Coach & Club Relationship
A strong venue and coach relationship is integral to the success of your club or centre. Together you can drive participation, add value for your members and grow each other’s player base.
Tip: Coaches that on the Coach Register signal to clubs that they are qualified and are verified coaches aligned with national standards and meet safeguarding and Health & Safety expectations. It builds trust with players, parents, clubs, and schools.
Stepping through recruitment
Get your team together to review the process
- A small sub-committee of 3–5 knowledgeable members.
- Engage your Regional Tennis representative.
- Tennis NZ’s Coach Development team are available to help.
- Confirm the key roles and programmes you looking for, align this with your clubs needs, goals and objectives.
Find the correct channel to advertise
- New Zealand website to reach New Zealand coaches and coaching businesses.
- National platforms such as Seek, LinkedIn, Trade Me Jobs, Social Media
- Word of Mouth & Members
TIP: Ensure you sell the full potential of your club and what it offers.
Shortlisting & Scheduling
- Review applications against criteria (qualifications, experience, fit)
- Schedule first-round interviews with shortlisted candidates
Interview (Off-Court)
- Review applications against criteria
- Get to know candidates and assess club fit
- Allow coaches to evaluate alignment with club vision and goals
- Ask questions linked to selection criteria and service expectations
- Use a scoring system to support fair assessment
Candidate Pitch - Request a 5–10 minute presentation on:
- Their coaching approach
- Delivering strong service and a win-win partnership
- Coach club collaboration opportunities
On-Court Assessment (Optional) Observe candidates coaching in practice, with an independent, qualified, and experienced assessor for objectivity
Coaching Agreement "underpins the future success of the relationship and growth of the club"
A mutually beneficial agreement sets up the framework for the relationship and coaching services for the term of the contract.
- It sets the key terms and fees (financial clarity)
- Responsibilities and service requirements of both club and coach
- Shared objectives - how to work together
- Sets expectations
- Confirms KPIs.
- What the club provides vs what the coach provides
TIP: Ask your Region or Local Tennis Partner (LTP) representative for advice to ensure you include Regional/LTP opportunities in the agreement.
Roles and Responsibilities Guide "Everyone Knows How We Work Around Here"
- What is the club responsible for (courts, members, governance)
- What is the coach responsible for (programme delivery, player development, schools connect, club shopfront)
- Branding guidelines and expectations
- Values and culture, a shared philosophy (e.g. participation first, performance pathways, inclusivity)
- Court allocation policy
Onboarding List. "No Ambiguity From Day One"
- Contract agreement signed
- Policies shared (health & safety, incident reporting, code of conduct, social media,
- Communication channels set up
- Introduction to committee and operations staff
- First 90 day plan
Appoint a Coach Liaison 'Regular proactive communication is essential"
Typically, the President and/or Junior Coordinator as the main relationship manager with the coach to centralise communication and avoid confusion or conflict.
Clear Communication Process Builds a Strong Partnership Approach
- Create a structured way for committee members and club members to raise requests, issues or feedback, with regular check-ins at least quarterly (e.g. coffee) What’s working, challenges & upcoming priorities.
- Confirm response expectations and comms channels to maintain consistent and mutual support - WhatsApp, emails, in person?
- Both Club and Coach should fulfill their riles and uphold the agreement as a "one team" win-win approach
Formal Communication & Reporting
- Schedule formal meetings during the year, such as Coaching programme reports (e.g. twice yearly) and annual KPI reviews
- Provide the coach with club meeting minutes and relevant reports
- Ensure programme schedules and events are shared
Governance Boundaries
Coaches should not hold committee or governance roles (conflict of interest). They should be invited as a guest to meetings as this allows input without decision-making conflicts
Reassemble sub-committee at least 3 months prior to contract ending, make a decision to renew or go to market
Prioritise Stability (If Appropriate)
- Prefer renewal where the relationship is positive and both sides are growing
- Keep the process professional and focused on the objectives of the club and coach partnership
Annual Coaching Review
- Coach provides a report covering KPIs, targets, highlights, and challenges
- Use this to review performance and identify improvements
Collaborative Discussion
- Present and discuss the report in a committee meeting with the coach
- Share feedback and explore ways both sides can improve and support each other
Update Plans & Targets
- Review and adjust goals annually based on performance
- Coach liaison and coach agree on fair, realistic KPIs and objectives
Documents to consider to support an effective club and coach partnership
Tennis Participant Protection Regulation Safeguarding & Child Protection
Code of Conduct (coach, player, parent, club)
Complaints and Conflict Resolution Process
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