The start of a new club volleyball season is filled with excitement. Athletes meet new teammates, step into new roles and prepare for months of training and competition. For parents, the start of the season can also bring plenty of questions.

How does the club communicate? What are the expectations for athletes and parents? How does playing time work? What happens if an athlete is injured? What should families know about tournaments and travel? When should a parent contact a Coach? Most importantly, what role should parents play in their athlete’s development?

A preseason parent meeting provides an opportunity to answer those questions before they become issues.

But an effective parent meeting shouldn’t feel like a reading of the club handbook. It should establish the foundation for the season and introduce families to the expectations, resources and philosophy that will guide their experience.

The most effective approach is to treat parent education as a season-long process. Provide essential information before the season begins, then revisit and expand on those topics as they become relevant.

START WITH THE BASICS: WHO, WHAT, WHERE AND HOW

The first portion of a preseason meeting should help families understand how the club operates.

Introduce administrative staff and key contacts, explain communication platforms and review the club calendar. Families should leave knowing where to find important information and who to contact when questions arise.

Consider covering:

  • Administrative staff and points of contact
  • Club calendar and important dates
  • Communication platforms and expectations
  • Team directories and contact information
  • Gym and facility policies
  • Parking and arrival and dismissal procedures
  • Weather and emergency policies
  • Tournament and travel information
  • Club fees, payment responsibilities and deadlines
  • Available member benefits and resources

Clarity early in the season can prevent confusion later. When possible, provide families with a resource they can reference after the meeting rather than expecting them to remember everything presented.

ESTABLISH SAFETY AND ATHLETE-WELLNESS EXPECTATIONS

The preseason meeting is an important opportunity to communicate the club’s commitment to athlete safety and well-being.

Parents should understand athlete-protection policies, including applicable SafeSport requirements, along with expectations for communication, conduct and appropriate interactions among athletes, Coaches and adults.

Athlete wellness should also be presented as a shared responsibility.

Topics might include:

  • Athlete protection and SafeSport
  • Sports hygiene
  • Injury prevention
  • Nutrition and hydration
  • Strength and conditioning
  • Injury reporting and return-to-play expectations
  • Mental and emotional wellness
  • Appropriate communication among athletes, parents and Coaches

The preseason meeting doesn’t need to cover every topic in depth. Introduce the resources available and establish the expectation that health and wellness are part of the development process. More detailed education can follow throughout the season.

DEFINE THE ATHLETE’S OPPORTUNITY

One of the most important conversations a club can have with parents is what athletes should expect from the development process.

The preseason meeting is an ideal time to explain that development happens every day, not just on competition days.

Practice is where athletes receive instruction, refine skills, build confidence and learn to compete. Every practice is an opportunity to improve, regardless of an athlete’s current role on the team.

This is also where clubs can establish a healthy definition of success.

Success isn’t measured only by points scored or minutes played. It can also be measured by improvement, effort, preparation, Coachability, communication, resilience and the ability to contribute to a team.

Parents who understand this philosophy from the beginning are better positioned to reinforce it at home.

ADDRESS PLAYING TIME BEFORE IT BECOMES AN ISSUE

Few topics create more questions in youth sports than playing time, making it one of the most important subjects to address before the season begins.

Parents and athletes should understand that fair does not necessarily mean equal and that playing time can vary based on age, competitive level, positional needs, preparation, training performance, effort, attitude and match strategy.

Clubs should clearly explain their philosophy and how athletes should address concerns.

Families should know:

  • How playing time may differ among teams and age groups
  • The factors Coaches consider when determining roles
  • Why missed practices can affect development and opportunity
  • How positional or team needs can influence playing time
  • How playing time may change throughout the season
  • When and how an athlete should speak with her Coach
  • Whether the club has a communication protocol, such as a 24- or 48-hour rule
  • When a Club Administrator should become involved

The goal isn’t to eliminate disappointment. It is to prepare families to navigate it appropriately.

Athletes may experience role changes, reduced playing time, competition for positions or other challenges throughout the season. These situations can become opportunities to learn how to communicate, accept feedback, respond to adversity and advocate for themselves.

