Pre-Season Preparation

Everything you need to do before the first practice

Before your flag football season starts, you need to: complete your background check, attend the league coaches meeting, pick up your gear (footballs, cones, whistle, flags, jerseys), review your team roster, recruit an assistant coach if needed, and send your first communication to parents. Plan to have this done 1-2 weeks before your first practice.

Every league is different. Requirements for background checks, gear distribution, and pre-season meetings vary. This guide covers general principles. Check your league's specific requirements.

1. Complete Your Background Check

If you're a new coach, you'll need to complete a background check before you can work with kids. This is non-negotiable-most leagues won't let you on the field without it.

Your league will provide instructions on how to complete this. It's usually an online form that takes 10-15 minutes. Do it as soon as you register to coach so there's time for processing before the season starts.

Don't wait on this. Background checks can take a few days to process. If yours isn't cleared by the first practice, you may not be allowed to coach until it is.

2. Attend the League Meeting

What is it?

Most leagues hold a coaches meeting before the season kicks off. It's part information session, part Q&A, and part networking with other coaches.

What gets covered?

  • Rule changes from the previous year
  • New league updates and policies
  • Safety measures and protocols
  • Practice location details and field assignments
  • Open Q&A-advice from experienced coaches

Who should attend?

The meeting is geared toward new coaches, but returning coaches benefit from the rule updates and the chance to connect with others. If you have an assistant coach lined up, bring them.

Tip: The Q&A portion is gold. Experienced coaches share things that aren't in any manual-what drills actually work, how to handle difficult parents, what to do when it rains. Listen more than you talk.

3. Pick Up Your Gear

The league will email you details on when and where to pick up your equipment. Don't miss the window-showing up to your first practice without gear is a rough start.

What you'll receive:

  • 3 footballs: Different sizes depending on age group
  • Cones: For drills and marking boundaries
  • Whistle: You'll use this more than you think
  • Flags: One set per player
  • Jerseys: One per player on your roster

What to check at pickup:

  • Count the jerseys-make sure you have one for every player
  • Count the flags-make sure you have enough full sets
  • Check that the footballs are the right size for your age group

✓ Do

  • Count everything before you leave
  • Check for damaged or missing flags
  • Ask questions if something seems off

✗ Don't

  • Assume it's all there without checking
  • Wait until first practice to discover you're short
  • Forget to note jersey numbers for your roster

Bring your own first aid kit

The league provides footballs and flags, but you should bring a basic first aid kit to every practice and game. Keep it simple:

  • Band-aids (various sizes)
  • Antiseptic wipes
  • Ice pack (instant cold pack)
  • Medical tape
  • Tissues

You probably won't need it often, but when a kid scrapes a knee or takes a ball to the face, you'll be glad you have it.

Other gear to bring yourself

  • Small whiteboard and marker: For drawing up plays on the spot
  • Medium towel or shammy: If the field is wet, you'll want to dry the ball between plays
  • Clipboard: For your rotation sheet and roster

4. Review Your Team Roster

You'll receive a roster with your players' names and their parents' contact information. Teams are typically built around friend requests-kids list a few friends they want to play with, and the league tries to accommodate.

This means your team composition can change year to year, even if you're a returning coach. Don't assume you know who's on your squad until you see the roster.

What to look for:

  • Player names: Start memorizing them before the first practice
  • Parent contact info: Email and phone for each family
  • Team size: Know how many kids you're working with

What you probably won't get:

  • Experience level or skill assessments
  • Medical information (allergies, conditions)
  • Which kids know each other

You'll learn all of this at your first practice. That's part of the job.

Tip: Print the roster or save it to your phone. You'll reference it constantly in the first few weeks-matching names to faces, texting parents, tracking who showed up.

5. Recruit Your Coaching Staff

Most teams have at least one assistant coach. Some have two or three. The right number depends on your age group and comfort level.

How many coaches do you need?

K and 1st grade: Four coaches is ideal. One for offense, one for defense, and two to manage the sidelines. Of those two sideline coaches, one handles rotations while the other keeps the kids focused and not too crazy. Young kids need a lot of supervision, and having four adults means someone is always available when a shoe comes untied or a water bottle goes missing.

