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New Club Development Plan

b u l C y e k c o H n w o r u o y w o r g o t s p e t S 13 An Initiative of the Belgium Hockey Federation

Foreword: New Club Development Plan The purpose of this document is to provide you with support in order to establish/develop your very own hockey club that, in the end, will create an opportunity for your community to play hockey. KBHB - ARBH believes that this guideline will fulfill its role as a tool for new club development, and will additionally support in reaching the goals of the federation to further promote hockey and increase the popularity of the sport discipline, in Belgium. The guideline consists of thirteen steps that function to illustrate to you which aspects need to be taken into consideration while establishing/developing your own club. It is significant to mention that these steps have been placed in a certain order to do detailed research and analysis of the new club development process. This is the order which is felt to benefit you as the founder of a new club the most, although, there may be some exceptions. While it is recommended to follow the steps as closely as possible, certain steps may differ slightly in certain situations. Before you begin please

ensure that the time is taken to first thoroughly read through this document. If after this you feel that certain steps do not work for you, or need to be done in another order, it would be wise to consult someone from the federation about this. Again, the federation is here to support you and help you to get through this process as easily and smoothly as possible. But remember! You are the originator of the club, KBHB - ARBH is here to support and guide you, but the initiative needs to come from your side.

Table of contens Introduction

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Steps 1-13

Page 2-19


Page 20-22


Page 23-26


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Introduction: New Club Development Plan Koninklijke Belgische Hockey Bond/Association Royale Belge de Hockey (KBHB - ARBH) is the federal organization of field hockey in Belgium. The Association was founded in 1907 and is the only unitarian association in the country. The federation is working towards developing the best possible conditions for indoor and outdoor hockey throughout the country, while at the same time striving to create a positive image for hockey in Belgium, and support the educative, social and family values of the game. The federation wants to accomplish this by organizing competitions and by creating sportive responsibility. The KBHB – ARBH would like to present to you the New Club Development Plan (NCDP), structuralized guidelines that will help to lead you through the process of establishing or developing your own club. Furthermore, this document contains additional problems that you may face during this process, with the possible solutions to help you to tackle these problems. It is important for you to realize that you now have the full support of the federation throughout this process;

you do not have to deal with everything alone. In order to further aid this course of action there is an annual meeting held each year for all new clubs, in this meeting you can speak with people going through similar experiences, share ideas, get advice, and become inspired. Please contact the federation for further details. The federation believes that this guideline will help you to find the right way to fulfill your goals and establish/develop your new hockey club. KBHB ARBH ensures you that the guideline is easy to read and has been created to fit your needs as best as possible. The federation would like to wish you luck with the development of your new hockey club and is hoping to see you as a member of KBHB – ARBH soon.



Step1: Motivated People Willing to Take the Initative

The first step when deciding to set up your own hockey club is to find a core group of people, also known as the board, who are willing to take the initiative and help you in this process. It is impossible to manage all the aspects needed for the development of a new club by yourself! It is a lot of work and very time consuming, please remember this when deciding to start up. The board should initially exist of three to four persons, ideally experienced in field hockey, as well as in some area of the business field (management, marketing, sponsoring, PR, etc.), although this is not a must. Apart from this, they need to be motivated and willing to work with children, and be aware that starting a new club is a long term commitment with a lot of ups and downs. It is important to always be aware of the motivation of your board members. It is recommended to start with a smaller board in order to get the initial developments moving and speed up the process. As the club begins to further expand and the work load increase, the board

and additional volunteers will need to expand along with it. More information on the organization and further development of the board and organization in general, can be found in Step 9: Further Development of the Organization. Furthermore, in Appendix 2: Different functions, boards, and committees within a club, and their responsibilities, a general overview of the different tasks which are often tackled by which person/committee, can be found.

Initial structure of the board !

President Secretary Treasurer Technical Director

Areas which need to be tacked by the board:

✓Communication &

PR ✓Sponsoring ✓Activities ✓Team development ✓Facilities ✓Volunteers ✓Finances ✓Federation administration ✓Technical aspects

Step2: Determining the Potential Determining the potential for your club is the second step after finding motivated people willing to take the initiative.In this step it is important to look at the future potential of sponsors, volunteers, government help, facilities, and most important hockey players, in order to determine whether or not the decision to start a hockey club is indeed wise, and to prepare yourself for what you will need to face in the future of your new club. Sponsors, volunteers, government help, and facilities will all be covered in more detail further into this document. In this step it is not yet vital to develop these areas; rather, it is important to start thinking about them and taking them into consideration. Think about how these different areas will develop along with your club, what you need to know about them, how you can better prepare yourself, and future obstacles you may face. In the end this will help you to better plan for the future and make the entire process just that bit easier.