TEACH PARENTS THEIR ROLE IN THE PROCESS

Perhaps the most important message of the preseason meeting is that parents are part of the development process, but they aren’t the Coaches.

Parents can help athletes navigate the challenges that come with competitive sports.

Athletes will make mistakes. Teams will lose. Teammates won’t always agree. An athlete may experience disappointment or frustration or not receive the role she hoped for.

These moments can be uncomfortable, but they can also be valuable.

Rather than solving every problem for their athlete, parents can help athletes learn to navigate challenges themselves. That might mean encouraging an athlete to have a difficult conversation with her Coach, helping her reflect on a disappointing performance or asking questions that guide her toward a solution.

A preseason meeting is the right time to establish this philosophy:

The goal isn’t to remove every challenge from an athlete’s experience. The goal is to help athletes learn how to handle those challenges.

HELP ATHLETES DEVELOP SELF-ADVOCACY SKILLS

As athletes grow, parents and Coaches can gradually shift responsibility to the athlete. Clubs can help families understand that learning to communicate, ask questions and advocate for themselves is an important part of athlete development.

Age-appropriate self-advocacy might look different throughout an athlete’s development:

  • Younger athletes: Parents can help their athlete prepare what they want to say or practice how to approach a Coach.
  • Middle and high school athletes: Encourage athletes to communicate directly with their Coach when they have questions about their role, development or feedback.
  • All athletes: Help athletes learn to ask for feedback, express concerns respectfully, take responsibility for their development and speak up when something doesn’t feel right.

These skills extend beyond volleyball. Learning how to have a difficult conversation, receive feedback, clarify expectations and communicate a concern prepares athletes for future interactions in school, work and other areas of life.

Self-advocacy is also an important part of athlete safety. Athletes should feel comfortable speaking up when they are experiencing pain, excessive fatigue, injury symptoms or other concerns. Clubs can reinforce that asking for help is a sign of responsible decision-making—not weakness.

The goal is not for parents to step away completely. It is to gradually transfer responsibility to the athlete as she becomes ready to take it on.

EXPLAIN THE RECRUITING JOURNEY

For older age groups, recruiting deserves a place in preseason parent education.

Families should understand the club’s role in the recruiting process, what resources are available and what responsibilities ultimately belong to the athlete.

An introductory discussion might cover:

  • The club’s recruiting philosophy
  • Recruiting timelines and expectations
  • Communication between athletes and college Coaches
  • Video and recruiting profiles
  • College preparation resources
  • How athletes can research schools and identify good fits
  • The importance of academics and personal goals
  • How parents can support without taking over the process

Recruiting education can become more detailed as athletes approach the appropriate stages of the process.

COVER THE PRACTICAL SIDE OF COMPETITION

Once the season begins, tournament logistics can quickly become a source of questions.

The preseason meeting should provide families with a basic understanding of:

  • Tournament formats and schedules
  • Tournament management systems
  • AES, OTTO and other platforms used by the club
  • Travel expectations
  • Hotel and transportation policies
  • Team responsibilities
  • Volunteer opportunities
  • Tournament communication
  • What families should expect on competition weekends

This is also a good time to explain what information parents are responsible for finding themselves and where they can locate it.

The goal is to make families more self-sufficient as the season progresses.

MAKE PARENT EDUCATION A SERIES, NOT A SINGLE MEETING

The preseason meeting shouldn’t attempt to teach everything a parent might need to know during a six- or seven-month season.

Trying to cover every topic at once can overwhelm families and reduce how much information they retain.

Instead, use the preseason meeting as Part One of a parent education series.

The initial meeting should focus on information parents need immediately and the philosophies they need to understand from the start. Then, during the first few months of the season, revisit those topics through short educational communications.

A SAMPLE PARENT EDUCATION SERIES

Preseason: “Welcome to the Club”

Cover club policies, communication, calendars, athlete expectations, safety, playing time philosophy, parent responsibilities, fees, tournaments and travel.

Weeks 2-3: “Understanding the Development Process”

Explain practice, athlete development, Coachability, effort, competition and how parents can reinforce a growth mindset at home.

