MidwayUSA Foundation - A Guide for the Planning and Execution of Successful Coaches Meetings - Changing the Future of Youth Shooting Sports

Sep 13, 2026

A reference guide for organizations planning and running their first coaches meeting for youth shooting sports. It outlines the purpose of holding periodic coaches meetings, explains who should attend including head and assistant coaches plus team representatives, and provides decision support for selecting the best timing and meeting location considerations. It also recommends agenda elements and potential guest speakers, including MidwayUSA Foundation and supporting organization staff, to improve coordination and reinvigorate teams for the coming season.

LanguageEnglish

CategoryPresentations

FormatPDF

Pages41

Reading Time14 min

AccessFree to download

Preface

Why Host a Coaches Meeting?

Who Should Attend Our Meeting?

When is the Best Time for Our Meeting?

Where Should Our Meeting Take Place?

What Information Should Our Meeting Cover?

Conclusion

Appendix A: Coaches Meeting Agenda Examples

Appendix B: Post-Meeting Survey Example

Appendix C: Event Consolidated Statistical Summary Example

Appendix D: Invitations/Communications Example

Appendix E: MUSAF Coaches Meeting Incentive

Appendix F: Common Coach Training Example

Appendix G: Shoot Schedule Examples

A Guide for the Planning and Execution of Successful Coaches Meetings Changing The Future of Youth Shooting Sports Contents Preface Why Host a Coaches Meeting? Who Should Attend Our Meeting? When is the Best Time for Our Meeting? Where Should Our Meeting Take Place? What Information Should Our Meeting Cover? Conclusion Appendix- A: Coaches Meeting Agenda Examples Appendix B: Post-Meeting Survey Example Appendix C: Event Consolidated Statistical Summary Example Appendix D: Invitations/Communications Example Appendix E: MUSAF Coaches Meeting Incentive Appendix F: Common Coach Training Example Appendix G: Shoot Schedule Examples Preface This document is intended to serve as a reference for organizations in planning and executing their first coaches meeting. The information contained in this document, though broad in scope, is by no means intended to be all-encompassing. Those seeking more information are encouraged to contact their MidwayUSA Foundation (MUSAF) program manager for assistance. This document is presented from the perspective of its presumed use by MUSAF state partners/agency partners in conducting meetings with the teams within their organizational footprint, regardless of shooting discipline. It is not intended as a guideline for conducting team meetings or parent meetings. The planning principles and best practices incorporated within this document can be applied to any organization supporting the youth shooting sports. Many thanks to the organizations providing input and examples from their own coaches meetings so that others might benefit from their knowledge and experience. Why Have a Coaches Meeting? Although the structure and composition of coaches meetings vary from place to place, the overall purpose of these meetings is remarkably consistent. Periodic coaches meetings, whether annual or semi-annual in frequency, are an opportunity for coaches and team leadership to expand their peer network, synchronize attendance at upcoming events, participate in training , and otherwise reengage with their higher state organization and/or national governing body (NGB) . Meetings provide a venue to review the past year's activities, offering input regarding improvement or sustainment as well as initial planning for the upcoming season. As an endstate, coaches leave the venue feeling energized for the upcoming season, having provided their input while receiving necessary guidance. Who Should Attend Our Meeting? Attendance policies vary widely across different state organizations and disciplines; however, most states approach coaches meeting attendance from a strongly recommended unless dire consequences prohibit attendance perspective. Given that most youth shooting coaches are volunteers, mandatory attendance policies are generally of limited effectiveness. Some organizations specifically request that head coaches attend, at a minimum, with 1-2 assistant coaches invited as well. Depending on the size of the hosting venue, the organizational budget , and the amount of logistical support (food, lodging, etc. ) available, one's approach to the who? and how many? question may vary. Most organizations request that at least one representative per team be present for the meeting. In addition to coaches, meeting planners should consider guest speakers. Depending upon one's meeting agenda, organizations should consider speakers from the MidwayUSA Foundation, state and national (NGB) supporting organization staff, local Friends of NRA staff (to discuss the grant process), vendors, and college program exhibitors/coaches. Remember to inquire regarding current incentives for teams represented at the meeting, particularly in regards to the MidwayUSA Foundation (see Appendix E) . If one's organization hosts a state competition, consider bringing a representative of the hosting gun club to talk about the facility, hosting the event , and any other events of interest the facility supports. It

FAQs

Why should an organization host a coaches meeting for youth shooting sports?

Coaches meetings build peer networks, synchronize attendance for upcoming events, enable training participation, and support review and planning for the next season. Coaches leave energized with guidance based on their input.

Who should attend a coaches meeting?

Attendance policies vary, but many states strongly recommend participation rather than mandate it for most volunteer coaches. Organizations often request head coaches, invite 1–2 assistant coaches, and ensure at least one representative per team is present.

When is the best time to schedule a coaches meeting?

Timing depends on geography and discipline. Northern shotgun groups often schedule late winter for early March competitions, southern shotgun groups typically meet late summer or early fall, and rifle/air rifle seasons usually run from fall into spring with championship events.

Sep 13, 2026

Upload by Emma Mercer