This article was taken in part from an article that I found on Momsteam.com.  This is really a great site for all team mom information!

One of the traditional roles a mother has always played in youth sports is that of Team Mom/Manager.  Having a TM doing all the behind-the-scenes work allows the coach(s) to focus on coaching. Finding a TM with strong organizational skills, like Suzanne, is a plus for any team.

Although this article is geared around the entire season, it is certainly appropriate for the Summer Nationals.  I will try to add specific notes regarding our tournaments.

Here are some of the major responsibilities of a TA:

1. Money manager

Administering the financial end of a youth sports team can be a huge responsibility. The TM is often responsible for collecting money from parents for entrance fees for tournaments, equipment, clinics, season-ending gifts for coaches, and the like.

If a coach is responsible for the money, parents may worry that he or she is not paying their fair share. An updated financial statement should be distributed to each player's family on a monthly basis. The TM may also need to look into the need for team insurance. Most large organizations/leagues require teams to carry insurance in case of injury and the team will have to have proof of insurance for entry into some tournaments.

Money may not be the root of all evil but it often causes problems for a youth sports team. I have seen hard feelings result between parents/coaches because of poorly managed records and unfair fee collection practices.

As for our Summer Nationals, it is very important to prepare a good “team” budget upfront and have a clear understanding with the parents as to what the team will be responsible for paying and what will be the responsibility for each family.  Beginning that planning now as you will need to begin to pay for registration fees, insurance, etc soon.

2. "Answer Person"

The TM is the "go-to" person on all questions regarding team activities, fundraising, tournaments, housing, etc. The TM should know the schedule and where to find the tournament brackets, directions, etc. via the Internet.

To assist the TM, we will require your contact information along with the coach’s during the registration process.  Texas Tournament Baseball will send out quick periodic emails reminders about deadlines, pre-order etc.

We will also host a “Mom’s Meeting simultaneously to the coaches meeting on Sunday morning.  You will find this meeting to be very informative and a real must of each team.   

3. "Keeper of the list"

A team contact list is an important tool to aid in communication and getting to know team and family members. The contact list should include:

• player names and jersey numbers
• parents' names
• players' siblings names
• home address
• parents' home and work phone numbers, cell phone numbers, and email addresses.

Keep in mind that, if a player has more than one set of involved parents information for both parents needs to be listed. Since email is the easiest and preferred method of communication these days, the TM should create a group email listing of all team members and use it regularly in communicating with all team members and their parents.

Please have a accurate list of parental cell phone numbers and the exact location, including hotel name, room number and address of where they are lodging during the National’s.

4. Pre-Tournament meeting coordinator

The TM should plans the pre-tournament meeting attended by at least one member from each family at which the coaching staff presents its goals and expectations for the tournament.  This is a good place for the TM to discuss fundraising and financial matters.

This meeting is also a great place for the parental group and coaching staff to agree on the playing goals of each player.  The National’s put an extreme amount of pressure on both groups and not meeting the expectation of both group can quick result in a very bad experience and a long week.  

5. File clerk

The TM should have a copy of each player's birth certificate on hand in case there is a discrepancy. Some of the larger tournaments require an officially-sealed birth certificate in order to register a team.

6. Fundraising Coordinator

Fundraising can be a large part of being on a team. Many teams travel or enter large tournaments where fundraising helps to offset the out-of-pocket costs for the parents. Teams can hold fundraising events such as a trivia night or an auction and/or they can solicit sponsorship from resources and businesses in the community. Many teams have banners made displaying the names and logos of their sponsors and hang them in the dugout during their games. This gives the sponsors visibility throughout the season.

The key to any team financial is “transparency”.  Keep the parental group very informed on balances, revenue, expenses etc. If a bank account is involved, I would suggest allowing another person to reconcile the statement.

7. Travel agent

Making travel arrangements is an important aspect of the TM's job. Researching the closest facility to the tournament fields, communicating to all the parents the booking requirements for each individual hotel, making sure each family has booked their rooms, keeping a master list of those booked and not booked and canceling the bookings in case there is a problem are all important responsibilities of the TM.

WARNING:  PLEASE FULLY UNDERSTAND THE CANCELLATION NOTICE.  If you make travel arrangements through Travelocity, Orbit, PriceLine etc., you may be guaranteeing you rooms regardless of whether you stay the entire time.  Many of the area hotels are working hard and have made special arrangement to host our teams, please check out the sponsor hotel for the travel page.

8. Team Pin Buyer

Some of the larger tournaments have a pin trading aspect. The idea is that each team creates a unique team pin (lapel pin) and each player is armed with enough team pins to trade with all the other teams in the tournament. Ideally, each player will come home from the tournament with pins from each opposing team. Not only does this create camaraderie amongst the teams, it is a fun way to meet the other teams' players and have a collection of souvenirs from the tournament. The TA organizes or delegates the job of designing the team pin, finding manufacturers, soliciting bids, and ordering pins. This is actually a fun but time consuming task and one best started months before the pins are needed so you are not rushing at the end and have the pins in plenty of time before the start of the tournament.

Read more: http://www.momsteam.com/team-parents/team-administration/organization/what-is-the-role-of-a-team-parent-team-mom-or-team-dad#ixzz0lwAvT9Wj