Weeks 4-5: “Playing Time, Roles and Communication”

Revisit playing time expectations, explain how athletes should communicate with Coaches and provide guidance for parents when their athlete is frustrated.

Weeks 6-7: “The Positive Sport Parent”

Discuss sideline behavior, post-match conversations, handling wins and losses, allowing athletes to problem-solve and avoiding the temptation to Coach from the sidelines.

Weeks 8-9: “Athlete Health and Wellness”

Focus on injury prevention, nutrition, hydration, recovery, sleep and recognizing when an athlete needs additional support.

Early Tournament Season: “Being a Tournament-Ready Family”

Review tournament logistics, travel expectations, schedules, communication and how families can help athletes remain focused and prepared.

For Older Athletes: “Preparing for the Recruiting Journey”

Introduce recruiting resources, timelines, communication expectations and ways athletes can take ownership of the process.

These don’t need to be lengthy presentations. A short “Did You Know?” message, handbook reminder, video, newsletter article or team discussion can reinforce one concept at a time.

USE THE CLUB HANDBOOK AS AN EDUCATION TOOL

A comprehensive club handbook is valuable, but only if families use it.

Rather than treating the handbook as a document parents receive once at the beginning of the season, use it as the foundation for ongoing education.

Choose one topic each week or every few weeks and bring it back to families in a digestible format:

Did You Know?

Your athlete’s development is measured by more than playing time. Here’s how our club defines opportunity and what athletes can do to maximize it.

Or:

Parent Tip of the Week

Your athlete had a difficult tournament. Before asking, “How did you play?” try asking, “What did you learn?”

Small reminders can keep the club’s philosophy visible long after the preseason meeting ends.

MAKE THE MEETING CONVENIENT AND ENGAGING

Even the best parent education program won’t work if families don’t attend.

Schedule meetings while athletes are already at practice when possible to eliminate an additional trip. Offering multiple sessions can also accommodate different family schedules.

The environment matters, too.

The meeting doesn’t need to feel like a corporate presentation. Create a welcoming environment where parents can ask questions, meet other families and understand that the club wants to partner with them.

At the same time, clubs should be clear and firm about expectations. Parent education isn’t simply about making families feel welcome. It is about creating shared understanding around the responsibilities that come with being part of the program.

Track attendance so clubs know which families received the information and can follow up when necessary.

THE GOAL: A PARTNERSHIP THAT BENEFITS THE ATHLETE

A strong parent education program creates alignment among three groups: the athlete, the parent and the club.

When families understand the club’s philosophy before challenges arise, difficult situations become easier to navigate. When parents know how and when to communicate, Coaches can focus on coaching. And when athletes understand that their parents and Coaches are working toward the same goal, they have more space to take ownership of their development.

The season won’t always be easy. Athletes will make mistakes, experience setbacks, compete for roles and encounter situations that test them.

That’s part of competitive sports and part of growing up.

A club’s job isn’t to prevent every difficult experience. It is to create an environment where athletes can experience those challenges safely, learn from them and develop the skills to navigate them.

A preseason parent meeting is where that partnership begins. A thoughtful parent education series is how clubs continue building it throughout the season.

View a Parent Orientation Meeting Template and Outline for Volleyball Clubs

CONTRIBUTOR

The ideas and examples in this article were informed by Triangle Volleyball Club based in Morrisville, North Carolina, which uses a comprehensive preseason parent orientation and ongoing parent education to help families understand club policies, athlete development, communication expectations and their role in supporting the athlete’s experience. Triangle’s approach includes multiple orientation sessions, a detailed club handbook and ongoing educational reminders throughout the season.

Triangle Volleyball Club is a member of JVA, the only national association that’s 100% focused on junior volleyball and the needs of the club community. Our mission is simple: improve the junior volleyball experience. Founded in 2006 by Club Directors and for Club Directors, JVA supports over 1,800 member clubs with resources, events, education, and advocacy that help the sport grow in the right direction. With a focus on innovation and inclusivity, JVA empowers clubs to lead with purpose on and off the court, while also providing an unmatched event experience at JVA hosted tournaments. Learn more at www.jvavolleyball.org and follow @jvavolleyball on Instagram.