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SayPro: Conducting a Staff Briefing Session for July Soccer Camps

Objective

To bring together all coaches, assistant coaches, and support staff in a structured session that clearly communicates their roles, responsibilities, expectations, schedules, safety procedures, and communication protocols for the successful execution of SayPro’s July soccer camps.

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1. Pre-Briefing Preparation

a. Create an Agenda

Develop a structured agenda to ensure the meeting is focused and time-efficient. Key topics should include:

• Camp objectives
• Daily schedules
• Staff roles and responsibilities
• Safety and emergency procedures
• Communication channels
• Code of conduct and expectations
• Reporting and evaluation processes

b. Prepare and Distribute Materials in Advance

Send out briefing packs before the session, including:

• Camp calendar and daily timetables
• Camp map/layout
• Staff contact list
• Emergency action plan
• Role descriptions and checklists
• Copies of player health and safety protocols

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2. Conducting the Briefing Session

a. Welcome and Opening Remarks

• Welcome all staff and introduce new team members.
• Reiterate SayPro’s mission, values, and the purpose of the soccer camp.
• Share the expected outcomes of the camp (e.g., skill development, team-building, confidence building).

b. Camp Overview

• Provide a high-level overview of the July soccer camp program:
  • Camp dates and times
  • Age groups and number of players per session
  • Training themes for each week (e.g., Week 1: Fundamentals, Week 2: Tactical Skills)
  • Match or tournament days

c. Detailed Roles and Responsibilities

Explain the responsibilities of each staff member, such as:

Coaches:

• Lead warm-ups and training drills
• Monitor player progress
• Give tactical instructions during match play
• Ensure discipline and engagement

Assistant Coaches:

• Support lead coaches during sessions
• Help manage equipment
• Assist with player supervision during breaks
• Provide one-on-one feedback to players when needed

Admin/Support Staff:

• Manage check-ins and attendance
• Distribute and collect player health and safety documentation
• Communicate with parents as necessary
• Handle first-aid kits and report incidents

d. Player Safety and Health Protocols

• Review SayPro’s health and safety procedures including:
  • Emergency contact processes
  • First aid response and incident reporting
  • Handling player injuries or illness
  • Hydration and sun safety practices

e. Behavior and Conduct Standards

• Reinforce SayPro’s expectations for professional conduct, both on and off the field.
• Cover anti-bullying and child protection policies.
• Emphasize inclusivity, respect, and positive reinforcement.

f. Communication Protocols

• Outline the official communication channels (e.g., WhatsApp groups, emergency phone lines, daily briefing emails).
• Clarify how staff should report concerns, incidents, or absences.
• Establish timing for daily pre- and post-camp staff check-ins.

g. Scheduling and Coverage

• Review the full staff rota, including days off, rotations, and emergency backup coverage.
• Ensure everyone knows where and when they are expected to be present.
• Confirm travel arrangements and site access times.

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3. Q&A and Open Discussion

• Allow time for staff to ask questions, raise concerns, or offer suggestions.
• Clarify any confusion and confirm alignment on key tasks.
• Encourage team collaboration and team-building through an icebreaker or short group activity.

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4. Final Checklist and Confirmation

• Go through a checklist of responsibilities to make sure nothing is overlooked.
• Confirm that each staff member has signed off on:
  • Receipt of their role description
  • Understanding of safety policies
  • Availability and scheduling confirmation
• Distribute name tags, camp gear (if provided), and any additional materials.

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5. Post-Briefing Follow-Up

a. Meeting Summary Email

• Send a follow-up email with meeting notes, attachments, updated schedules, and key reminders.
• Include a direct contact point for further questions.

b. Ongoing Check-Ins

• Schedule short weekly team huddles during July to keep communication flowing and address any issues as they arise.

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Expected Outcomes

By conducting a comprehensive staff briefing session, SayPro will:

• Ensure all staff members are fully informed and aligned with the camp’s goals.
• Create a shared understanding of individual responsibilities and team expectations.
• Strengthen coordination, safety, and professional delivery of the July soccer camps.
• Foster a positive, cooperative team environment among staff.

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Conclusion

A well-organized staff briefing lays the foundation for a smooth, successful soccer camp experience. With clear communication, detailed planning, and defined roles, SayPro ensures coaches and assistants are empowered to deliver impactful, engaging, and safe training sessions throughout the month of July.

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