Volleyball parent meeting agenda: free template and letter

A preseason parent meeting is your chance to explain, in one go, how your season works. Here you get a free volleyball parent meeting agenda template with a welcome letter, a sign-in sheet and a follow-up page, plus what to set up afterwards so the agreements don't get lost in the group chat.

Volleyball parent meeting agenda: download the free template

First, what you probably came for: a parent meeting template for your team, free and with no account needed. It was made for a volleyball team, but it works for any youth sports team with parents on the sidelines.

• Volleyball parent meeting (PDF): ready to print, four A4 pages with the agenda, the welcome letter, a sign-in sheet for 18 parents and a follow-up page for after the meeting.
• Volleyball parent meeting (Word): the same four parts, ready to adapt to your own team.

You are free to use, copy and adapt the template. The PDF has writing lines in the blanks. In Word, replace the words in square brackets, such as [date] and [coach name], with your own details.

Page 1 of the template: the agenda with nine topics. For each topic you fill in who leads it and at what time.

What should a parent meeting agenda for a sports team include?

At a meeting like this, parents mostly want to know how the season works in practice: when their child needs to be where, what is expected of them and who they can go to. The agenda in the template lists nine topics for that, each with a line on what to cover:

1. Welcome and introductions. Who the coaches and helpers are, and how parents can reach them.
2. The season and its goals. What the team is working on and how you share out playing time.
3. Training and matches. Regular days, times, the gym and where to find the schedule.
4. Absences. How and by when a player lets you know they cannot make it, and how parents hear that a session is cancelled.
5. Transport. Who drives to away matches and tournaments, and where you meet.
6. Help from parents. A team parent as point of contact, and jobs at home matches and at the club.
7. Expectations on both sides. Cheering is welcome, coaching is the coach's job. How to set those sideline agreements is covered in parents on the sidelines; at the meeting you only put them on the table.
8. Practical matters. Kit, costs, emergency contacts and medical notes such as allergies.
9. Questions and agreements. Sum up who does what and tell parents when the notes will follow.

Next to each topic are two blank columns: Who and Time. Fill them in beforehand. An agenda with times keeps the meeting short, and parents can see there is an end to it. Hold the parent meeting at the start of the season, before the first match. How it fits in with the rest of your preseason prep is covered in organizing the volleyball season.

How to fill in the template: before, during and after the meeting

1. Before: the agenda and the welcome letter. At the top of page 1, fill in the team, date, time, venue, who leads the meeting and who takes notes. Page 2 is the welcome letter. You introduce yourself, invite the parents with the date, time and venue, say what you will talk about and ask them to let you know by a certain date whether they can come. Below it are a short version for the group chat and three tips for the invitation.
2. During: the sign-in sheet. Pass page 3 around. Each parent writes down the player's name, their own name, phone and email, and puts an X under Can drive or Team parent. By the end of the evening you know who wants to help. Under the list it says the sheet is for the team only: throw it away once you have copied the details.
3. After: the follow-up page. On page 4 you write down each agreement, who will do it and by when, plus any open questions. Below that is an eight-point checklist for after the meeting: from short notes to all parents, including those who could not come, to the driving rota and another get-together halfway through the season.

Send the welcome letter well in advance and keep it short: parents read it on their phones. Messages for the rest of the season, such as the one before your first away match, are in letters to parents of your sports team.

After the parent meeting: where do the agreements end up?

The meeting itself usually goes fine. The hard part comes in the weeks after. The sign-in sheet is still in your bag, the notes are buried somewhere in the group chat, and before the first away match someone asks again who is driving. That is why the checklist in the template comes down to three things: parents know where to find the schedule, how to report their child absent and who is driving when.

You can handle that on paper and in the group chat. It costs nothing and everyone already has it. The downside is that every message gets buried under new ones, and you are the one keeping all the lists. A team app gives those things a fixed place. The table below shows side by side where things end up after the meeting. We make Koach, so read the right-hand column with that in mind.

What Koach sets up for you after the parent meeting

The meeting in the schedule. In the Schedule tab, tap New appointment and choose Other. Give the appointment the type Parents evening, a title, the date and, if you like, a time and a location, and leave For whom set to Whole team. The meeting then shows up in the team schedule, next to training and matches. One thing to know: an appointment like this has no sign-up buttons. Ask who is coming in the invitation, as the welcome letter does. Everything about this kind of appointment is in adding a one-off appointment to the schedule.

Parents in the team. In the Team tab, tap a player: their profile has the button Invite a parent. The parent gets a link, creates their own account and is linked to their child. The sign-in sheet helps here: you can see right away which parent belongs to which player. How inviting works step by step is in adding parents to your team. What a parent then sees in the app is in Koach for parents.

Absences. A parent's dashboard has a card with their child's sign-ups, for example Lars’s sign-ups. For each training session and match the parent taps the check mark or the cross, and if their child cannot come they can add a reason. If you set a session to Training cancelled, the team gets a notification about it in the app.

Notes and jobs. The same dashboard shows the team's Announcements, so that is where you post the notes from the meeting. A job that was left open at the meeting, such as who washes the match shirts, you post as a Task: a parent taps I’ll do it and everyone sees who has taken it on. If the parents are already in Koach, for example for a second parent meeting halfway through the season, you ask who is coming with a Poll. How those three kinds of message work is in announcements, polls and tasks.

Driving rota and team parent. With the Driving rota you share out the trips to away matches. Whoever has driven the shortest distance so far is up next. Tournaments are deliberately left out: you arrange that transport separately, exactly as the checklist says. Anyone who put an X under Team parent on the sign-in sheet can be made Team parent in the app. That parent then sees who is coming to matches and tournaments and can create and edit the driving rota; they cannot change anyone else's sign-up. How to set that up is in assigning a team parent.

Who is this for, and who is it not for?

Koach suits a volleyball coach who does not want to keep track of everything alone after the parent meeting, usually with a youth team whose parents are involved. Parents report their own child's absences, the driving rota shares out the trips and a team parent takes over transport. For you there are lineups, live scoring and stats; parents do not see those.

It is less of a fit if all you want is to run the meeting: the template is enough for that. If your team has no parents involved, as with many adult teams, the parent side adds little. And Koach is for volleyball only. Good to know: Koach has no chat, does not handle club fees or any other payments and does not replace your club's membership system. Push notifications arrive in the app on iPhone and Android, not in the browser.

What does Koach cost for a team with parents?

For parents and players Koach is free, with their own account. As a coach you try the app free for 14 days, with no credit card and every feature. After that you choose Coach for €2.99 per month (one team, two coaches) or Club for €9.99 per month (unlimited teams and coaches). With a yearly plan you pay €2.49 or €8.33 per month. The prices are on the pricing page; in the App Store and on Google Play you see the price in your own currency.

Frequently asked questions

Further reading

Parents on the sideline: agreements that work Appointing a team parent to arrange the transport Adding parents to your team: how parent accounts work in Koach

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