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