A strong foundation is key to a successful sports club. Reviewing how your club is structured and governed is a good starting point for any new project. It ensures you have the right structure, people, policies and procedures in place to meet the club’s needs now and in the future. 

Why structure and governance matter

How your club is structured may determine which funding opportunities your club is eligible to apply to.

The legal structure of your club is crucial for several reasons:

• legal status – it determines whether your club is a separate legal entity
• liability – affects the liability of your members
• compliance – different structures have different rules and legal requirements
• financial implications – your structure can have significant financial consequences
• perception – influences how your club is viewed by banks, funding providers, and the public

Make sure you know what is required for your club and sport and maintain regular communication with your national governing body.

What does good governance look like?

Good governance relates to your club structure, its people, policies and procedures.

To follow good practice, check if your club has the following:

• a clear statement of purpose and what the club does and what it offers
• a constitution and active committee with defined roles
• a club bank account with statements of accounts, demonstrating income and expenditure and budgets
• recorded minutes of committee meetings
• a safeguarding policy, including disclosing and barring (DBS) checks, if required
• a health and safety policy
• appropriate insurance cover
• a data protection policy
• an equality, diversity and inclusion policy
• qualified coaches
• relevant risk assessments for club activity, equipment and assets
• first aid provision
• a development or business plan

Helpful resources

Sport England and UK Sport - guidance on best practice for clubs of all sizes on the Sport England Code for Sports Governance page.

Community First Yorkshire - can support with club structure and governance, find out more on the Community First Yorkshire website.

Buddle - resources on good governance, legal structure, policies and procedures and much more on the getting organised page on the Buddle website.

North Yorkshire Sport - support on equality, diversity and inclusion, including tackling racism, hate crime reporting and disability sport. Find out more on the North Yorkshire Sport equality, diversity and inclusion pages on their website.

Clubs and community organisations play a vital role in keeping people safe and protecting both children and adults from harm. It is a key responsibility for every organisation involved in delivering sport and physical activity.

Ensure you are up to date with what is required by your national governing body. 

Safeguarding in sport and physical activity can feel overwhelming and complex but there is support available.

Where to find support and information

North Yorkshire Sport:

• North Yorkshire Sport offer a wealth of information about safeguarding for clubs and providers. Find out more on the safeguarding page on the North Yorkshire Sport website
• a dedicated Sports Welfare Manager works within North Yorkshire Sport. This role is a club-facing one across all sports and physical activity, working closely with councils like ourselves and national governing bodies. The role is about good club culture and welfare, rather than case management. The Sports Welfare Manager is fully funded and support for clubs and organisations is free. They can support clubs, organisations and physical activity providers to develop their safeguarding and welfare practice and create safer, more inclusive cultures. Further information about the Sports Welfare Manager can be found on the North Yorkshire Sport website.

Buddle:

• for essential guidance on safeguarding, health and safety and wellbeing for participants, volunteers and visitors read the safety, welfare and wellbeing page on the Buddle website.

Child Protection in Sport Unit:

• part of the NSPCC, this is a specialist unit focusing on keeping children safe in sport and physical activity who are available for direct advice and reporting. They have multiple free resources including example policies and posters. Find out more on the Child Protection in Sport Unit section of the NSPCC website.

Ann Craft Trust:

• national leaders in safeguarding adults, supporting organisations to safeguard adults and minimise the risk of harm. Find out more on the Ann Craft Trust website.

Sport England:

• there is a range of advice on safeguarding on the Sport England website.

Developing an idea into a successful project can be both exciting and daunting. A strong project will be successful if it meets a clear need, aligns with your club's goals, is well planned and is delivered by a well organised group of people. 

Start by asking: does your project fit with your club's vision, aims and development plan?

Consider:

• why is it needed and how do you know?
• who will benefit?
• who are the key partners for you to collaborate with?
• who will develop the project and what is involved?
• how will you know the project has been successful?

Work with your national governing body

National governing bodies offer expert advice, support and potential funding. If your club is affiliated, contact them early, if not consider joining.

Sport England lists recognised national governing bodies on their website.

