for families. To remain a viable part of the community, clubs need to become adaptable and open to change so that they can cope with the increased demands on the club and the clubs volunteers.  Clubs should look at developing partnerships within the community to ensure that other groups such as local councils, other sporting groups and local businesses recognise the value and importance of the club. If clubs can develop partnerships with various groups in the community, they will in effect be maximising the perceptions of the club by the community at large.

Groups that you may establish partnerships with include:

  • Other sporting clubs.
  • Local schools – primary and secondary.
  • Community and recreation centres.
  • Recreational clubs and groups
  • Scouts or girl guides and other groups developed specifically for children
  • Council
  • Community groups such as Red Cross, Salvation Army, Volunteer Groups etc
  • Local businesses
  • Developers
  • National community support organisations such as Good Sports

You can search for local community groups through your club members, internet searches or through Ipswich City Council community group search.

Community Partnerships 

Other Sporting Clubs Partnerships

Council Partnerships

School Partnerships

Business/Sponsors Partnerships

Contact & Resource Directory

Here are some links directing you to National and State Sporting Organisations plus local and other key contacts.

National Sporting Organisation Contacts

State Sporting Organisations Contacts

State Industry Service organisations and Peak Bodies contacts

Ipswich City Council

Government – State and Federal  

Other Links

Below are some suggested useful links provided from the community to us.

Australian Government Club Health Check

25 Steps to Successful Club Management

Cit of Armadale The A-z Hints on Running Your Club