The new season brings new responsibilities. While you’re finalizing administrative details, scheduling fall tryouts, hiring Coaches, and planning the budget, you still need to secure space for your players to practice and play. For smaller clubs with fewer than 10 teams, this may mean securing a single facility. Larger clubs with 20 or even 30+ teams need more space. Securing multiple locations requires insight into available courts, facility requirements, and scheduling expertise.

Finding Court Space

Finding adequate court space begins with an assessment of your club’s needs. Most Coaches want at least one court per team, while families need convenient locations. Everyone benefits from reliable space that supports a predictable training routine. If you’re growing your volleyball program, facilities that offer enough space for multiple teams to train safely without overcrowding are ideal. Consider leasing opportunities with school gyms, community centers such as the YMCA or YWCA, church gyms, and local recreational centers.

When evaluating a venue, assess:

  • Flooring quality
  • Lighting conditions
  • Court markings, net systems, and overhead clearance
  • Spectator safety
  • Locker room access
  • Emergency exit visibility
  • Storage space for equipment such as net systems, balls, and training carts

You’ll also need to check availability during prime club hours, including weekday evenings and weekends. Consistency in scheduling is key for busy families to establish a routine.

Meeting Facility Requirements

While facility owners benefit from renting space, outside groups present a liability. Whether your club rents gym space for practices or leases an entire facility, a rental agreement establishes the responsibilities of both parties. Review your lease agreement thoroughly to ensure you understand the following requirements.

  • Financial responsibilities: A clear understanding of your financial requirements is essential for avoiding disputes during the season. Ensure you understand the rental rates and what’s included in the base cost. Check the contract for additional costs, such as deposits and storage fees. Clarify payment due dates, accepted payment methods, and whether late fees or penalties apply. Scheduling payments at different times may be necessary when renting multiple facilities.
  • Facility operational requirements: Your rental agreement will outline your club’s responsibilities when using the facility. This may include facility rules, adult supervision requirements, and expectations for maintaining the rented space, which can vary from one facility to the next. Share facility regulations and maintenance expectations with Coaches who will be using the space.
  • Termination clauses: It’s crucial to understand the circumstances that can lead to a lease termination. The contract should define the circumstances that result in termination, required notice periods, and whether opportunities exist to correct a violation before termination. Clarify these conditions if they’re not noted in the contract.
  • Force majeure stipulations: Unexpected events that make a facility unusable can lead to financial disputes. A rental agreement should clearly state how these situations will be handled, including whether rental fees will be refunded, rescheduled, or credited if you don’t receive the expected use of the facility.
  • Indemnification responsibilities: The rental agreement will also cover who is responsible for injuries, property damage, and other claims. Knowing your responsibilities is crucial to ensuring your club has adequate insurance coverage.

Insurance Requirements

Most facilities require proof of insurance before teams can occupy a space. Specific coverage limits may differ between facilities, and you’ll need to provide a certificate of insurance (COI) to prove you have the necessary coverage.

Most facilities require clubs to have a general liability policy with a minimum of $1,000,000 per occurrence and $2,000,000 aggregate. Participant accident coverage is also a common requirement, and coverage amounts may vary by facility.

If you have a storage agreement, you may need equipment coverage added to the policy. Some facilities also require youth-serving organizations to carry sexual abuse and molestation coverage, as well as a specific sublimit on their general liability policy for damages to the premises caused by the club.

Regardless of the insurance requirements, you’ll likely have to name the facility owner as an additional insured party. Schools may require the district to be named as an additional insured on a primary, noncontributory basis, making it essential to understand the language in your COI.

JVA offers several types of coverage to help protect Member Clubs throughout the season. JVA program insurance includes general liability coverage at $1,000,000 per occurrence/$5,000,000 aggregate and $1,000,000 fire damage. Optional sports equipment coverage and physical/sexual abuse coverage at $50,000/$100,000 can be added for a separate premium. A COI will be sent within 3 business days of your policy purchase. JVA also offers participant accident coverage for all players through a partnership with Vertical Insure.

When you’re renting multiple facilities, it’s a good idea to review the requirements for all locations and discuss your coverage with an insurance advisor who specializes in youth sports coverage. Understanding how each type of coverage applies to your organization and the facilities you use is crucial to avoiding coverage gaps. Your insurance advisor can help you understand the coverage you have, identify potential gaps, and explain the language in COIs.

Closing the Block: Facility Rental Hot Tip

Seek Out Long-Term Contracts for Predictability

Hourly gym facility rentals can be expensive and unpredictable. Negotiating long-term contracts with facility owners is the best way to secure dependable, affordable spaces for players to practice. Long-term contracts provide Club Directors with predictable requirements and often offer renewal options, making it easier to access available facilities each season.

View more resources to run a volleyball club.

About the Author
Mike DiNottia is a client advisor at World Insurance Associates (World). World is a leading insurance brokerage in the U.S. specializing in business and personal insurance, employee benefits, wealth management and retirement plan services, and payroll & HR solutions. The JVA and World have partnered together to bring JVA members educational articles and content to help you learn about your unique risks and exposures and how to better protect your businesses, members, and families in general. Feel free to reach out to Mike directly with any questions at mikedinottia@worldinsurance.com.

Stories like the one above are intended to be informational in nature. Insurance coverage will vary depending on language specific to your policy and specific facts and circumstances. Please contact your insurance broker and/or agent for your specific coverage implications based on your specific situation and follow any claims reporting procedures from your policy with your broker if there might be a claim. Nothing in this story should be considered as legal advice or opinion and you should seek independent advice or legal counsel.