Why is it needed and how do you know? 

Be clear what you attend to achieve, the benefits of it being undertaken and how your project is going to do this. Consider why the project is needed and the benefits it will being. It might be to:

• meet the requirements of the sport – ensure compliance with policy requirements, coaching standards, facility requirements
• enhance current member experience, such as:
  • more coaches or training opportunities for existing coaches
  • enhanced playing provision
  • upgraded facilities
  • better or more equipment
• increase provision and opportunity to expand club membership – create an inclusive setting, develop facilities and new opportunities for participation
• provide new opportunities for your community, organise new sessions, expand provision, target people underrepresented or not engaged with your club
• engage with existing and potential audiences in new ways such as developing digital offers, providing online support and exploring innovative engagement methods
• host an event to foster community involvement and club growth
• improve financial sustainability – implement strategies to ensure the club’s financial stability is assured
• address environmental impact and climate change measures – incorporate measures to reduce the club’s environmental footprint and promote sustainability

Demonstrate the need

Use data to support your case, funders will require evidence of need. Consider the following.

Strategic fit:

• how does your project meet the priorities of key national and local strategies? There are different strategies at any given time, but as a minimum look at:
  • the Get Active strategy on the government website and Uniting the Movement strategy on the Sport England website
  • our Council Plan
  •  the North Yorkshire Joint Local Health and Wellbeing Strategy (pdf / 1 MB)
  • North Yorkshire Sport's strategic goals on their website
  • the NHS, for example be active for your mental health, Every Mind Matters, on the NHS website

Population and demographics of the area:

• use local data sources, refer to the Joint Strategic Needs Assessment and the Office for Health Improvement and Disparities for demographic and health data
• Sport England tools:
  • the Active Lives survey data on the Sport England website can be used to understand activity levels in your area
  • the Active Lives Small Area Estimates tool on the Sport England website can be used to get localised data on physical activity and inactivity

Meeting the needs of the community:

• community relevance - explain how the project addresses specific needs, such as high inactivity rates, poor mental health or lack of youth engagement 
• tailored activities - show how your project is designed based on the age, ability and interests of your local population
• linking with local health priorities - align with local health priorities. Reference local health priorities such as reducing obesity, improving mental health or increasing physical activity. Use data to show alignment with public health goals

Who will benefit?

Be specific about who will benefit from your project. Consider: 

• their connection to your club, sport and community
• whether the project focuses on a particular age range or demographic
• whether it is for an existing audience or aims to reach new participants 
• targeted outreach - focus on underrepresented groups such as women, older adults or disabled people
• existing local offer:
  • gap analysis - what is already available or on offer in the local area? How will your project fill a gap or complement an existing provision? 
  • avoid duplication - show how your project adds value rather than replicating existing efforts

Removing barriers to participation

Look to develop an inclusive project that is accessible to all. The more people that will benefit your project, the better. Consider the needs of your entire community and avoid unnecessary exclusion: 

• accessibility - describe how your project is inclusive, such as free or low cost, accessible venues, culturally appropriate
• support services - mention any transport support, childcare or language assistance if applicable

More information:

• Activity Alliance supports organisations to include more disabled people and provide accessible, welcoming experiences in sport and physical activity. Find out more on the Activity Alliance website.
• Buddle provides useful information to help you find out more about creating welcoming and inclusive environments, connecting with your community and diversifying your offer. Find out more about being inclusive on the Buddle website.

Engage your community:

• consultation - who has been consulted? Detail who you have spoken to such as your members, local residents, schools, health professionals or elected members
• further consultation - outline plans for more engagement, if required, such as focus groups or open meetings
• evidence of demand:
  • surveys and questionnaires - share results that show interest or need
  • waiting lists and latent demand - provide data on people waiting to join similar activities
  • market segmentation - use Sport England's tools to understand your audience better

Resources and tools:

• the Buddle website offers guidance on community engagement and project planning
• Sport England has a wealth of research and data accessible on their website - use their data to back up your claims and shape your project

Who are the key partners for you to collaborate with?

