Hosting a Booster Club Kickoff Night: Script and Run of Show

When to Hold It

The best timing is the second or third week of school, or the first week of the season for programs whose season starts later. Early enough that families have not committed their time and budget elsewhere, late enough that schedules and rosters are set.

• Fall sports and marching band: often the week before or the first week of school, when preseason practice is already under way.
• Winter sports, theater, and choir: the first week of the season or the first parent meeting.
• Spring programs: a smaller kickoff at the start of the season, aimed at families who missed the fall drive.

Weeknight evenings from 6:30 to 7:30 p.m. work for most families. Pairing the kickoff with a required program parent meeting (with the coach’s or director’s agreement) guarantees attendance. A short student performance, scrimmage, or team introduction brings families who would skip a meeting.

Planning Timeline

Run of Show

A 60-minute kickoff. The formal program runs 30 minutes; families who arrive late still catch the ask.

The Script

The president reads from this script, adapted with the club’s real numbers. Every segment is short because attention drops quickly after the coach or director finishes speaking.

Welcome (2 minutes)

"Good evening, and welcome. I'm [Name], president of [Club Name], the parent
booster club for [Program].

A special welcome to our new families. If this is your first year, you are
exactly who we were hoping to see tonight.

We have about thirty minutes of program and then plenty of time to talk.
First, the person you came to hear from: [Coach/Director Name]."

Board introductions (2 minutes)

"The booster board is all volunteers, all parents like you. When I call your
name, please stand.

[Name], vice president. [Name], treasurer. [Name], secretary.
[Name], our membership chair, who you'll see at the table in the back.
[Name], volunteer coordinator.

If you have a question tonight or any time this year, any of us can help,
or you can email [club email]."

Last year’s impact (3 minutes)

"Here's what boosters did last year.

[Slide 1] Families and local businesses raised $[amount].

[Slide 2: photo] That paid for [item], which [before/after: "replaced uniforms
that were older than the seniors wearing them"].

[Slide 3: photo] It covered [item], [number] buses to [number] competitions.

[Slide 4: photo] And [number] volunteers gave [number] hours working
concessions, chaperoning, and [other].

None of that is in the school budget. All of it came from people in this room."

This year’s plan and goal (3 minutes)

"This year, [Coach/Director] and the board have agreed on three priorities:

1. [Priority], $[cost]
2. [Priority], $[cost]
3. [Priority], $[cost]

Together that's $[total]. Here's how we get there: membership, [fundraiser 1],
[fundraiser 2], and our sponsors. Our full budget is posted at [web address],
and every member is welcome at our monthly meetings."

The ask (2 minutes)

"So here's the one thing I'd ask every family to do tonight: join the boosters.

[Slide: QR code, membership levels, web address]

Membership starts at $25. If you can do more, the Champion and Leader levels
make a big difference, and Founder's Circle members are recognized at the
banquet. If dues are tight this year, see [Membership Chair] and we'll add
you at no cost. Every family belongs here, and membership never affects
any student's participation.

Take out your phone and scan the code now. It takes about a minute. I'll wait.

[Pause 30 to 60 seconds. Board members at the tables help anyone with questions.]

Our goal is [number] member families by [Date]. Tonight we're at [number].
Let's see where we are by the end of the evening."

Volunteer needs (3 minutes)

"Money is half of it. The other half is time.

We need three things right now:
- [Number] people for [role] at [event] on [Date], two-hour shifts
- One person to lead [committee or task]
- [Number] people for [role]

The sign-up sheet is at the volunteer table, or scan the second code on the
slide. If you can't commit to a shift, tell us what you're good at.
We'll find a fit."

Close (2 minutes)

"Three dates to put in your phone tonight:
[Date], [event]. [Date], our first general meeting. [Date], [fundraiser].

The tables are open for the next fifteen minutes. Membership and the
volunteer sheet are in the back; spirit wear is by the door.

Thank you for coming, and thank you for being part of [Program]."

Making the Ask Work

1. Put the ask after the impact. Families who have seen what last year’s money bought are ready to hear the request.
2. Make one primary ask. Membership first. Volunteers second. Spirit wear and fundraisers are on the tables, not in the speech.
3. Pause for action. Asking parents to scan the code now, and waiting for them, converts far better than telling them to visit the website later.
4. Staff the payment tables. At least two volunteers per table, with a card reader, a printed membership form, and a cash box with a count sheet. See Handling Cash at Booster Club Events.
5. Report the count live. Announcing the new total before families leave rewards those who joined and nudges those who have not.
6. Collect contact information from everyone. The sign-in sheet, with separate email and text consent boxes, is the most valuable output of the night even for families who do not join yet.

Logistics Checklist for the Night

Before adding a raffle, 50/50 drawing, or door prize that requires a purchase, the board reads Booster Club Raffles to confirm what the club’s state allows.

The slideshow uses only photos of students whose families have given permission. See Social Media for Booster Clubs.

After the Night

1. Enter every sign-in into the club’s list within 48 hours.
2. Send a thank-you and recap email to everyone who attended, with the membership link for those who did not join.
3. Send a short summary email to families who did not attend, with the slides or a one-page summary and the same link.
4. Thank and receipt every new member (treasurer).
5. Report attendance, new members, dollars collected, and volunteers recruited at the next board meeting.