The following questions should be answered before proceeding onwards: Does a hockey club already exist in this area? Is it active? Does it cater to all? Is there sufficient interest for a new hockey club? Can this interest be sustained? Will you have enough volunteers and/or professionals to assists with the formation and running of the club (you will need to determine which volunteered/paid positions you will need 1st initially, 2nd as the club grows)? What are the future plans for the local government? What are the demographics of the area? Is there population growth? Is there support from local authorities/community centers, governing sports bodies, schools, youth clubs, sports centers, local agencies? Is there a primary location/facilities where you can begin with hockey training? Can they be accessed? At what cost? Is there public transport available?

3 Determining the potential of hockey players is the most important point to focus on in this step. The federation has already done much research on this topic which is available to help you. For specific information regarding potential growth rate, current growth rate, and clubs in the area, please feel free to contact the federation. Before you are able to approach potential sponsors, financial backers, or the different levels of government, you need to know as much about the potential for hockey in your area as possible. You need to have done you research well in order to show that you are knowledgeable about, and fully prepared to, start a new club. Â If, after answering all of the above questions and speaking to the federation, you still feel that there is potential for a new hockey club in your area, then please proceed on with the following steps in this document. If you are now questioning the potential this may mean that more research and advice from knowledgeable individuals is needed.


Step2: Determining the Potential

This does not mean that starting your new club is not feasible; rather, it means that further information should be sought out. It would be wise to consult with the federation or someone with more experience in this area before continuing onward. Lastly, an aspect which again needs to be taken into consideration, although does not necessarily need to be fully realized in this phase, is your personal club identity. Start to think about the name of your club, club colours and logo, and what image you wish to project internally as well as externally. There is the option to already fully develop and realize this in this step, although you may also choose to wait until Step 9: Further Development of the Organization.

Look at the potential for different ages, hockey levels and sexes within your area. Do you want to focus on a certain target group? Having equal female and male members of your club can be of great advantage!

Step3: Writing a Business Plan In the previous step you have determined the potential for your new hockey club, which, since you are now moving on to making a business plan, should have told you that there is in fact potential in your area. In this step information is given about the business plan, including why your club needs one and what should be in it. A business plan is highly important for a smooth start up. The first business plan should focus on the first 1-3 years and be used to formulate the club's vision, mission, goal(s) and strategies. A business plan does not have to be complicated although it should answer the following questions;

A business plan needs to be updated each year !

• • •

Where are we now? Where do we want to be? How are we going to get there?

Your business plan will be a very important tool in the development of your club. A well researched and thought out business plan will help to show

Take a look at Step 4: Accommodation Part 1, depending on your specific situation you may already want to begin realizing Step 4 at the same time as Step 3. how serious and prepared you are when approaching potential sponsors, support, and the different levels of government. Make sure that enough time is taken to ensure that this is a quality document. There are many different formats and approaches which can be used when creating your business plan, many of these examples can be found on the internet or in relevant literature. Furthermore, the federation does have some examples of business plans from created by different hockey

5 Possible content of business plan: ✓ Mission/Vision – How do you see your club in the future? What are your dreams? ✓ Goals – What goals do you wish to reach? Coaching, finance/sponsors, membership, competition, talent development? Make these goals SMART. ✓ Background research – SWOT Analysis & Trends and Developments. ✓ Strategies – SMART. ✓ Financial plan

6 Tip! •Make sure your temporary accommodation has all needed facilities (field, change rooms, parking, etc) •Think about training possibilities in the winter – you can always train indoors. •Make sure all necessary equipment is accessible. In this step you will find information and advice regarding the locating of suitable facilities for the first period of new club development. During the first months of setting up your new club you have to deal with several steps of development. It can be very difficult, expensive and labour-intensive to have your own facilities in these beginning steps. For many it will be nearly impossible to obtain your own facilities right off the bat, and if even possible, facilities to host a small starting out club would not be the smartest move due to the large economic investment which

Step4: Facilities Part 1 is needed. This would not be justifiable for a small starting out club. Because of this it is advisable to find a temporary solution to accommodate your club while you continue with further development. It is very important that even though you may not have your own facilities, that you do have somewhere which is temporary and that you can use on a regular basis. It is very complicated to develop your club “only on paper”, playing possibilities for members need to be offered. If you already have the possibility to obtain your own facilities please jump to Step 10: Facilities Part 2. Some possibilities for facilities during the initial development of your club include:

•Sharing facilities with an already existing hockey club. •Sharing facilities with an already existing football/handball/netball/etc club (do not be too picky about the type of field in this stage). •Using a public sport area (grass fields are acceptable as well).

