You certainly wouldn’t sign up for a sports league without knowing the rules of the game, so why would you attempt to run a booster club without a clear set of guidelines? 

In a booster club, the rules take the form of bylaws, which are policies and procedures that are vital in keeping everyone on the same page, helping to avoid misunderstandings, and ensuring that each member understands their part in supporting the club’s mission. In some cases, these bylaws will spell out who can and can’t be members, as well as who is eligible to serve on the board. 

Some states even have standardized playbooks that you need to follow. The University Interscholastic League (UIL) in Texas, for instance, has a playbook of its own, covering specific bylaws for booster clubs that support school programs. 

In any case, here are some tips for ensuring everyone in your booster club plays by the rules so you can have a productive year:

Know and Share Your Bylaws

Make sure that all members have a copy of the bylaws and understand why they’re important. Any time your bylaws are updated, communicate the changes to all members. If the changes are major enough, it’s wise to dedicate at least part of a meeting (if not an entire session) to an explanation of the revisions and how they impact the club’s operations. For minor changes, an email can suffice.

Make the Bylaws Easily Digestible

You shouldn’t cross your fingers and hope that your members will regularly review your bylaws and supplementary rules, especially if they’re spread across multiple documents. So it’s also a good idea to create a quick reference guide for members that hits the highlights and outlines key policies in simple terms.

If you have other governing rules like a board operating procedure book, make sure they’re included and shared with the relevant members.

Understand State and District Guidelines

On top of your established bylaws, state associations and school districts often impose additional rules to ensure that booster clubs operate in the best interests of students. For example, state-level organizations like the UIL might restrict certain types of spending and fundraising methods. Additionally, IRS rules may add complexity to keep your 501(c)3 status active.  

It’s important to have a comprehensive document that outlines all the guidelines your organization must follow.  When in doubt, consult your state’s education/athletic associations and your school district’s policies.

Hold a Team Huddle for New Members

Kick-off your season with a quick review of the mission of your organization and the rules and guidelines it must follow. Doing this at the start of the season, along with best practices such as budgeting can eliminate issues and conflicts later on.  

Be Transparent

Throughout the process, make sure you are fair and transparent about club rules and how they impact members. That way, you can get everyone on the same team and do great things for the student-athletes your club supports. This is vital: One of the biggest mistakes that booster club presidents can make involves being inconsistent or disorganized, especially when it comes to the mission of the organization. 

Consider implementing a feedback system that allows members to share any concerns or suggestions regarding club rules. This encourages transparency and helps you stay aware of any issues before they create friction among club members. It also reinforces a sense of fairness, as members will feel heard and appreciated. 

If you keep these nuggets in mind and remember to stay consistent, you’ll find that your members have a much easier time following the rules.