A preseason coaches meeting sets the tone for the athletic year. It’s the first chance to align expectations, establish essential information, and foster a unified vision across your staff. But even the most important points can be overlooked if it lasts too long or lacks direction. Running a streamlined, intentional meeting helps ensure coaches walk away informed, inspired, and ready to lead.

Prepare the Meeting Agenda

Distribute an itinerary before the meeting. This gives coaches time to prepare questions or bring relevant materials. A clear structure keeps the meeting on track and prevents it from dragging.

Suggested Agenda Sections:

  • Welcome & Athletic Department Mission
  • Calendar & Scheduling
  • Policies & Compliance
  • Communication Expectations
  • Safety Protocols & Emergency Plans
  • Facility Use
  • Administrative Reminders
  • Q&A

Establish Cultural Expectations

Start the meeting with a brief message that reinforces your department’s values and expectations. This is the opportunity to inspire unity across all sports and remind coaches that they’re part of one team.

Create a Coaches’ Handbook

A preseason packet or digital PDF prevents questions later. Include everything coaches will reference throughout the season so they don’t need to reach out for answers.

Handout Contents:

  • Contact list for AD, trainers, school nurse, and facilities manager
  • Practice and game scheduling procedures
  • Academic eligibility rules
  • Transportation protocols
  • Fundraising and purchasing guidelines
  • Injury and concussion protocol
  • Social media policy
  • Inclement weather procedures
  • Title IX expectations

Refresh Compliance & Documentation

Take time to walk through what needs to be completed and submitted—by when, and how. Not every coach may know what forms are due or where to find them.

Must-Have Documents to Review:

  • Physical/medical clearance forms
  • Emergency contact info for each athlete
  • Concussion baseline testing (if applicable)
  • Coaching certifications (CPR, first aid, etc.)
  • Volunteer coach requirements
  • Bus requests and facility reservations

Set Communication Standards

Unified messaging builds trust between coaches, parents, and athletes. Miscommunication can quickly lead to conflict or confusion.

Meeting Discussion Topics:

  • What tools are used to share schedules/updates? (e.g., Remind, email, app)
  • Guidelines for parent communication (tone, timing, boundaries)
  • Crisis communication protocols
  • Chain of command for concerns and complaints

Emphasize Athlete Health & Safety

Student-athlete safety is always front and center. Make sure every coach knows how to respond in case of an emergency—and who is responsible for what.

Things to Address:

  • Heat and hydration guidelines
  • Emergency action plans (EAPs) for each venue
  • AED locations and usage
  • Mental health and wellness resources
  • Injury reporting and return-to-play process

Use Meeting To Ask For Collaboration and Feedback

End the meeting by allowing space for discussion. Consider hosting breakout sessions by sport or season. Coaches want to be heard—not just talked at.

Closing Questions:

  • What roadblocks did you encounter last season?
  • What support do you need from the AD office this year?
  • What ideas do you have to improve communication between programs?

Preseason Meeting Efficiency

  • Keep it tight. Aim for 60–90 minutes max.
  • Send a follow-up email. Include links to key forms and a summary of next steps.
  • Offer snacks or refreshments. It shows appreciation and keeps people engaged.

A preseason meeting is more than a checklist—it’s a leadership opportunity. When coaches leave with clear expectations, shared inspiration, and the tools to succeed, they’re prepared to lead student-athletes with integrity. That leads to build a championship culture, one season at a time.