Season Planning

Directors Season Planning
Last updated June 22, 2026
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Season Planning (Manual Version)

Effective season planning is essential to the success of a Starlings Volleyball USA club. Directors are responsible for developing a clear, organized plan that aligns with Starlings timelines, requirements, and mission.

Season Planning includes the coordination of facilities, staffing, budget, registration, competition scheduling, and communication across the entire club season.

Director Responsibility: Directors must proactively plan all aspects of the season, lead their club and coaches through key decisions, and oversee program execution throughout the season.

Important Reminder: Strong planning reduces stress, improves organization, and creates a better experience for athletes, families, and staff.

Season Timeline Overview

The Starlings Volleyball USA season operates on a July 1 to June 30 cycle.

A typical season includes:

  • pre-season planning (spring/summer)
  • tryouts (summer to fall or winter depending on region)
  • team formation and player/coach membership form registration
  • practice season
  • competition season (typically January to June)
  • Starlings tournaments and Nationals
  • post-season wrap-up

Director Responsibility: Establish a full-season timeline and share it with all stakeholders early.

Pre-Season Planning Timeline

Directors should begin planning well in advance of the season.

Key Pre-Season Tasks:

  • secure practice facilities and confirm availability
  • develop and finalize club budget (see Financial Management)
  • determine number of teams that can be supported
  • recruit and assign coaches
  • confirm insurance coverage (see Safety & Compliance)
  • complete Director Membership Form (due August 31)
  • set tryout dates and promotion plan
  • establish communication plan for families

Operational Requirement: All foundational elements must be in place before tryouts begin.

Registration & Membership Planning

Directors must plan for timely completion of all required memberships and registrations.

This includes:

  • Director Membership Form
  • Coach Membership Forms
  • Player Membership Forms (completed through LeagueApps)
  • governing body memberships (e.g., USA Volleyball when required)

Safety Requirement: All Coach and Player Membership Forms, background screenings, and SafeSport/APS training must be completed prior to any interaction with players or participation in practices.

Director Responsibility: Ensure all membership and safety requirements are completed and verified prior to participation.

Best Practice Tip: Build registration into the player acceptance process to improve compliance.

Financial Planning Timeline

Directors must align financial planning with the season timeline.

Key considerations include:

  • setting season fees (target $850 or less)
  • establishing payment schedules and plans
  • planning for USAV memberships and tournament registration fees
  • launching fundraising efforts early (e.g., Give Lively campaigns)
  • planning for Player Assistance Fund timelines (Nov to Apr)
  • collecting fees and ordering uniforms prior to the 30 to 45 day window leading up to the first competition date
  • include all costs in the season budget and fundraise with intention

Best Practice Tip: Early financial planning helps prevent mid-season challenges and improves program stability.

Tryout & Team Formation Timeline

Directors should clearly plan and communicate:

  • tryout dates and registration process
  • evaluation and selection timeline
  • team placement communication
  • player acceptance and commitment deadlines

Director Responsibility: Ensure transparency and consistency in the tryout and team formation process.

Practice Planning Timeline

Directors must establish a clear practice plan for the season.

This includes:

  • start date for practices
  • consistent weekly schedule
  • facility allocation by team
  • coordination with coaches

Best Practice Tip: Provide families with a full practice schedule as early as possible.

Competition Planning Timeline

Directors must plan competition schedules well in advance.

This includes:

  • identifying appropriate tournaments
  • registering teams early
  • confirming eligibility requirements
  • coordinating schedules across teams

Governing Body Planning

Many competitions require membership with USA Volleyball (USAV).

Directors should:

  • plan for USAV registration timelines (typically early fall)
  • ensure all players and coaches complete required memberships
  • include USAV costs in the budget

Best Practice Tip: Early registration improves access to preferred tournament options.

Starlings Tournament Planning

Directors should include Starlings-run events in their season plan:

  • San Diego Series
  • Friendship Tournament
  • Starlings National Tournament

Director Responsibility: Budget and plan for participation when possible.

Nationals Planning Timeline

The Starlings National Tournament is a key event requiring early planning.

Directors should:

  • identify teams likely to attend
  • communicate expectations to families early
  • include costs in the season budget
  • complete registration within deadlines

Best Practice Tip: Securing early financial commitment for Nationals helps prevent late-season withdrawals and improves planning success.

Communication Planning

Directors must plan for consistent and proactive communication.

This includes:

  • distributing a full season calendar
  • communicating key dates and deadlines
  • providing updates throughout the season
  • ensuring alignment across coaches

Director Responsibility: Clear communication is essential to a successful season.

Leadership & Oversight

Directors are responsible for leading their club throughout the season and ensuring that all aspects of the program are executed effectively.

This includes:

  • guiding coaches and staff in decision-making
  • ensuring alignment with Starlings policies and expectations
  • overseeing program quality and athlete experience
  • addressing issues and making adjustments when necessary
  • maintaining communication with the National Office

Director Responsibility: Act as the leader of the club and ensure consistent execution of all program elements.

Post-Season Planning

At the end of the season, Directors should:

  • complete financial reconciliation
  • review club operations
  • gather feedback from coaches and families
  • participate in a season review with the National Office
  • begin planning for the next season

Alignment with Other Sections

Season Planning is directly connected to:

  • Club Operations
  • Financial Management
  • Safety & Compliance
  • Coaches & Staffing
  • Technology & Data Management

Director Responsibility: Ensure all planning aligns with organizational policies and requirements.

Alignment with Good Standing

A club may be considered out of GOOD STANDING if it:

  • fails to plan appropriately for the season
  • misses key deadlines
  • does not communicate effectively
  • creates avoidable operational issues

Corrective action may include:

  • required planning adjustments
  • increased oversight
  • restrictions on participation

Director Reminder

  • Plan early
  • Lead your program
  • Stay organized
  • Communicate clearly
  • Align with Starlings expectations