•Using an indoor hall. •Sharing facilities with (a) school(s). It is now not important to have the best facilities ever, it is important to give your members a place to practice and develop.

Tip! Sportplan VlaanderenThe Flemish government is currently busy with plans to implement approximatly 200 multi purpose artificial fields in Flanders. The first which are estimiated to be finished in spring 2011. This could provide a great place to begin training for your club, look for more information about this in your local area.

Step5: Engaging with the Government In this step you will need to make first contact with the government. There are no set rules or regulations on what the government will or will not help you with, each case is different and needs to be approach in its own way. This is something which each clubs needs to deal with individually. Make sure to contact all levels of Government, municipal, provincial, and national. Each of these levels has the potential to assist you in another way, although, as already mentioned, are not obligated to. Some example of the ways the government can help you include:

•Help with acquiring a field.

Tip! •When thinking of ways the government can assist you think outside the box. •Try to use your own personal network in order to come into contact with the right people. •In some areas it may be possible to join the local sport council. •Collaborate with other clubs which are also looking for new facilities, it may be beneficial to approach the government together.

•Provide funding. •Provide useful information. •Help with marketing and PR.

Although all the above examples are possible, the most important way which the government has the potential to help you is with the funding of your club. This is on the level of your local municipality.

7 Take care that you have done your research well and are able to present your case professionally. Know exactly what you are asking the Government for, why you need this, and if you are asking for funding, what the funds are going towards. It is recommended to do this is the form of a business plan, which has already been described in step 3. The more professional and prepared which you come across the better. Be su re to take into consideration the different ways which you can make it easier for the government to help you. Be flexible, open to new ideas, and think creatively. Although this step may seem overwhelming at first, the government has the potential to help your club and this needs to be taken advantage of.

Step6: Communication

8 Tip! •Make sure to give all your communication a positive look. •If needed, you can contact the Federation for support. They can give you examples of newsletters and will give you feedback if needed. •Do not forget to communicate with all stakeholders: parents, volunteers, sponsors, players, et. •Word of mouth can be a very powerful marketing and PR tool. •Make use of, a hockey forum always posting new information and interviews from clubs.

newsletter, starting up a website, and other important aspects. Communication is a very important tool in a business. With your internal and external communication you can accomplish such things as, creating a positive image of your club, coming into contact with stakeholders, and club promotion. Although, good communication is not as easy as it seems, make sure you ask for someone’s help if you are not familiar with the subject. Before you start with your communication plans, it is recommended to answer the following questions. This can be done in the form of a communication plan.

•How are you going to promote your actions?

Remember! G o o d , c l e a r communication is a very important factor to the sucsess of your club!

Your communication plan should include the goals/ aims of communication, strategies for meeting these goals/aims, and the tools which you will use to implement these strategies. Once again make sure that it is SMART.

•Who are you planning to target? •What does the club have to offer?

This step focuses on the communication of your club. You will find information about making a

•Are there resources available to implement in a communication plan?

•What is it what you are hoping to achieve?

Getting a website up and running is one of the first steps to good communication; it plays an important role in the overall development. In the beginning the website will mainly be used for basic internal

Step6: Communication and external communication, but later on this will change and will additionally be used for membership recruitment, development of club structure, and as a main information source. Remember, it is not important to have a large and complicated website, in the beginning. Keep it short, simple, but effective. Make sure the local media gets to know your club. Call to make an appointment for an interview, have an article/press release published about your accomplishments, match results and activities of the club. Invite the local media to your most important games or write a match report yourself. It is recommended to use the name and logo (club colours) in communication as soon as possible. If you use it from the beginning it can help to promote name recognition in your area. Mention it in an interview with the local newspaper and/or when you write a press release.

