Sport Club Coaches and Managers need to determine the cost of venue and equipment, complete all necessary documentation to rent the facility, and assess the need for insurance. The club needs to be registered, as do the associated athletes, coaches, and volunteers. 

 

Most clubs will meet/practice regularly once a week throughout the sport season, so an appropriate day/time for practices should be chosen. 

 

Costs and Budget 

 

Community Councils expect to be made aware of the costs associated with all programs in the community. Sport Clubs must work very closely with the Community Treasurer to set up a budget for the club. Depending on the financial resources of the community, there may be support available from council in the form of subsidies for facilities, uniforms, competitions, and travel. 

 

Depending on the sport, the cost of equipment may also need to be taken into account. If equipment is not available as part of the facility (eg. basketball) or the athletes are not expected to maintain their own equipment (eg. skiing), organizers need to account for these costs in their budget. Partnering with generic organizations for bulk-buying of equipment is one suggestion that may help in keeping costs at a minimum. 

 

Budget guidelines for sport clubs are outlined in section 2 of this resource. A sample budget is included.  

 

New Club Start-Up Grant 

 

Special Olympics Ontario has funding available for new clubs, to assist with start-up costs. These may be accessed from the online forms section of the SOO website. 

 

Facility and Location 

 

Practice facilities should be centrally located, and easily accessible. The gym should be large enough for activities or have access to outside fields if necessary. Facilities may be secured through local Parks and Recreation Departments, School Boards, churches, etc. Some things to keep in mind regarding training venues include access to public transit, washroom facilities, etc. 

 

Local facilities may have a fee for use, which varies depending on whether the facility is public or private (school or municipal gymnasium vs. church hall), demand (smaller town vs. metropolitan centre), and local traditions (not-for-profit vs. corporate rates).  

 

Facility managers (municipalities, school boards, private institutions) should expect users to complete contracts for use of various facilities for weekly training. Such a contract may require proof of insurance coverage. Special Olympics Ontario does provide such coverage for its programs. Forms are available through SOO’s Provincial Office and may be requested via the online forms section of the SOO website. 

 

Registration 

Sport Clubs must be registered in order for the program to be considered eligible with Special Olympics Ontario. The Sport Club Registration Form is available at the forms section of the SOO website, and must be submitted along with a list of the associated volunteers, coaches, and athletes. 

 

The following format should be used for naming a sport club: 

  

Community, Club Name, Sport (example: Toronto Hawks Soccer). 

  

 

Program Overview 

 

Prior to the first night, the Head Coach should meet with the assistant coaches to discuss the yearly plan for the program, including goals, philosophy of Special Olympics and the program. This should happen annually. 

 

First Night 

 

Coaches should communicate the season’s objectives to athletes, parents, and family support networks while providing detailed information about the club, including: 

• Contact list 

• Suggested apparel 

• Drop-off and pick-up time 

• Request for Volunteers 

• Request for Sponsors 

• Yearly Plan for the program 

• Practice/Competition calendar 

• Other Pertinent information 

 

Such a meeting could also occur after the start of the season to facilitate any questions and allow for an update.