Making pay and play work for you and your players

Introduction

Pay and play sessions are a lifeline for busy people - they're flexible, accessible, and a great way to welcome newcomers to the sport.

But for coaches and clubs, the unpredictability can be tough: covering costs, dealing with last minute dropouts, and staying energised when numbers are low.

There isn't a silver bullet, but here are some ideas to help make it work for you and your players.

Build a buffer

Try to price sessions affordably, but not so you're just breaking even. Even adding £1 to £2 per player above court costs can help cover future low turnout weeks or equipment needs.

Over time, this small buffer makes a big difference.

Be upfront about payments and cancellation

It's ok to have some policies to help you keep things consistent and not leave you out of pocket. The key is to be up front and communicate clearly and kindly so people understand why and what it means for them.

If the venue lets you cancel a court 24 hours in advance, set your own sign-up deadline a bit earlier to give you time to cancel if numbers are really low. Let people know if they dropout after this, they will unfortunately have to pay or find someone to cover their spot.

Just remember to be consistent with your policy - do you allow exceptions for last-minute illness or emergencies, do you have a two-strike rule, or is it a no exceptions policy? None are right or wrong, as long as you set expectations early then everyone knows the deal.

Plan for the unknown

Dropouts will happen - things come up. Have an adaptable session plan with a bank of easy-to-scale activities that work with different numbers of players.

You might also try starting with a flexible warm-up game that players can join as they arrive, or keep something social or individual running on the side so people can swap in and out of activities.

Thing long-term loyalty, not just one-offs

People who feel part of a group are more likely to come back regularly. Try a WhatsApp group so you people can interact socially, and you can give people a heads up about sessions or other initiatives going on at the club.

People will dip in and out, and that's ok - being socially connected means you can reach out now and again with a friendly message to keep the door open without pressure.

Bonus idea: Got a steady-ish group coming? Consider whether it makes more financial sense for you and them to move to a monthly payment option - whether they come to one or all of them. This can help cover your court costs reliably, keep admin simple, and give better value to regulars whilst still being affordable for those that dip in and out. Just remember to consult, and communicate.