Tip! Examples of newsletters from other hockey clubs can be found in appendices 3.

your accomplishments, match results and activities of the club. Invite the local media to your most important games or write a match report yourself. It is recommended to use the name and logo (club colours) in communication as soon as possible. If you use it from the beginning it can help to promote name recognition in your area. Mention it in an interview with the local newspaper and/or when you write a press release. It is recommended to put out a monthly/bimonthly newsletter, for all stakeholders. In the newsletter you give information about the current development, future plans, and any other news.

9 Even if the club is not yet officially up and running yet you can start with the newsletter. Include information about the steps which are being taken, and fill people in on the current developments. Later on, when the club is running, you can add in the development around the games (team of the month or player of the month) and the development of the club (what are you working on, what did you achieve).


Step7: Acquiring New Sponsors and Financial Backing

Apart from the membership fees, there are different ways of raising money for your club. This is covered in this step. Sponsoring is a commonly used way of financing a club and will be the main focus on this section. When looking for sponsors focus on the identity of your club and try to find connections between it

Remember! Always stay alert for new sources of financial income for your club. The bigger the club grows the more money will be needed. and the potential sponsor. Look for companies which have similar values, goals, beliefs, etc, to your club. See sponsorship as a partnership; make sure you can give something in return to your sponsor. Both sides should benefit from the partnership. Multiple sponsors will eventually be sought out, use your existing network, approach local businesses in the area, find out which

companies match well to your club, and determine what you can give back to them. You may want to wait with approaching the potential larger sponsors until you are sure that you have something to give back to them. When approaching larger sponsors before you are able to fully work together with them as an equal partner, they may not feel as though they are getting enough out of the partnership to suit their needs, and back out early. You want to avoid this situation. Furthermore, it is recommended to not start with this step until you have allocated someone to specifically focus on and be responsible for it. Preferable someone who has some previous experience in this area. Building a good partnership is not as easy as it sounds and needs to be well structured. When approaching potential sponsors it is important to come prepared. Bring along information, sponsoring possibilities, what you can offer to them, and of course your business plan.

Tip! Please get in touch with the federation to be brought into contact with the sponsors of the federation and their affiliates. This is a great way to get started! Show that you know what you are talking about and that you are offering them a great opportunity. All financing does not need to come from sponsors; there are other options as well. Take into

Remember! In order for donations to be tax deductable you must be legally registered as a nonprofit organization. consideration your membership fees, donations, and different private investors (again ensure that you are well prepared when approaching/

Step7: Acquiring New Sponsors and Financial Backing meeting with a private investor). Moreover, financing may be available from the local government, as already covered in Step 5: Engaging with the Local government. Lastly, the members of the club can organize their own fundraising activities, this not only generates income, but is fun at the same time (examples of possible activities can be found in Step 8: Organizing Activities).

Tip! Try to go for long term contracts with sponsors and other financial backers.


12 In this step some examples of different activities and what they can be used for are given. Activities come in all different shapes and sizes and can be used for a range of reasons. They can be used to help establish the club, attract more members, raise money, build club spirit, celebrate an event, etc. Make sure when developing the plans for a new activity that they are first well thought-out and documented. Make sure you have clear goal(s) before you start, and have covered all aspects of the planning, including the consequences of this activity. The following are some examples of activities which can be used to meet the above mentioned goals: •Introduction days - During an introduction day you can invite the community to your club/field in order to introduce hockey in general and give further information about your club. •Clinics – Different clinics can be organized by the local first division players. You can organize

Step8: Organizing Activities Tip! Make sure that you plan and promote your activities in advance. It will take some time, but if you plan it right you can reach

clinics for the local schools, or even do them during an introduction day. If you wish to organize clinics for the local schools make sure to speak with the school board, tell them your plans, and see how this could benefit them as well. You may want to suggest combining it with their normal gym classes. •A combination with (after) school sport – Offer a special (after) school trial period for kids from the local elementary schools. For a certain time period kids can learn about hockey and get a feeling for the sport. After this time period is over you can offer them the chance to join the club.

•Different fundraising activities – Fundraising dinners & BBQ’s, car wash, lottery, yard sale, bake sale, etc. •Organize a school competition – Get your local schools together to participate in a school competition. You could first start it off with a short clinic and then go on to the games. Afterwards you could again offer the kids the chance to join your club. •Local events - Promote your club at different local events (make sure to contact the organizers of these events before hand). These are just some examples of activities which your club could organize, the list is endless. Think about other funs ways to reach your goals and remember to be creative! For more information about the promotion of these activities see Step 6: Communication.

