How to Get Money for your Team

Notice: This article was written by Steve Jordan, Coach's Notebook. Email the author at sjordan@alaskalife.net.

If you want to coach a basketball team, there is no way to avoid money issues. Some coaches are lucky and have sponsorship angles to exploit, but most are faced with collecting the necessary cash to run a team. There are league fees, registration fees, practice fees, cost of uniforms, first aid kits, basketballs and so on. You even need to buy your own whistle. So how much money do you need? For example, the budget for one of my teams in the YMCA runs about $1000. Travel costs, if any, are extra.

Its really nice if you can cover all your costs through fundraising. Be aware of some dangers. If you have other people involved in raising money, like a booster club, be sure you have access to the financial records and can answer for how the money is spent. Also, don't ask businesses for donations and tell them that the donations to your team are tax deductible. They probably are not unless you have documented your non-profit status with the IRS.

The Coach's Notebook offers only one piece of financial advice: "If you don't know what you are doing, get professional help."

Following are some ideas on how to raise cash.

• Have the parents pay all the costs. This is the basic way to pay team expenses. Just be up front about what it costs to pay and try to get it in a single payment. Some organizations require the parents pay individual registration fees and won't allow kids who haven't paid to play. You may feel forced into a role of encouraging the parents to take care of this little chore.
• Some large companies are generous in supporting local sports activities. Perhaps some of the players' parents work for such companies and are willing to apply for donations on behalf of your team. You can help by providing a letter requesting funds. Its unusual to find one sponsor that meets all your monetary needs. If you are so lucky, promote the sponsor by having their name on your jerseys and naming your team after them.
• Some teams are supported by multiple sponsors that donate amounts of around $100. Its a good idea to contact many businesses. Worst case, you will be able to defray the costs enough to make the parents feel like they are getting a real bargain.
• There's always the old-fashioned way to get money - earn it. You can have a car wash or something like that, but there's a lot more money in a recurring event. For example, working a concession stand, do scorekeeping, or have the players work as referees for a younger league. I once was part of an older team that served as security guards for a two-week long Halloween Fun House and made $1000. If you do an activity like these, adult supervision is a must. If you provide a high quality service, you may find you have a job every year that covers your money needs. If the kids are not supervised, the program will look bad, you won't get a second chance and the people who should have received benefit from your service get a raw deal.
• Sometimes a corporation will "hire" youths to perform a service, but instead of payment, they donate the money to your league. I know of some teams that made such money delivering new phone books door to door for the telephone utility.
• You can form a non-profit organization. You will need to obtain a federal tax id number. You will also need a competent person to handle the accounting. But the fundraising possibilities expand significantly. If your state laws allow, you may be able to hold a raffle. If you obtain a raffle permit, you may let other groups use your permit to raise money for you and give you a cut. BUT - be familiar with the laws in your area. If you make assumptions or try to get tricky, you may end up with unpleasant consequences. The more money you raise, the higher the risk of impropriety. Be careful.
• If you do not have a non-profit status, its possible to help agencies that do. For instance, we once held a series of softball games to raise money for MDA. Teams paid a fee to play us. The money was split between us and the agency. They didn't need to do anything but accept the money and lend us their cause.
• Some companies support employees that volunteer in their company through grants or matching contributions. For instance, if the employee donates time or money to a qualified agency (like the YMCA), the company will match the amount (up to a predetermined limit). If your league qualifies for such donation, get their tax id number and a letter from them stating your role and contribution to their efforts. They may be willing to exchange league fees for donations that you bring to them.
• If you have a booster club, make sure that fund raisers do not have expectations of more playing time for their child or a voice in how the team is run. That is the head coach's job. If such things are influenced outside the team, the system is corrupt.

IMPORTANT! Show appreciation to your sponsors. Say thank you. Present them with a trophy or a plaque with the team picture. Have the kids sign a thank you card. Write a thank you letter. If you demonstrate appreciation, you may get a cheerful repeat next season. If you treat your sponsor with indifference, that will be their attitude next time you come calling.

Try this link for a long list of fund-raising ideas and contacts.

Look in the Downloadable Tools topic for sample sponsorship and thank you letters.