Let’s talk about something not-so-glamorous but super important: managing your club’s equipment and facility costs. I know—this stuff isn’t as exciting as a last-minute game winner or finally getting that one kid to tie their cleats correctly. But trust me, getting a handle on these expenses can make your club run smoother, grow faster, and save you a ton of headaches down the line.

Here’s how to do it smart, without feeling like you need an MBA. (Don’t miss our template for tracking inventory and budget at the end!)

1. Take Inventory Like a Pro (or at Least Like a Person Who Owns a Clipboard)

Before you can manage what you’ve got, you need to know what you’ve got.

Once a season (or more often if you can swing it), take time to check your inventory. Balls, cones, jerseys, pinnies, goals, nets, field lining machines, clipboards, first-aid kits—the whole deal. You’d be surprised how much stuff gets forgotten in trunks or left at away fields.

Use a spreadsheet or free inventory app to track:

• What you own
  
  
• What condition it’s in
  
  
• What needs replacing soon
  
  
• Where it’s stored
  
  

Bonus tip: Color-code items by team or age group so stuff doesn’t get mixed up. Makes things waaay easier next season.

2. Get Creative With Shared Resources

Chances are you’re not the only club in your area. Why not buddy up?

Try coordinating with nearby teams, schools, or rec departments to share larger equipment or even field time. If your goals just sit in the shed most weekdays, maybe another team can rent or borrow them (and you split maintenance costs).

Same goes for fields—joint-use agreements can be a win-win, especially when negotiating with city or school districts. It never hurts to ask, and a shared-use deal can free up funds for other needs.

3. Buy Smart, Not Cheap

We’ve all been tempted by a screaming deal on gear, but quality matters. A $20 ball that dies halfway through the season isn’t really a deal.

Do your homework. Talk to other club managers, look at reviews, and invest in equipment that can take a beating. Stretch your dollars by:

• Buying in bulk (team up with other clubs to place bigger orders)
  
  
• Using nonprofit discounts (yep, many vendors offer them!)
  
  
• Watching for off-season clearance sales
  
  

Also, don’t sleep on gently-used gear. Cleat and uniform swaps can work wonders, and many players (especially younger ones) outgrow gear before they wear it out.

4. Put Maintenance on the Calendar (Seriously)

One of the best ways to avoid big, ugly costs? Take care of your stuff.

Set regular reminders to inspect and maintain everything from goals and nets to field lines and irrigation systems. A 10-minute check once a week can catch small problems before they turn into budget-busting nightmares.

If you use volunteers (which most of us do), assign a rotating “equipment manager” role per team or age group. This spreads the workload and helps build buy-in.

5. Facility Fees: Negotiate, Partner, or Fundraise

Field rentals can eat your budget faster than a pack of U10s tear through orange slices.

If you’re paying a lot for field time, it might be time to:

• Revisit your contract. Are you being charged for unused hours or premium slots you don’t need?
  
  
• Propose a service swap (maintenance or volunteer work in exchange for lower fees)
  
  
• Look into grants or sponsorships tied to field costs
  
  
• Start a field fund: even $10 per player per season adds up fast
  
  

If you have your own facility, kudos! But that comes with its own set of expenses. In that case, consider renting to other groups, applying for local improvement grants, or launching a community day to raise funds for repairs and upgrades.

6. Budget Wisely and Review Often

Last but not least: make a plan and keep checking in on it.

Create a separate budget line for equipment and facilities, and track spending throughout the year. If you’re under budget—great! Stash the extra for future needs. If you’re over—figure out what happened and adjust.

You don’t have to do this alone. A volunteer with finance experience can help set up a simple system. And if you’re working with a board, monthly or quarterly check-ins make sure everyone’s on the same page.

Final Whistle

Look, running a soccer club isn’t easy—especially when you’re working with tight funds, big dreams, and maybe a few too many half-inflated balls. But with a little planning, some creative thinking, and a dash of community spirit, you can make every dollar count.

And hey—if managing gear and field costs well means more kids get to play longer, safer, and with more fun? Totally worth it.

Got your own money-saving hacks or budget wins? Let’s hear ‘em.

🔧 Downloadable Equipment & Facility Tracker:

We developed this simple Excel template for you to be able to start using right away. Adjust it to suit your needs, or get in touch with our team to strategize a budget and financial management for your club!