Step9: Further Development of the Organisation When the club is ready to grow and get their own facilities it is recommended to further develop the internal organisation of the club. Because you are now reaching a point in time when there is a lot more needed to be organized and completed than in the beginning stages, which will be very time consuming when not enough people are available to help, this step is very necessary. Not only will this be beneficial to the board, but to the members as well. As a club matures and members increase, these members will have different needs than in the beginning, and will require a more developed and stable organization.

Remember! Further development of the club needs to be done before you get your own facilities! The board is the face of the club. When there are conflicts or other problems in the board it will be shown on the field, making the board very important. The development of the board and the

different committees is necessary to ensure good and reliable structure, and as already mentioned, it is far too much work for 4 persons alone. Make sure you find motivated people who are willing to put effort into the club. As it is already mentioned in Step 1: Motivated people willing to take the initiative, it is important to look for people who are knowledgeable about field hockey, and business management in general. The search to find the right members of the board can be time-consuming, but it is important. The base of the board needs to be diverse; this will be the foundation of your success. In order to speed up the process it is recommendation to post a job description for every function sought. People like to know what they can expect and how many hours it will take. In order to work efficiently it is recommended to have the following people in the board, as well as the following committees: president, vice president, treasurer, member administration, secretary,


technical committee, communication, sponsoring, youth committee, and competition committee. But remember, do not forget those board members and other volunteers who have already been working hard for the club. Make sure to recognize their accomplishments and give them the credit due.

Tip! •Work towards developing a strong functioning team which can benifit all the members. •Make use of each others strenghts.

14 This step deals with finding and using your own permanent facilities. Each club will deal with this topic at a different point of time. Sometimes it is possible that you will find your own facilities right at the beginning of your club development, but it can also take 1-5 years. It depends on which level your organization is, what opportunities are offered to you, and sometimes just on sheer luck.

Tip! When building your new facilities take the future and expansion into consideration. Is there space for another field in the future? Are t here expansion possibilities?

First you have to search for a good location where you can position your new facilities (this is individual for each club, keep your eyes open in your region). Be aware that getting your own field is a big deal. It costs approximately €0.5 - €1

Step10: Facilities Part 2 million per field, brings on a lot of additional maintenance costs, and demands a well developed and structured internal organization. There are different ways of funding the field such as, private investors, government, and sponsors.

Remember! Having your own facilities brings on a lot of new work and maintenance. Make sure you have the people there to support this. For more information about funding the field jump to Step 5: Engaging with the Government, and/or Step 7: Acquiring new sponsors and financial backing). Before you begin to plan for your new facilities make sure that you:

•Update your Business Plan and include the new aspects that come along with having your own facilities (e.g. new costs & staff).

•Develop your organization (Step 9: Further development of the organization).

People may question why having your own facilities is so important. Reasons for this include:

•Continues to shape the identity of the club. •Gives you more independence. •Is required by the federation (after a certain period of time). •Gives you a place for all members to come together and spent time. It is a central meeting place for everyone. •Gives you your own facilities such as changing rooms and storage areas. •Gives you a place to host other teams/ competitions.

Step10: Facilities Part 2 Even at this stage it may still be hard to develop and maintain your own facilities. Below are some ways which may make this easier for you:

•Organize “amateur tournaments”: here you have the possibility to get new members, and make money by charging a fee.

•In order to split the costs of the new facilities propose to share them with another club. This could be a football club, tennis club, hand ball club, etc. Work together as a team.

•Share the costs of the field/facilities with the members. For example a system can be put in place where members can by shares for the field/facilities.

•Create multifunctional fields which can be rented out to other sorts of sports teams. •Look into the multiple ways which the clubhouse can be used. As a restaurant, meeting place, day care, or maybe for social activities. You may want to promote business meetings and events there as well. •Work together with schools: sport days, tournaments, youth camping etc. This way you can attract young children to join your club at the same time as sharing the costs of your facilities.

This phase is going to be difficult enough, remember that you do not need to go for the best and most expensive options in the beginning. It is recommended to go for simpler and more cost effective facilities at the beginning, with the possibility of improving and further developing as you go along.