Partnerships can help your project address multiple needs. Funders often value evidence that you have explored and developed opportunities to work with others where appropriate.

As well as working with us, you may need to work with people and organisations outside of your club, which could include:

• your sport's national governing body
• parish or town council
• our councillors
• North Yorkshire Sport
• other clubs, community groups or charities
• external funders

Who will develop the project and what is involved?

Depending on the scale of your project, you may decide to set up a a dedicated committee. This group should meet regularly to work together on the project with agreed roles and responsibilities.

Once you are clear on the project you are undertaking, detailed planning will help gain a clear picture of how realistic it is and how goals will be achieved. List and prioritise the required tasks including:

• key tasks and priorities
• timescales and estimated costs
• the level of commitment required
• who will undertake or oversee the work
• how will the project be sustained or operated once it is complete?
• how will the club communicate its plans?

Effective project management helps a project stay on track and avoids confusion and duplication. Always consider: what, where, how, who, how much and when?

Communication and marketing

Stay connected to your target audience and community. 

Think about how you will engage with your target audience and promote the opportunities available. A marketing or communications plan may be required to ensure your message reaches the right people.

You can find information on the marketing and communication page of the Buddle website.

How will you know the project has been successful?

What information do you need to monitor and collate throughout the project to demonstrate results? 

Define what success looks like and how you will measure it. Consider:

• what data you need to collect throughout the project
• how this will be done and what quality checks will be put in place?
• whether you have met funders’ requirements
• how you will evaluate increases in participation or physical activity
• what is the legacy of your project?

Sport England can help you calculate the social value of your provision. Find out more about social value on the Sport England website.

Capital projects tend to be about improving or creating new facilities, purchasing or developing land, making changes to, or creating fixed structures and equipment. These projects often require:

• significant time, commitment and effort
• substantial financial investment
• completion within a set timeframe, often within one year

Initial steps and planning

Before starting we recommend contacting your sport’s national governing body to ensure your plans meet the requirements of the sport. Do your research and you will have more chance of getting it right. 

Sport England and national governing bodies offer guidance on standards, cost calculations and project planning. Visit the facilities and planning page of the Sport England website and the national governing bodies page of the Sport England website for more information.

Permissions and legal requirements

Planning permissions - most works on land and buildings, including temporary buildings, are likely to require planning permission. You will need:

• detailed designs and plans drawn up to required specifications
• relevant permissions secured

Land ownership - you must obtain permissions from the landowner before starting any work. If the facility or land is not directly owned by your club there should be a lease agreement in place for a sufficient length of time. Check individual funder’s requirements for minimum lease requirements.

If you are not sure who owns the land you can contact the Land Registry. For a small fee they can confirm land ownership.

Building regulations - any proposed new buildings or changes to existing infrastructure, such as land or buildings on site will need to conform to building regulations. 

Contact your relevant planning department who will advise you of the process to gain the necessary permissions. See our find out if you need planning permission pages.

Funding considerations - funders do not tend to fund projects retrospectively. If you are seeking external funding, thoroughly plan your project first. Identify the work and any funding gaps, then seek appropriate funding opportunities. Do not start work on site until you have a clear understanding of how the project will be funded, all necessary funding sought has been approved and you have received confirmation to proceed.

If you are applying for external funding, funders typically like to know:

• all relevant permissions are in place before considering your grant application
• evidence of land ownership or lease agreements
• a detailed project plan and budget

Project planning and delivery - planning your project is an important stage of the process. Be meticulous and detailed, this should help prevent problems later. Be prepared to adapt your plan as new information arises. Changes during the project can affect cost, timelines, and quality, so they must be carefully managed.

Create a well-structured, comprehensive project plan that includes: 

• key tasks and a logical sequence in which they will be undertaken
• accurate cost estimates, including contingency - at least three quotes for required works demonstrate value for money
• define roles and responsibilities for each aspect of the project
• outline health and safety measures and assign responsibility
• ensure appropriate insurance is in place before, during and after
• quality assurance processes to ensure high standards are met
• flexibility - plans may need to adapt as new information becomes available

Key considerations - when planning and delivering your project there are many elements to consider. Some are listed below but each project is different, and it is important that you identify your own requirements to successfully deliver your project. 

