Suffolk Club Forum

1. Spring 2016 – 7th March 2016 Suffolk Club Forum

2. Agenda • Update from 2015 • Resources 2016 • Main Topic Items • How to recruit volunteers • How to grow and retain membership • 4. County Update • Summary of Call to Actions • Q&A

3. Progress - Participation Strategy 16-18 Make tennis an option through creating relevant and innovative products for every need Create strong pockets of tennis in clubs and parks through local delivery partnerships Break down misconceptions of tennis amongst local communities and non club players Improve facilities and related technology to ensure year round play Delivering an engaged and motivated tennis workforce

4. Key Resources for Clubs • Are you making the most of the benefits and support associated with your LTA Venue Registration? (https://www.lta.org.uk/venue-management/venue-registration/) • Need financial help in developing your facilities? Check out the LTA Facility Funding Guide (https://www.lta.org.uk/venue-management/facilities-advice/)

5. Spring 2016 Resources Available 2016

6. Great British Tennis Weekend May 14th& 15th July 16th & 17th …or anytime! Key Priorities - Quality Participant Experience - Membership & Programme Conversion - Check In App / Data Collection Action: Go to ClubSpark and publish your 2016 GBTW event(s) now!

7. Benenden Tennis Festivals • Following 2015’s US Open and Davis Cup Packs, we are delighted to have a sponsor to support our Tennis Festivals – Benenden • A series of fun themed competitions for players of all ages run by their local venue • Four themed tennis competition festivals are planned for 2016 with some exciting packs to help support our venues • The festivals are a great way to encourage families to lead healthy lifestyles through tennis and be part of a health and wellbeing community that Benenden are at the heart of

8. Benenden Tennis Festivals • The four festivals in the calendar for 2016 are: • Davis Cup – March • Grass Court Season – June/July • American Hard Court Season – August/September • Halloween– October/November • Sign up around 6 weeks before each festival and you’ll receive a pack. • Action: Sign up online at www.lta.org.uk/benendentennisfestivals

9. Fast 4 Competition Formats • FAST4 Tennis provides a simple, exciting way of speeding up a conventional tennis match. • Time – Life is busy and many players can no longer commit a whole day. The matches rarely take more than an hour (usually 45 minutes or less) so align to standard court booking slots. • Additional revenue opportunities - you can run draws up to 16 players on one day and as matches are quicker your court fees will be reduced. • New and exciting – to encourage both current and new players. FAST4 has been endorsed and has been played by some greats of the game. Overview video of Fast4 https://www.lta.org.uk/play/types-of-tennis/fast4-tennis/

10. ClubSpark Update • COMMUNITY • AVAILABLE • OPEN DAYS • PILOT • COMPETITIONS • IN DEVELOPMENT COURT BOOKINGS • On site technology • CLUBSPARK • MEMBER MANAGEMENT • APPS CONTACTS • COACHING • CAMPAIGN WEBSITES WEBSITE MANAGER

11. ClubSpark Competition Module • An easy way to run local recreational competitions and tournaments from your smartphone • 6 different formats – Matchplay, Results Manager, Compass, Elimination, Elimination with Consolation, Round Robin • Download players from your venue’s British Tennis Membership list • Option to submit for LTA ratings • IOS and Android APP version available for the start of the summer season • If you need help or more information – contact your regional office

12. Calendar of Training Opportunities • ClubSpark – Expression of Interest form • GB Sport Workshops • Book your place today

13. How to attract more volunteers

14. Online support: www.lta.org.uk/tennisvolunteer

15. The four steps that can make a difference 1 2 1. Appoint a volunteer co-ordinator 2. Be prepared 3 4 4. Reach out into your local community 3. Look at your members

16. The four steps that can make a difference 2 1. Appoint a volunteer co-ordinator 3 4

17. 1. Appoint a volunteer co-ordinator • What is it? • A figurehead for your volunteers • Takes responsibility for bringing in new people • Provides support and advice • Says thank you

18. Volunteer co-ordinator • Who is it? • It could be an existing person – chair or secretary • A regular committee member • It could be a member who hasn’t got involved before Action: Put this item on the agenda at your next meeting – with some ideas on who could do this.