16 In the following step information is provided on the subject of volunteers, how to search for them, and how to work with them. It is not uncommon that a club exists out of more volunteers than paid employees. Therefore it is very important that you focus on finding volunteers and that they are well taken care of. Volunteers are of a high value to your hockey club, without volunteers you cannot survive. It is essential to find motivated and dedicated volunteers. These can be people such as parents of the youth hockey players, former hockey players, and other people from the community. Extra focus should be placed on the parents. Most parents are willing to put in the hours volunteering if you approach them in the right way, and show your appreciation for them. The key point is that you have to treat a volunteer with the same respects as a paid employee. The emphasis has to be placed on the reward of the volunteer and not on the reward of the organization. A volunteer needs to feel valued, and always appreciated for the work which they

Step11: How to Deal With Volunteers do. You may want to plan in a yearly volunteer thank you event, where the initiative of all volunteers is recognized.

Tips! How to work well with volunteers: •Do not give one volunteer too many different tasks. •Involve the volunteers at all times. •Have monthly meetings. •Share need and wants from both sides. •S t i m u l a t e t h e vo l u n t e e r s t o 'grow' (e.g. to become a hockey coach). •Treat them with great respect.

It is recommended that your club have one person who is deemed the contact person for all volunteers. When information needs to be handed

out or when there are questions, the volunteers will have one person to go to. Experience has proven that good communication with volunteers is essential. Tell them what you need and expect from them, but remember that it is very important to listen to their input as well. Volunteers have to be stimulated at all times and share the club's vision. Furthermore encourage them to 'grow'; provide them with opportunities such as; (extra) training courses (e.g. HT certifications of the hockey federation). Volunteers can also grow to fill the positions of bar manager, project manager, and any other the other tasks/ positions which have already been mentioned in Step 1: Motivated Persons Willing to Take the Initiative.

Step11: How to Deal With Volunteers Finding volunteers is often difficult. Some different ways to attract volunteers include: •Prepare job descriptions; outline roles and responsibilities of the position. •Post the job descriptions on the website and in the club newsletter. Update them at all times. •Use personal contacts; family, friends (also use the personal network of the volunteers). •Stimulate volunteers to work together (e.g. when a special event is organized different teams can be formed). •Do not focus on one person, approach everybody (e.g. just because one person ends up volunteering again and again, does not mean that this is the only volunteer you can rely on).

•Appoint one person in the organization to be head of volunteering. •Stimulate parents (e.g. parents are able to share more time with their children). •Develop a volunteer plan where parents/ people in general receive rewards by putting in hours volunteering (could be a discount, free item, etc.). Again it is felt important to point out just how vital volunteers are to your club. Make sure that they are aware of how much you appreciate and need them!


Step12: Fair Play

18 In this step it is essential to determine how the players should interact with each other. It is significant that your club as a whole shares the values that are important for it, not only with the members of the club, but also among the guests that visit your club or play against your club. The members have to be and play fair, as well as treat everybody with mutual respect. These points are also very important to the KBHB - ARBH. Therefore, you should make sure that everybody understands each other, and follows the rules and regulations that have been set up by your club As mentioned above, fair play and respect play significant roles for the federation. Therefore, KBHB – ARBH has established ten commands that need to be followed by each player once joining the federation. These are as follows: 1. Be present regularly and arrive on time 2. Notify in case of absence and apologize

for being late

3. Fair play and respect for coach / trainer,

players, referees and opponents 4. Seriously participate in all exercises and give 100% 5. Respect the rules and do not violate them wilfully 6. Ability to recognize that the opponent is stronger 7. Lose with humility and win with modesty 8. Respect for the volunteers who were working for you in their spare time 9. Respect the infrastructure (the grounds, changing rooms, etc.) and the material that is made available to you 10. Participate enthusiastically in the life of your club and your team, experience and monitor the fun of hockey together In addition to the commands that the federation has formed, your club should create its own rules that will establish the fair play among the hockey society in your club.

Tip! The federation has banners with the rules of fair play on them which can be hung up at your club.

Step13: The Last Steps Before Joining the Competition You have come to the final step of the plan. Just because it is the last step does not make it any less important. This step covers the final points which are needed to officially join the hockey federation. These points are: •Only hockey clubs with at least one team participating in the hockey league is allowed to join the federation. It is important to try and join the competition as soon as possible, competition gives members of your club motivation and something to works towards. The longer it takes you to join the competition the more of a chance you have that your members will leave for another club. •A hockey club that wants to join the federation should at least propose the following points to the general secretary: • • •

A copy the regulation. Proof of legal personality. The composition of the committee


(the committee should at least consist of one president and one secretary, both connected to the clubs account). Notification form in which the club accepts the regulations of the federation.