Some considerations:

• project planning - a robust project plan with the key tasks and responsibilities. Who will undertake each aspect of the project? How are decisions about the project made once work has begun?
• sport specific requirements - what are the requirements for your sport? Are there standards or guidelines from your national governing body
• stakeholders and partners - who needs to be consulted or involved?
• permissions - what permissions, including planning permissions or landowner consents, are required?
• specialist support - what specialist help is required? Will you need architects, engineers or legal advisors?
• procurement - where will you obtain three quotes for each element of the work?
• costs - what are the costs? Consider a contingency budget as well
• health and safety - how will health and safety be dealt with and communicated? Who is responsible for each element of the development?
• insurance - appropriate insurance is needed throughout your project
• quality control - how do you know your project will be delivered to a high quality?
• materials - what materials should be used? Are there sustainable or renewable options?
• funders' requirements - what are the potential funders' requirements?
• environmental impact - what are the environmental impacts of your development and final project? How can impacts be reduced or mitigated? Are there options to support wildlife and biodiversity? Are there options for renewable or environmentally sympathetic materials?
• impact - what implications do your choices have on the long-term management and costs of a facility?
• member impact - what is the impact of the project going to have on the members? Are they being informed throughout? If access to facilities is restricted, will this impact on membership or pricing during the development phase?

Post completion planning - remember the end of the works is not the end of your project. Project planning should also consider:

• how will the finished project be managed and maintained? How will this be funded?
• any additional equipment requirements?
• any additional insurance requirements?
• health and safety requirements, including risk assessment
• any additional policy requirements including any additional staff resource
• any additional training requirements?
• additional funding requirements?
• will the project generate income? If so, how much and what are the opportunities to maximise income?
• promotion of the project to your target audiences and wider community
• to what level will participation and/or physical activity be increased?
• how will the success of your project be monitored and recorded?
• what is the legacy of your project?
• has it met funders’ requirements and how will you provide evidence?

Further support - there are additional resources on:

• developing facilities on the Buddle website
• running and managing facilities on the Buddle website
• asset transfers on the Buddle website

Non-fixed equipment can be classified as either capital or revenue projects by funders. Check individual funding information and requirements before applying for grant funding.

When purchasing equipment, aim to get best value for money. If equipment is sport-specific, get advice from the sport’s national governing body as they may be able to offer guidance. Find out more on the national governing body page of the Sport England website.

Once purchased, the equipment needs to be stored, used and maintained properly. Consider the following before buying:

• fit for purpose
  • will it do the job? Is it durable? Is it safe? Does it represent quality?
• value for money
  • have you got the best price? Aim to get a minimum of three quotes, where possible
• management
  • who can use the equipment? 
  • are there specific licences or specific training required to use it? 
  • where will the item be stored? 
  • what are the health and safety implications when using, moving or storing the equipment?
• training and insurance
  • what training is required? Are there insurance implications?
• maintenance
  • when will the item be checked/maintained? How regularly and by whom? 
  • how will the equipment be cleaned? 
  • what are the health and safety implications for maintaining the equipment? 
  • what are the cost implications?
• funding
  • how will ongoing costs, such as maintenance, training or insurance, be funded?
• sustainability
  • have environmental and sustainable options been considered?

Revenue projects can include a wide range of activities and costs, such as:

• small items of equipment
• hire of coaches and facilities
• staffing and training costs
• taster sessions and promotional activities, including events

Planning for success

The successful delivery of revenue projects requires detailed planning. Clearly define your project's goals and ensure they are focused on addressing specific, identified need. If your sport or activity has a national governing body, you can contact them for advice and support as you develop your project. Find out more on the national governing body page of the Sport England website.

Delivering activities, events and training requires appropriately qualified people with the skills and experience to provide high quality results in a professional and approachable manner.

Success is more likely to occur if deliverers are supported by a well prepared organisation, which is clear about its objectives and the requirements of the activity or training.

You should consider the following.

