Summer break marks a lull in the school calendar, but for athletic directors, it’s one of the most valuable times to reset, plan, and prepare. Without the daily pressure of games, supervision, and in-season demands, summer offers a unique opportunity to take care of the fundamental tasks that ensure the year ahead runs smoothly. Check out this summer checklist to help stay ahead and make the most of the offseason.

1. Facility Maintenance and Improvements

Use the summer to assess and address facility needs. This might include turf repairs, court refinishing, painting, or general equipment upgrades. Work with maintenance staff and vendors to schedule any necessary work while teams are not actively using the space.

  • Assess every facility and note needed repairs
  • Confirm timelines with custodial/grounds crews
  • Inventory and replace worn-out equipment

2. Review and Update Policies

From athletic handbooks to safety protocols, summer is the ideal time to revisit and revise outdated documents. Consider changes in eligibility, social media use, NIL policy, or emergency procedures.

  • Update coaching handbooks and athlete codes of conduct
  • Ensure compliance with new state or district mandates
  • Re-evaluate concussion, weather, and crisis protocols

3. Evaluate Coaches and Program Performance

Reflect on the previous year’s performance, culture, and leadership. Schedule post-season meetings with coaches, review evaluations, and set goals for the year ahead. This can also be a good time to facilitate professional development opportunities.

  • Conduct end-of-year coach evaluations
  • Assess hiring or staffing changes
  • Plan fall coaching meetings or retreats

4. Review and Organize the Budget

With a new fiscal year often starting July 1, summer is the ideal time to finalize your athletic budget. Use this time to reflect on past spending, plan future purchases, and ensure each program has what it needs going into the fall.

  • Reconcile last year’s budget: Review actual vs. projected spending.
  • Set allocations: Determine spending limits for each sport or season.
  • Plan big purchases: Order major equipment or uniforms early.
  • Meet with the finance office: Clarify deadlines, PO procedures, or fund balances.
  • Track fundraising income vs. needs: Identify shortfalls and communicate with booster clubs.

5. Organize Schedules and Logistics

Get a head start on game schedules, transportation plans, and officiating assignments. Work with your state association, league, and nearby schools to finalize competition dates.

  • Confirm fall and winter game schedules
  • Book transportation and confirm driver availability
  • Schedule officials early to avoid shortages

6. Organize Registrations and Physicals

Ensure that every student-athlete has a current physical and is registered before the season begins. Communicate deadlines early and clearly to families, and coordinate with the school nurse or local clinics if needed.

  • Open online registration portals
  • Set deadlines and send reminders
  • Organize summer physical days with local providers

7. Prep for Fall Sports

While all eyes are on summer, fall sports begin quickly in August. Work with fall coaches to review equipment needs, preseason camp plans, and staff coverage.

  • Confirm coaching staff and volunteer clearances
  • Order uniforms and gear
  • Plan preseason parent meetings

8. Boost Community and Program Visibility

Summer is a great time to build support. Whether it’s through social media, local media partnerships, or community events, stay visible and highlight your athletes and programs.

  • Share summer training photos or athlete spotlights
  • Organize a youth camp or community outreach event
  • Build preseason hype with teaser content or countdowns

9. Reflect, Recharge, and Grow

Finally, don’t forget to carve out time for personal development and rest. Read, attend a conference, or simply reflect on how to improve your own leadership before the whirlwind of fall returns.

  • Attend your state or national AD conference
  • Network with other ADs
  • Take a break—you’ve earned it

Smart Summer Planning

Summer is less about slowing down and more about strategic planning. By tackling these tasks in the offseason, athletic directors can reduce stress, support coaches more effectively, and ensure a smooth transition into the next school year. A strong summer leads to an even stronger fall.