•The recognition of a club has to be confirmed by a letter recorded delivery. The letter has to be sent to the general secretary. The recognition can only be approved if the club has fulfilled all the financial obligations towards the federation.

•The final entry takes place after one year after the general meeting. The club becomes a member of the ''accepted'' clubs from the federation.

•Every season the connected clubs have the obligation to provide at least one national referee per team that joins the national men's league. They should at least provide one referee who is available for the committee of referees as well. This committee should perform at least the minimum amount of referee performances every season.

•Whether or not the club has a legal personality, the board (especially the president and the secretary) are personally responsible for the obligations of the club against the federation. •Clubs of the federation need to consist of a minimum of twenty-five players at the beginning (July 1st of the season), otherwise they will have to participate in lower divisions. However the general board is allowed to overrule this situation in case of good argumentation.

When all of these points have been covered, and all of the previous steps in this plan implemented, you should find yourself as a new member of the federation.


Frequently Asked Questions:

It was found that many clubs in the developing stages have similar questions to each other, some questions which are not already answered in the 13 main steps of new club development. For this reason, this section, Frequently Asked Questions, has been added to the NCDP. The following are the main questions which came up the most during the research into new club development. 1. How should membership fees be determined?

Membership fees are something which vary per club and are left up to the clubs individually to determine. This being said, there are some different ways/techniques which you can use to determine your membership fees. • One of the simplest ways to determine membership fees is to add up all of your fixed costs (remember federation fees) and divide them by the number of players which you currently have as members of your club. You may choose to just leave it at that, or to add on a bit extra to be left as “pocket money” for the club. This “pocket money” could be used for such things as special events and unforeseen costs, and further development of the club. • If you are in an area with a large concentration of hockey clubs you may want to create a competitive membership fee, a fee which is similar to the hockey clubs in your surroundings. For this you will need to do a bit of research, find out what the other clubs are charging. Due to personal reasons you may decide to create a similar fee, or increase/decrease it, this has to do with how you would like the image of your club to be seen, which is explained further in the next point. • Just like with products, the membership fee of your hockey club can give your club a certain type of image. If you would like to be seen as more elite you may want to go for a higher membership fee, if you would like to promote hockey for everyone you may want to go on the lower side. Remember, if you are in an area where hockey is not yet popular and you need to work to get members, creating a lower membership fee will also lower the barriers of entry for these new players. When you are just starting out with your hockey club you will most likely have a different memberships fees than you will say the first 1 or 2 years, this is fine. As your costs change, the demand increases, and the popularity grows, you of course will need to adjust your membership fees accordingly.

Frequently Asked Questions:


2. Where can the rules of the game be found?

The rules of the game can be found on the KBHB – ARBH website, and/or in a rule book provided by the federation. In order to obtain a copy of this rule book please contact the federation, or see one of the following links: (Dutch) (French) 3. How can we deal with the image of hockey as a sport in Belgium?

Hockey in Belgium often carries with it this image of being a sport for only the rich and elite, something which, like other countries around the world, is slowly changing. This is another question that needs to be tackled individually per club. Your image is directly linked to the roots of your club, your values, beliefs, goals, and aims. If you stick to the roots of your club the image of your club should naturally develop. This being said, different actions and strategies which you undertake, and decisions you make (take membership fees for example), will help to further develop your image. You, as a new club, need to determine what sort of image you would like to present to the rest of the world. Are you looking for a more traditional club? Are you a club for everyone? Are you trying to convert those traditional football players to your club? You also need to have a look at your external environment. How much potential is there for hockey in this area? Is there high interest? Is it easy to find members? Is there enough interest? These questions will also help you to answer this question. If you find yourself in an area which is not very hockey oriented, or very familiar with the sport, you need to think about what sort of image is needed in order to get the people interested. If you are in an area with a lot of hockey clubs you need to think about what image you need to get players to leave their current clubs to come play at your club. If you find yourself in a situation where the image which your club has taken on is not the image wish you wish or meant to show to the world, then something is wrong. You need to take a step back from the situation and go over all of the recent developments and actions. What has been done to have given this image to the club? What can and needs to be done in order to change this image? Image is a very tricky subject when it comes to hockey in Belgium. There is no real right or wrong answer; it is what you want and what you make out of it.

