What is a Team Coordinator?

A Team Coordinator is a Parent from each team that does the following to ensure a smooth season for all:

1)       Attend the Team Coordinator’s Meeting – This meeting will take place in April as indicated on the calendar at www.howellbaseball.org. During this meeting, all of your questions related to being a Team Coordinator will be answered. Please be sure to attend this meeting. A coach should not also be the Team Coordinator.

2)       Introduction Letter – This is a great way to let the parents know who you are, how much money you are asking them for, and give them a break down of how you will spend the team “kiddy”. An example of this type of letter is below.

3)       Game Snack Schedule Creation – An after game snack should consist of a drink and a small snack, such as a granola bar, ice cream bar, etc. A schedule should be created and distributed to each family which designates the particular game that each family is responsible to bring the game snack. You can make the snack schedule “simple” by assigning out the games to each family in alphabetical order. (The Minor and Major Divisions of Baseball do not have Game Snacks.)

4)       Uniform Distribution – As the Team Coordinator, you will be responsible for distributing the uniforms (Jersey/Pants/Socks/Hat) to each player, ensuring that the “closest” match to their size is given to each player. When determining what size jersey to give to each player, please do the following:

A)      Have all of the kids line up along the fence from shortest (smallest) to tallest (largest).

B)      Depending on your division, you will have a set number of jerseys for each size. Before distributing any jerseys or pants, please confirm how many of each size that you have. Then beginning with the “shortest” side of your kids’ lineup, begin distributing jerseys, starting with the smallest size jersey first. Work your way down the line of kids, going up one size as you run out of a certain size. Distributing the jerseys in this manner will help to ensure the kids receive the closest size jersey to their size as possible. You should distribute the hats and pants in the same manner. And with the kids still standing in the line, fill out the “Jersey” Form with each child’s name, number and shirt size. This form will be provided to you as part of the uniform distribution and will be used by the jersey vendor when putting the names and numbers on the jerseys. If you do not have enough of a certain size pant, we will have “extra” size pants at the Northwest Field Concessions Stand. The child’s parent can stop by the Northwest Field Concessions Stand with the “incorrect” size pants and swap them for the “correct” size pants. Please let the parents know this. Our jerseys are customized with Sponsor info and we do not have any “extras”. That is why it is important that you follow the above process for distributing the jerseys to the players.

5)       Pennant/Banner Creation ($25-$50) – A Pennant needs to be made for each player on the team. A Team Banner is also an option. This allows you to put all players on one banner and to recognize the Team Sponsor. You will need to confirm with your team sponsor whether or not they already have a Banner sponsorship through HAJBA. (The Minor and Major Divisions of Baseball do not do Team Pennants/Banners)

6)       Jersey Name/Number Coordination ($5 each x 12 Kids - $60) – Once your Team pictures have been taken, you will collect all of the jerseys from the players and take them to a local vendor to have each child’s name and number put on to the jersey. Details of how this is to be done will be discussed at the Team Coordinator’s meeting.

7)       Game Balls Coordination ($19-$32) - You should purchase enough balls for every child on the team to receive one after a game. Have all the children sign the ball before the coaches present it after the game. We will have them to purchase at the Team Coordinator meeting while supplies last @ $19.00/dozen baseballs, $22.00/dozen T-balls, & $32.00/dozen softballs. (Minor & Major do not do this).

8)       Sponsor Gift Coordination – You will need to provide your sponsor with a complete game schedule and welcome them to stop by a game. Invite your sponsor out to your game during “Sponsor Week” and present them with a free plaque that includes a team photo with their name on the plaque. This plaque is provided to each team by our photo vendor. Your sponsor contact info will be provided to you early in the season.

9)       Coach’s Gift Coordination ($50) - You will present each coach (Head Coach and Assistant Coach) with a Free Sports Folder provided by JL Photo Co. and a $ 25.00 gift card each from a restaurant or store of your choice.

10)   End of Season Party Coordination ($30-$50) – First check with your sponsor to see if they can and would accommodate a party. If not, it is up to you and the coaches as to what you want to do at the end of the season. It can be a pizza party at the field, or at a player’s house.

The above are guidelines to help you and they are suggested amounts based on previous season experiences.

Do not be shy about “recruiting” another parent or two to help with the Pennant/Banner creation, or any other aspects of the Team Coordinator responsibilities.

With 12 kids on a team, please do not ask for more than $ 20.00 a child.

If you are in the Minor or Major divisions, please check with your coach in relation to the above before not doing them.

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Example Introduction Letter  

Bantam Softball team #4 News

Hello, my name is Mary Smith. I am Jane’s mother and I will be one of our Team Coordinator’s this season.

The other coordinator is John Doe, and he is Lisa’s father.
 

We both have been involved with HAJBA for several seasons on the baseball side, and we hope to bring some fun to the softball side.

We want to share some information with you.
 

We will need to collect $20 from each of you. 
 

This money will be used for the following:

1) Printing of each child’s name on their shirt.
2) Creation of a pennant for each child.
3) Purchase of Softballs to be used as a “Game” ball for each child. This ball will
be signed by each child and (1) will be presented to a child after each game.
4) Purchase of a Sponsor Gift.
5) Purchase of a Coach’s Gift.

6) End of Season Party.  

Once the game schedules are available, we will prepare a “Snack” list. We are
hoping that game schedules will be available next week.  
 

Uniforms will be handed out next week as well. As soon as we get them, we
will get them distributed. 
 

We will be providing you with the Picture Schedule once we have it as well. 
 

Picture Day - *Put date of Picture Day Here*

Field Cleanup -*Put date of Field Cleanup Here*

HAJBA Spirit Day - *Put date of HAJBA Spirit Day Here* (This is the day that kids are to wear their jerseys to school to show their spirit)

Opening Day – *Put date of Opening Day Here*

Grandparents Week - *Put date of Grandparents Week Here*

Sponsor Week - *Put date of Sponsor Week Here*.