2nd grade: Three coaches works well. You can split offense and defense, with one person managing substitutions during games.

3rd/4th grade: Two coaches is manageable. Kids are more independent and need less hands-on supervision.

Where to find assistants:

  • Other parents on your team (ask in your first email)
  • Your spouse or partner
  • Parents of your kid's friends who are on the roster

Tip: You don't need to have assistants locked in before the season. Mention it in your first parent email. Someone almost always volunteers once they see you're doing this mostly solo.

If you're a first-time coach

Ask your league coordinator to pair you with a veteran coach. Practice next to them for the first couple of weeks. Watch how they run drills, manage the kids, and handle the little things that come up. This is one of the fastest ways to build your confidence. Most experienced coaches are happy to help.

6. Send Your First Parent Message

Before the first practice, reach out to your team's parents. This sets the tone for the season and answers the questions they're already wondering about.

How to communicate:

Coaches use different methods-pick what works for you:

  • Email: Most common. Good for longer messages and attachments.
  • Group text: Becoming more popular. Faster responses, but can get noisy.
  • League app: If your league provides one, use it. Keeps everything in one place.

What to include in your first message:

  • Brief introduction (who you are, your kid's name)
  • Practice schedule (day, time, location)
  • What kids should bring (water, cleats if they have them, no jewelry)
  • Your communication preference going forward
  • Ask if anyone wants to help as an assistant coach
  • Ask about any allergies (important if you plan to hand out snacks)
  • If the league didn't provide it, ask for emergency contact information
  • Ask parents to talk to their kids before the first practice: What team name do they want (if not already assigned)? What's one skill they want to improve this season?

Introduce ROOTS:

In your first message, mention that you'll be teaching ROOTS throughout the season. ROOTS stands for Respect for Rules, Opponents, Officials, Teammates, and Self. It's a framework from Positive Coaching Alliance that captures what sportsmanship means in practice. Let parents know this is how you'll run the team.

Optional: Virtual parent meeting (K/1st grade)

For younger age groups, consider holding a short virtual meeting with parents before the season. A 15-20 minute video call lets you introduce yourself, explain your approach, and answer questions. This is optional for older kids but can be helpful for Kindergarten and 1st grade where parents may have more questions about what to expect.

Sample first email:

Email Template Subject: Welcome to [Team Name] Flag Football! Hi everyone, I'm [Your Name], and I'll be coaching [Team Name] this season. My [son/daughter] [Child's Name] is on the team, so you'll see me pulling double duty as coach and parent. Here's what you need to know: PRACTICES Day: [Day of week] Time: [Start time - End time] Location: [Field name/address] First practice is [Date]. Please arrive a few minutes early so we can hand out jerseys and meet everyone. WHAT TO BRING - Water bottle (important!) - Cleats if you have them (not required) - No jewelry or watches during practice A FEW QUESTIONS 1. Does your child have any allergies I should know about? 2. [If not provided by league] Please reply with an emergency contact name and phone number. 3. Before our first practice, ask your child: What's one skill you want to get better at this season? I'd love to hear their answers. HOW WE'LL RUN THIS TEAM I believe in ROOTS: Respect for Rules, Opponents, Officials, Teammates, and Self. We'll work hard, we'll compete, and we'll do it the right way. Kids model what they see, so I'll be holding myself to the same standard. I'll be sending weekly updates as the season goes on. If you have any questions, just reply to this email or text me at [phone number]. One more thing: if any parents are interested in helping out as an assistant coach, let me know. Extra hands make a big difference, especially early in the season. Looking forward to a great season! [Your Name]

✓ Do

  • Send this 5-7 days before first practice
  • Keep it short and scannable
  • Include your contact info
  • Set expectations early

✗ Don't

  • Wait until the night before
  • Write a novel
  • Overwhelm with rules and policies
  • Forget to mention the location

Pre-Season Checklist

Here's everything in one place. Check them off as you go.