19. Volunteer co-ordinator • What skills do they have? • Good listener • Good communicator • Well-organised • Reliable • What values do they have? • Passion • Teamwork • Integrity • Excellence

20. The four steps that can make a difference 1 2. Be prepared 3 4

21. 2. Be prepared • What roles are you missing? • Do any of your current volunteers need extra help? • What skills are you looking for? • What’s the time commitment? Action: Spend some time with your committee mapping out your ‘must-have’ and ‘would-like-to-have’ lists.

22. Download template role descriptions • AdministratorBallot administrator • Chairperson • Club main contactCommittee member • Competition organiserGrants & funding officer • Juniors captain/contact • Marketing/communications officer • Match secretaryMembership secretaryMini Tennis contact • Performance programme managerSchools co-ordinatorSecretary • Seniors captain/contactSocial media co-ordinatorSocial secretary • Tennismark leadTreasurerVolunteer co-ordinator • Website editorWelfare officer Action: Visit the website: www.lta.org.uk/tennisvolunteer to downloadand use

23. Volunteering is essential to clubs and can be rewarding, but we need to ensure safe recruitment is embedded in the process.

24. Safe and inclusive recruitment tips • Advertise all roles, even informally • Have an informal chat, set the scene • Talk about why creating a safe and inclusive tennis environment is vital • Consider the appropriate role for the volunteer • Do they need a DBS check? • Enroll them on an LTA Safeguarding and Protection in Tennis course • Think about any other training they might need? Action: Find out more at www.lta.org.uk/tennisvolunteer and in the LTA ‘What’s the Score?’ toolkit (pages 54-55)

25. The four steps that can make a difference 1 2 4 3. Look at your members

26. 3. How well do you know your members? • First – undertake a skills audit • Add a ‘job title/description’ to all new and annual membership forms • Send a form out to all members – hand out at club nights or e-mail • Download an audit form from www.lta.org.uk/tennisvolunteer • Second – match their skills to the role • Work out which people have the skills/jobs most suited to the roles you have identified that you need. • Third – ensure they are right for your venue Action: Download the form at: www.lta.org.uk/tennisvolunteer and send out to all your members.

27. “We found electricians, tree surgeons, carpenters, solicitors and actually now ask if people would be willing to help in anyway on the membership form. Theyare often busy people but if everyone can just do a small amount it really makes a difference.” Caroline Ratcliffe, Club Secretary

28. Make a personal approach • Target people face-to-face! • A personal approach always works best. The worst they can do is say no and you can just thank them for listening to you. • Ask your committee to help • Do they know any members within the club who they could ask to help? • Have a discussion about the role • Be clear on what the role requires and discuss the motivations for why they would get involved. Be open if they will need to have a DBS check.

29. “If you don’t ask people you won’t get any help – people are very unlikely to offer. I’m eyeing up parents of children joining our junior coaching programme – finding out what their skills are and asking if they could do a little bit to help out.” Carolyn Rothwell, Tennis Director

30. Tell them you need help • Recruitment posters will shortly be available at ‘mytennistoolkit.com’ to advertise the roles you need. You can personalise them with your club name, volunteer co-ordinatorcontact details and roles needed. • Put this up in your clubhouse, kitchen, the back of toilet doors! • Why not hand out with a welcome pack/membership forms to every parent? Action: Personalise posters at: www.mytennistoolkit.comand order printed versions or print locally

31. It’s not about doing everything.It’s about doing something.

32. Introducing a volunteer through a one-off event can be less daunting… • Ask your coach to speak to parents after a Mini Tennis coaching session. Could they give up an hour while their child plays at the event? • GBTW or open day event • Be clear on the role • Pair them up with a friend • What’s expected of them on the day? • Agree a time – maybe a two-hour or half-day commitment? • Meet them, brief them, thank them • Ask if they are willing to help out again • THANK THEM AGAIN!