Who will it benefit:

• who is your project aimed at?
• how do you know it is needed? 
• how will it benefit your target audience?
• what difference will this project make?

What is the evidence demonstrating need? Consider using surveys, consultations or local data.

Outputs:

• identify what you are going to do
• what will the project deliver and how will results be achieved?
• be realistic and consider quantity and quality

Outcomes:

• how will you know you have made a difference?
• what will you measure to demonstrate the benefit or positive impact of your project and how this will be done?

See examples in the table below.

Permissions:

• check what permissions are required - consider participants, landowner and local authority as a minimum
• ensure all necessary permissions are in place before starting your project

Partnerships:

• identify potential partners, such as national governing bodies, health or community organisations
• check what is already happening. Ensure your project complements or enhances existing activities, avoid duplications

Health and safety:

• assign responsibility for health and safety
• ensure policies and procedures are in place including safeguarding, disclosure and barring service (DBS) checks, insurance and risk assessments. How do you know they are being followed? 
• consider GDPR compliance if collecting participant data

Costs and funding:

• calculate full project costs including a contingency budget
• identify ongoing costs and potential income. Determine if external funding is required. Who will source and apply for required funds?

Project planning:

• ensure you have a well defined plan that includes a clear communication strategy. If needed, set up a team of people to plan and work through the requirements.
• identify how decisions are made and changes agreed

Timescales:

• identify and order key tasks and how long each element should take:
  • when will the project start?
  • how long will it take to get organised?
  • is the weather a factor, or the availability of a venue or deliverer?
  • are there any significant events or dates that link with your project that could help with the promotion?

Deliverers:

• identify who will deliver the project, existing staff or volunteers. Do they have the required skills and experience?
• clarify roles, expectations and quality assurance processes:
  • what will delivery look like?
  • how will the detail be agreed?
  • what quality checks will be in place?

You can find more advice on the getting help from people page on the Buddle website.

Equipment:

• list required equipment:
  • how will it be sourced and paid for?
  • how will you ensure safety, quality and value for money?
• ensure it will meet your sport or national governing body requirements
• plan for any ongoing commitments relating to use, maintenance or management

There is advice in the buying non-fixed equipment section of this page.

Communications:

• define your communication strategy:
  • who needs to know about your project and how will they be kept informed?
  • how will the target audience be reached?
  • what methods of communication will be used? Are they varied and appropriate to your target audience?
  • is all the appropriate and required information included?

Sustainability:

• Plan for what happens after the project ends:
  • what will happen at the end of your project?
  • how can it be sustained?
  • what are the ongoing commitments?
  • what are the opportunities for continuing the project or developing further projects?

Evaluation:

• Determine how the project will be evaluated:
  • are there requirements from funders that need to be reported?
  • how will this be done?
  • capture lessons learned and share insights to inform future projects

Your people within your organisation are at the heart of everything you do. They play a vital role in delivering fun, safe and professional activities across your club or organisation. Recruiting, supporting and developing your workforce, especially volunteers, is essential to providing high quality opportunities to members and participants. The following organisations can help:

• national governing bodies - your sport's national governing body can guide you on training needs and opportunities. Find your national governing body on the Sport England website. 
• volunteer support - if you need help recruiting or supporting volunteers, there is information about getting help from people on the Buddle website
• Community First Yorkshire - you can get practical advice and resources on the support for your volunteers page of the Community First Yorkshire website
• coach development - if your club is looking to develop coaches and coaching skills you can find courses for all levels on the UK Coaching website.
• the Yorkshire and Humber Learning Community - the Yorkshire and Humber Learning Community offer a range of bite size courses on their website to support clubs and organisations providing activity in the community

Once your project is planned, the next step is to consider how to fund it. While applying for grants from external organisations is a common route there are other funding options worth exploring.

You can find out more on the Buddle website which has a detailed section covering money matters which includes:

• grants
• membership options
• sponsorship
• gift aid
• community shares investment
• crowdfunding

You can also find information about Sport England's crowdfunding approach on their website.