Frequently Asked Questions:

22 4. Where do we find qualified trainers?

Each club is responsible for producing their own trainers, this is not something which the federation supplies, although, the federations can help with the educations for your trainers. Look within your club for potential trainers. These can be current volunteers, parents, and even the older youth members of your club. Just because someone has no experience training before does not mean that they cannot become a trainer. The federation offers different levels of training courses for all clubs who wish to take advantage of this. The different levels of training which are available include: A. HT4 (hockey trainers 4) – qualification to train the younger youth. B. HT3 – qualification to train the higher level youth and lower level seniors. C. HT2 – qualification to train top level seniors and further coordination in the club. D. HT1 – qualification for national coach. E. 5. Where can we find more technical information?

For more technical information please contact the federation directly, they can help you further. 6. What do I need to know about referees?

Each club needs 1 referee for each game they play in and at least 2 for the club as a whole. Almost anyone has the potential to become a referee, the training which is need is very basic, and is provided by the refer committee. In order to make an appointment with the referee committee for this training please contact the federation. If you have a question which you believe should be added here as well, please contact the federation, this document is always being updated and improved to better suit the needs to its readers.

Appendix 1: Checklist to success The following items are needed by each team before the play their first competition game: •First aid kit •Responsible person on the field •2 referees •Whistles •Pylons (only for kids) •Mini goals (only for kids) •Ref cards (green, yellow, red) •Stopwatch (for ref) •Game ball (fresh, new ball) •Filled out game sheet •Water bottles (not required, but a nice convenience) •Copy of each players ID •Own equipment (each player needs a stick and a matching uniform (may also be wise to have an alternate uniform, especially a 2nd pair of socks, in a different color, for away games))



Appen: 2 Appendix2: Chairman

• • • •


The leader of the board and entire club in

• Takes care of all members administration


• Together with the chairman, puts

Coordinates the different aspects of the

together the agenda for board and


members meetings.

Responsible for the end results which are

• Takes down all minutes from meetings.

communicated external and internally.

• Puts together the yearly budget.

Responsible for creating and maintaining

• Takes care of all post

contact with the government and other federations. •

Different functions, boards, and committees within a club, and their responsibilities.

Technical committee •Takes care of all the organization related to trainings. •Puts together the teams. •Takes care of all the organization related to tournaments. •Takes care of the training and development of referees. •Looks after training material. •Develops the technical plan.

With the help of the other board members, is responsible for the board offers to/for the club.

Ensures that the rules of fair play and all other clubs rules are followed.

Stays on top of all changes and developments within the club.

Facilities committee •Responsible for the organization of the personnel for the cafeteria. •Responsible the main keys. •Looks after the ordering of products (food, beverage, etc.) •Takes care of all financial administration from the cafeteria. •Organizes all the cleaning of the club house. Ensures all aspects of the facilities are kept in good working order.

Appendix Appen: 2: 2

Different functions, boards, and committees within a club, and their responsibilities.

Treasurer •Takes care of the clubs finances. •Keeps a clear overview of any money going in and out of the club. •Makes all payments on behalf of the club. Youth committee •Take care of development of the youth teams, including problems which may arise there. This does not include technical aspects. •Is a communication point for the youth and their parents. •Looks after the organization of a parent’s information evening. •Takes care of the organization of youth activities. •Takes care of the organization of the year planning. •Passes on all relevant information to the rest of the club.

Sponsor committee •Responsible for finding and maintaining sponsors. •Looks after putting together and initiating the sponsor plan.


Games committee •Takes care of the sign up for teams in the competition. •Look after all administration with regards to games and competitions, ensuring this information is sent to the correct body. •Makes sure to distribute the game programs to all members. •Is responsible for the sending of the referee reports to the responsible body. •Takes care of the organization of the clubs “own” referees. •Takes care of the organization the competition material. •Takes care of the sign up for tournaments, together with the technical and youth committees. •Organizes the transportation for the youth members. PR committee

•Developments the PR plan. •Responsible for the organization of the programs, advertisements, information on the “info board”, etc. •Takes care of the club newsletter. •Has contact with the press.


Appen: 3 Appendix3: Examples of newsletter

Contact: Belgium Hockey Federation

Waversesteenweg, 2057 1160 Brussel Tel : 32-2-663.66.99 Fax : 32-2-663.66.80 Website : E-mail:


New Club Development Plan  
New Club Development Plan  

13 steps to grow your own hockey club