10. Subscriptions, Sponsorship and Claiming Expenses

Subscriptions

We start collecting subscriptions July onwards this allows the club to pay for the items below.

The fee for the year is agreed at the club AGM for the following season. The amount a player pays is pro-rated depending on when they join during the season:

Payments where possible should be made through Pitchero as this will reduce the admin overhead for the club. Payment can also be transferred to the Caversham AFC bank account. Please note, prorated payments will also need to be transferred to the club account. The current subscriptions are:
- U5, U6-players
- U7 & U8, U17 & U18 players
- U9 - U16 players
- Adults with training
- Adults without training
- sibling discounts with one full paying player

Parents
Please see the "Parents - How to register" document below for the steps to do this.

You will see two sets of subscriptions:
- red logo is for the first player subscription
- blue logo is for sibling discounts. Please note, you need to pay for a full subscription before selecting an additional blue subscriptions.

Please see the "Parents - How to pay annual subs" for the steps to complete payment.

Coaches
To add new players and parents please follow the "Coaches - How to add a new Players and Parents" document.

To check the payment status for your team, please follow the "Coaches - How to see who has paid their subs" guide.

Expenses covered by player subscription fees
The annual registration fee covers the following items of expenditure:
• Team/player registration with league
• Referee fees for up to three (3) preseason games
• Referee fees for league/cup games
• Hire of pitches at Clayfield Copse
• Weekday evening training facilities at Clayfield Copse (September and May-June)
• Weekday evening training facilities at Highdown School astro (or another venue if agreed with CAFC in advance) for October –March
• Training/matchday equipment – e.g. footballs, cones, bibs, first aid
• Coach/parent helper CRB checks
• FA training courses for coaches
• Presentation Day trophies
• For U5s, U6s and U7s it also covers:

• Saturday morning training at Highdown School
• Caversham AFC football top when joining the club for the first time

The majority of these expenses are paid directly by CAFC. Where payment is required to be made directly by the coach, mainly referee fees, CRB checks or FA course fees, reimbursement can be requested from the club by emailing:

treasurer@cavershamafc.co.uk

Please include the following information:
Caversham AFC Team
Detail of the expense (e.g. referees fees for matches against …)
A copy of any invoice
Amount claimed
Bank details where you want the money sent

Items of expenditure greater than £100 should be approved by Caversham AFC in advance, by the Chairman, Secretary or Treasurer.

You should aim claim all expenses by the end of April to enable the annual accounts to be completed.

Expenses NOT covered by player registration fees

The following items are not covered by player subscription fees:
• Fines issued against players, managers or teams by the leagues (Individual to reimburse club)
• Caversham AFC kit (except for new joiners to the U5, U6s and U7s)
• Summer football tournaments
• Summer leagues
• Post season referee fees
• Astro training in September and April/May when Clayfield Copse is available

Coaches should make arrangements with parents or sponsors to provide funds for these items if required.

Sponsorship
You will need to get new kits as the players get older and having a sponsor is a great way to pay for them. A few things to keep in mind:

Find out what the costings are by getting a quote from the webshop first so you have an idea of what you can afford

• Get the shirt/short/sock sizes for your team/players. Check they order the right size to last the sponsorship timeframe
• Don’t forget the goal keeper jersey. If can only order one (and have multiple goalies) make sure to order the larger size
• Check you meet the club & league requirements when customising. E.g. no names due to safeguarding
• Quote for shirt, shorts and socks

If they have additional budget, check if you need coaches polos/coats and possibly away shirts (probably for older teams with home/away leagues)

Find out how much the sponsor is willing to spend and adapt the webshop order.

• Confirm the length of their sponsorship e.g. single or multi-season
• Confirm any expectations they may have for their sponsorship.
• We will put their logo on the club website and social channels – confirm this is ok

• Get approval from the sponsor to use their logo on the shirt and any requirements from the relevant department (depending on the size of company) to meet their brand image
• They should provide you with the image to be used
• You can get a proof of image when you order. Make sure they are happy with how it will look before approving this. There is an additional cost for first time images

Money wise, if they need a receipt/invoice it may be better for them to transfer to the club account.

• You can get an invoice from the clubshop and the Treasurer can provide a receipt from the club. Please note that the club is not registered for VAT and cannot provide a VAT invoice.
• For this you will need to create an order and then choose to send it to the kit manager for approval. Once we have confirmed receipt of funds, the order will be approved.
• If the sponsor wants to transfer the money directly to a coach you can order and pay this as normal