33. How are other clubs doing it? • “I managed to get a gang of members down to help the GBTW events including a very good junior. • “I find it’s important to actually go to members directly to ask for help – it’s their job to help the club as well. We ask people to just give an hour to help. Often they are not willing to give a whole day but just an hour is manageable. • “We went to the parents of our junior members to ask them to come down with their children to talk to other people about what their children get out of it. They were great ambassadors for the club.” • Anne Miller, Secretary

34. Anne’s top five tips • Give each committee member a role and tasks • Ask members to donate one hour of help • Ask existing parents to speak to newcomers • Encourage former committee members to support • Get good juniors along to help

35. You have 15 minutes… • We are going to work on your venue’s plan to:

36. The four steps that can make a difference 1 2 3 4. Reach out into your local community

37. 4. Reach out to your local community! • Who’s living down the road? • Retired accountants, administrators, school teachers, nurses – potential treasurers, secretaries and welfare officers! • Local volunteer databases? • Do-it Trust website • County Sport Partnership • Local Authorities • Volunteer Bureaus • Rotary Club/WI • Advertise locally • Posters • Flyers • They won’t come to you, so you need to go to them and tell them how/why/ what your venue needs help with.

38. Young people in your community • Young people have a lot to offer and are great role models to encourage other young people to play. Consider their motivations (skills development, work experience) and also support their involvement. • Secondary Schools – Duke of Edinburgh placements. • Colleges & Universities – undertake volunteering as part of their course • Cadet forces – undertake volunteering as part of their training • Scouts/Guides • Tennis leaders – free resources for your coaches to run a course Action: Consider which roles are suitable for young people and ask your Welfare Officer to support them.

39. “We have brought through over 100 kids in volunteer roles at our park and many have gone on to have a job through tennis coaching, or just learning skills forfurther education and other jobs. This is why we always have a string of volunteers coming through.” Robby Sukhedo, Community Park Manager

40. What next… • Three actions you’ll take away?

41. Summary • The four steps that we’ve covered: • Appoint a volunteer co-ordinator • Be prepared • Look at your members • Reach out into your local community

42. Further support: www.lta.org.uk/tennisvolunteer

43. Growing & Retaining Membership & Participation Venue Forums – Spring 2016

44. What we hope to achieve • Outline the principles that are known to grow and retain participation • Look at local examples and share good practice • Improved understanding of your audience and have some new ideas to take back to your club

45. Growing & Retaining Participation & Membership In the LTAs Venue Survey in 2015 “the biggest challenge clubs say they face is attracting new members & retaining current members”.

46. Principles of Growing & Retaining • 4 key elements to consider Quality of Environment Understanding your Audience Marketing & Communication Suitable Product / Offer

47. Principles of Growing & Retaining • It is important to recognise that different groups of members will be seeking different things from their club membership! • Traditional club members • Transactional members

48. Principles of Growing & Retaining 1. Quality of Environment: • Facilities • Playing, coaching & competitions • Social activities & atmosphere • Personal communication to members • Appropriate membership packages • Accessibility of the facilities at the time the member needs them

49. Principles of Growing & Retaining 2. Suitable Product / Offer: • Who are you trying to attract? • What are their motivations & interests ? • Is it tempting & appealing? • How can you reach & communicatewith this audience? • Can you meet the expectations you promised? • Can you keep them afterwards?

50. Principles of Growing & Retaining 3. Marketing & Communication: • When delivering projects aimed at growing participation consider: • The audience • Consider the customer journey • What is the ‘call to action’ for someone that see’s your marketing materials. • The suitability & relevance of the marketing materials • What networks / partnerships / communication channels can you access • Effective communication in helping to retain participants is maybe less familiar. How do you make your members feel part of a warm & welcoming club? How do you create a positive atmosphere where all feel connected to the club?