Partner funding (match funding)

Some funders require match funding meaning you must contribute a portion of the total project cost. For example, if the project costs £100,000 in total, a funder may offer to fund 50% of the total costs (£50,000). Applicants will need to source the remaining amount of £50,000 from other sources to match this. Other funders may not require this. Research your funders, always check the criteria and find the one best suited to meet your needs.

Larger projects, by nature, can often involve multiple partners each contributing funding or resources.

In-kind contributions

Match funding does not always have to be a cash contribution. In-kind contributions, such as volunteer time, donated equipment or land, can count towards your funding of the project.

Funders will usually specify if they accept in-kind contributions and how they value them. Always check the guidance notes for individual funding sources.

Tips for completing grant application forms

• be eligible – ensure your organisation and project meet the funder's criteria. When it doubt, contact them for clarification
• be concise – use plain English, avoiding jargon, and take care with spelling and grammar
• be detailed – clearly explain your project's purpose, impact, delivery plan, how you will measure its success and how it aligns with the funder's goals
• be relevant – use local data and reference national or local strategies to demonstrate the need and alignment of your project and how it will have a positive impact
• be appealing – highlight what is unique about your project. Demonstrate value for money, social value, any partnerships that are in place and your ability to deliver. If you have a proven track record, tell funders about a time you have successfully delivered a similar project. If this is your first application, detail the skills, knowledge and commitment of those working on the project and the work you have done so far
• be meticulous – follow the funders guidelines closely. They are there to help you so make sure you use them. Read each question carefully and ensure you have answered what is being asked. Stick to the word limits, check facts and proofread your application. If possible, ask someone who does not know about your project to read it to ensure they can understand it
• be successful – start early, allow plenty of time to complete the application form. Include all required supporting documentation and submit ahead of the deadline. Funding agencies do not generally accept late applications

Need help?

We can help source available and appropriate funding opportunities. Contact us to find out more.

Community First Yorkshire offers funding support and you can find out more on the Community First Yorkshire website.

We are interested to know about your club's aspirations. Contact us to share information about your plans. 

Please provide the name of your club and location when contacting us.

Inclusive sessions

We have dedicated staff supporting and developing targeted and inclusive activities. Contact us if you are interested in developing fully inclusive sessions.

Support and information from other organisations

We work with local and national organisations to support club development and to enhance the health and wellbeing of our communities. Below is a summary of regional and national organisations referenced in our resources.

National governing bodies - across England, national governing bodies are responsible for managing their respective sports. They offer valuable guidance, up to date information and detail of the requirements for their sport. If your sport has a recognised national governing body, we recommend affiliating with them to access their resources. If you have not already done so, we suggest you explore the benefits they offer. On the Sport England website you can see a list of recognised sports and links to the websites of their national governing bodies recognised by Sport England.

Sport England - Sport England is a public body that helps people across England get active and stay active by funding and supporting grassroots sports and physical activity. Sport England’s work is vast and includes funding opportunities, campaigns, research and data, guidance and support. 

Find out more on the Sport England website.

Buddle (formerly Sport England Club Matters) - Buddle offers free learning and support resources for clubs and community organisations involved in sport and physical activity, as well as the professionals that work with them. Their website includes training, tools and the latest updates to help clubs and organisations thrive.

Find out more on the Buddle website.

North Yorkshire Sport - North Yorkshire Sport is the charity for movement, activity and sport and the Active Partnership for York and North Yorkshire. They work with partners across the county to help create happy and thriving communities that mean people are living more healthily for longer in a fairer, more equal society.

Find out more on the North Yorkshire Sport website.

Community First Yorkshire - Community First Yorkshire is a regional organisation that works with voluntary and community organisations, social enterprises and rural communities across the county. The organisation receives funding from us to offer training, funding advice, governance support and more.

Find out more on the Community First Yorkshire website.

Activity Alliance - Activity Alliance is a national charity that supports organisations to include more disabled people and provide accessible, welcoming experiences in sport and physical activity. They help organisations to engage more disabled people, helping to change attitudes and embed inclusive practice. The Activity Alliance can help with advice, training, and resources.

Find out more on the Activity Alliance website.