You have worked hard to build a viable volleyball club with eight teams. While the club is not yet large enough to fully benefit from the efficiencies of scale, it has developed a loyal following. Your emphasis on quality training is producing results, and your athletes are showing meaningful improvement.
You strongly believe in the value of disciplined, high-level training, and that philosophy is reflected in the structure of your practices. Rigorous training has become a defining characteristic of your program. As a result, word-of-mouth referrals have grown, and athletes from other clubs have chosen to join your program.
The following financial plan outlines a framework for an eight-team club and provides guidance to support continued stability and growth.
RULE # 1
Provide the most rigorous training of any club in your area.
Next, identify an economical practice facility. Cost control is critical at this stage because the club has not yet reached the scale of larger programs. Every expense must be managed carefully.
Many clubs in this position leverage relationships with local schools. If the Club Director or several athletes have strong ties to a school, it is sometimes possible to negotiate favorable rental terms. In some cases, schools that provide a steady pipeline of players or Coaches to a club may offer discounted gym access.
There are even situations where a school allows a club to use its gym space at no cost. For this example, assume the school rents its facility to the club for $50 per hour, which includes access to four courts.
With eight teams, the club can schedule three practices per week for each team by renting the facility for 12 hours per week (three nights per week, four hours per night, across four courts). At $50 per hour, the total weekly court cost would be $600.
Many peer clubs practice only twice per week. However, because of the club’s emphasis on training and player development, each team receives three practices per week, totaling six hours of training.
Rule # 2
Find an economical safe convenient place to practice.
Many clubs are drawn to the idea of owning their own facility. For most organizations, this can be a costly mistake. Only the largest and most established clubs typically have the scale to support that level of financial commitment.
For example, the monthly payment on a 20-year, $3,000,000 loan at 5% interest would be approximately $19,799. That payment does not include insurance, property taxes, utilities, maintenance, or other operating expenses. Compare that to the $50 per hour rate negotiated for gym space during the club season. The financial difference is significant. Player development is driven by coaching and training quality, not by the building where athletes practice.
Even a smaller club can offer many of the same supplemental programs as larger organizations. Your club’s reputation is built on a strong training philosophy, and families are willing to invest in programs that deliver real player development. Individual lessons, small group training, and offseason camps should be promoted aggressively.
Camps serve an additional purpose beyond player development. They introduce new athletes to your program and create opportunities to recruit future players who may not currently be part of the club.
Lessons can also become a meaningful revenue stream. When promoted consistently, private and small group training can add approximately 10% to overall club revenue while also accelerating athlete development.
Rule # 3
Take advantage of ancillary revenue opportunities like camps and lessons.
Recruiting athletes at a young age can have a significant long-term impact on the financial stability of a club. If a player joins your program at age 10, that could represent up to nine years of membership revenue. The long-term value of early engagement is substantial.
For this reason, clubs should market aggressively to the youth volleyball segment, particularly athletes in the 14 and under age divisions. Establishing relationships with players and families early increases the likelihood they will remain in your program throughout their development.
One effective strategy is to offer low-cost youth leagues for athletes ages 8–14. A 10-week league structured similarly to a camp format can provide an accessible entry point for new players. For example, a program priced between $150 and $200 could include two practices per week and a game each weekend.
Programs like this serve as an effective marketing tool while also building a developmental pipeline that supports the long-term growth and sustainability of the club.
Rule # 4
Market your club to younger athletes and offer multiple entry points, including a full-season membership as well as two or three lower-cost, 10-week camp-style membership options.
Do not think that, because you are a small club, that you cannot negotiate an apparel deal with one of the large national brand apparel companies. With just eight teams you might be eligible for $500.00 of free goods and 10% more on your apparel purchases above the standard player package. This could help allay the cost of outfitting your coaches.
In running your club there are some costs you can scrimp on and others that you must not scrimp on. As we discussed, finding an economical place to practice is just smart business. QuickBooks is a very economical way to account for your club. Find a Quickbooks savvy service to farm out this task. Many of these firms will do your payroll, too, which would take care of all your payroll tax issues.
Look at paying your coaches as 1099 contracted employees instead of W-2 employees. The IRS has strict rules for this so make sure you know and follow them.
You should not scrimp on legal and insurance services. Find a corporate attorney who can walk you through the documents you need including your company form which is oftentimes a Limited Liability Company (LLC). Insurance agents run the gamut.
Find a competent property and casualty agent who can guide you on the following coverages:
General Liability Insurance
Covers physical injury, mental anguish and damage to property for which you are culpable. Protects against physical abuse and sexual molestation.
