1. Before registration opens
Use this checklist with your own venue and sport requirements.
2. Gather scheduling inputs
Ask every captain for these details before creating the first draft. Agree on a deadline for responses.
These are planning prompts, not a claim that every field can be imported into Beer League.
3. Work through the budget
Hypothetical eight-team season: eight weeks, four games each week, with one hour of venue time per game.
| Item | Calculation | Cost |
|---|---|---|
| Venue | 32 hours × $60 | $1,920 |
| Officials | 32 games × $20 | $640 |
| Equipment | Season allowance | $120 |
| Reserve | Contingency | $320 |
| Total | $3,000 |
Break-even team fee: $3,000 ÷ 8 = $375 per team. With 15 paying players per team, that is $25 per player.
Replace these example rates with actual quotes. Add any software, insurance, tax, payment-processing and other applicable costs before setting your fee. This example is not a price quote or a payment feature.
4. Invite your captains
Copy this message and replace the bracketed details.
Hi captains! We’re getting [league name] ready for [season dates]. Please send your team name, blackout dates and any shared-player conflicts by [deadline]. The current schedule and official updates will live here: [link]. Please have your team check that source before each game. Our first game is [date / time / venue]. Questions? Contact [organizer].
5. Prepare a rainout update
Choose the decision-maker, cutoff time and update channel before the forecast becomes a problem.
Update for [date]: games at [venue] are [going ahead / postponed]. [Decision-maker] made the call at [time]. The next update will be posted at [time] in [official channel]. [If postponed: We’ll confirm makeup arrangements by [date]. The original game time no longer applies.] Captains, please share this update with your teams.
Follow the venue’s closure instructions and the relevant sport’s safety guidance.