Property Coverage
Even if you do not own a building you will need to insure any equipment and inventory you own.
Umbrella Liability Coverage
Excess liability protection for when your underlying coverages are exceeded.
Directors and Officers Coverage
Covers directors and officers for claims made against them while serving on the board or as an officer.
Employment Practices Liability
Protects your business against allegations that an employee’s rights have been violated. Includes defense costs.
Business Interruption Insurance
Provides coverage for foregone profit when operations are interrupted.
Worker’s Compensation
Provides employees’ coverage for medical expense and lost wages while injured
Having inadequate or non-existent coverage can have dire consequences for the club owner.
Rule # 5
Set participation fees at a level that fully covers all club expenses. If your pricing cannot sustain the operation, it may be more prudent to allow another party to assume the financial risk of running the club.
To operate as a legitimate and sustainable volleyball club, you must charge fees that cover all expenses and allow for a profit. Profit is not a negative concept—it is a necessary component of running a successful business. Focus on building the best club, not the cheapest. Deliver a program where athletes improve, excel on their school teams, and potentially earn opportunities to play at the collegiate level.
Rule # 6
Do not sell on price; sell on quality.
Let’s break down your club’s finances, starting with overhead—these are the support services and costs not directly tied to revenue-generating activities.
Club Overhead
| CATEGORY | ANNUAL EXPENSE |
| Salaries & Wages | $30,000.00 |
| Office Supplies | $ 1,200.00 |
| Volleyball Supplies | $ 1,500.00 |
| Facility Rentals | $13,200.00 |
| Professional Fees | $ 2,000.00 |
| Website | $ 2,000.00 |
| Credit Card Fees | $ 1,500.00 |
| Insurance | $ 5,000.00 |
| Taxes | $ 2,000.00 |
| Postage & Shipping | $ 200.00 |
| Advertising | $ 300.00 |
| Computer Maintenance | $ 1,000.00 |
| Miscellaneous | $ 1,800.00 |
| Total | $61,700.00 |
Lesson Income Statement
| Lesson Revenue | $15,000 | |
| Coaching Expenses | $7,500.00 | |
| Court Rental | $1,500.00 | |
| Total Expenses | $ 9,000.00 | |
| Profit | $ 6,000.00 |
Camp Income Statement
| Skills Camp Revenue | $12,000.00 | |
| Coaches Expenses | $4,000.00 | |
| Tee Shirts | $ 500.00 | |
| Court Rentals | $ 500.00 | |
| Total Expenses | $ 5,000.00 | |
| Profit | $ 7,000.00 |
Eight Team Club Participation Fee Spreadsheet
| Participation | JVA | Coaches | Coaches | ||
| Team | Fee | Uniforms | Registration | Pay | Gear |
| 18-1 | $18,000.00 | $2,000.00 | $115.00 | $5,000.00 | $150.00 |
| 17-1 | $18,000.00 | $2,000.00 | $115.00 | $5,000.00 | $150.00 |
| 16-1 | $18,000.00 | $2,000.00 | $115.00 | $5,000.00 | $150.00 |
| 15-1 | $18,000.00 | $2,000.00 | $115.00 | $5,000.00 | $150.00 |
| 15-2 | $16,000.00 | $2,000.00 | $115.00 | $5,000.00 | $150.00 |
| 14-1 | $18,000.00 | $2,000.00 | $115.00 | $5,000.00 | $150.00 |
| 13-1 | $18,000.00 | $1,800.00 | $115.00 | $5,000.00 | $150.00 |
| 12-1 | $16,000.00 | $1,800.00 | $115.00 | $5,000.00 | $150.00 |
| $138,000.00 | $15,600.00 | $920.00 | $40,000.00 | $1,200.00 | |
| Gross Profit | $80,280.00 |
Summary
Now let’s pull all the various parts of our club together and see how our club did.
| Category | Gross Profit | |
| Club | $80,280.00 | |
| Lessons | $ 6,000.00 | |
| Camps | $ 7,000.00 | |
| Total Gross Profit | $93,280.00 | |
| Overhead | $61,700.00 | |
| Total Net Profit | $31,580.00 |
A Club Directorship can be demanding, but it is also highly rewarding. Few roles offer the opportunity to positively impact and shape young athletes, foster their love for the sport, and bring families together. The fulfillment of guiding players and contributing to their growth often surpasses the challenges of simply working for a living.
For related reading for Club Directors click here. View more on Accounting and Budgeting for a Volleyball Club.
About the Author
The author, Tim Kuzma, is an entrepreneur and registered Certified Financial Planner. He is a graduate of The University of Michigan, where he played basketball.
