This blog post is sponsored by Cheddar Up. Even though they paid for this post, I only recommend products and services that I LOVE!
As a team mom, you know that managing payments and collecting money from cheer parents can be a hassle. I feel like team moms in the group chat are always singing the lyrics from that one Rhianna song where she’s like, “pay me what you owe me.” Between coordinating coaches’ gifts, admission fees for team bonding events, and end-of-season treats, it can be overwhelming to keep track of who owes what and when and let’s not even get started on how awkward it feels to keep asking for money from people you hardly know, in some cases.
Even when it’s for a worthy or necessary reason, asking for money can be hard for team moms. Cheer is expensive, and parents are already stretched thin with tuition, competition fees, uniform fees, and all the travel expenses that come with cheerleading. Here are some strategies to help you when asking parents in your group for money:
Communicate Extra Fees in Advance
As the Team Mom, think in advance about all the times you may want to ask parents for extra money for special occasions. For example, it’s good to hold more team bonding events at the beginning of the season so the athletes and the parents to get to know one another. Traditionally, cheer parents like to give goodie bags or a special gift at the first football game or the week leading up to a big travel competition.
Once you know what occasions will require parents to pitch in for, come up with a loose budget of what it will cost per athlete. For example, if you plan to have four bonding events and give three gifts throughout the season, you could make a budget of $30 per athlete per occasion, which adds up to $210. Communicate this to parents up front! Your message in the group chat could read something like this:
“Hey everyone! We’re planning on doing four team bonding events and giving all of the athletes three gifts throughout this season. We want to stick with a budget of $30 per athlete for each of these things. Just wanted to give you a heads-up for planning purposes. You are welcome to give the full $210 to me upfront so you don’t have to think about it again, or you can pay as you go. Whatever is easiest for you.”
Think About Your Timing
There are times throughout the cheer season when parents are shelling out more money than others. The beginning of the season brings choreography and uniform fees, new shoes, camps, and more. The Fall is heavy on the travel deposits. Asking for an extra $30 in the group chat might not seem like a big deal in the midst of these times, but tell that to a single mom who’s eating peanut butter and jelly sandwiches all week or picking up extra night shifts, just so both her daughters can be on their dream teams. Try to time your ask for “extras” like team gifts during a time when the gym is not also asking for additional money. It will help to soften the blow.
Make it Clear When the “Extras” Are Optional
Every cheer program will handle team gifts differently. Some build a gifts budget into the tuition. Most, however, leave it up to the parents and individual team moms (you). In this case, it can be hard to know what to ask for and how to ask for it.
When this was the case for my team, here’s how I communicated with my parents:
- I told them we would only be doing three parent-funded athlete gifts for the season.
- For the moms who wanted to go above and beyond the budget or the number of gifts, I made it clear to them that they would have to bear the additional cost.
- Each time a gift occasion came up, I wrote this in the group chat:
“Hey guys, we’re coordinating a gift for the athletes next month. Please know that this is totally optional to participate in. We anticipate that the gift will cost $___ per athlete. Please contribute whatever amount you are able.”
With this approach, it’s important to take into account that you want every athlete to receive the gift, but also that not every parent will participate. In this case, take the total cost of your gift and divide it by two or three athletes fewer than the number of athletes you actually have. This ensures that every athlete will receive a gift, and you aren’t having to personally cover the cost for the families who could not contribute.
Make it Simple and Easy for Parents to Pay You
Remember when we were in elementary school and our parents had to safety pin envelopes of money to our clothes, just so the room mom could pay for the class party? I remember plenty of team moms who had to sit in the lobby at the gym, waiting for parents to drop off fundraiser money, or even a check for a team bonding event. In our fast-paced world, we have to make it easy for people to do everything, including paying us for things like team gifts.
That’s where Cheddar Up comes in!
Cheddar Up is a company that offers convenience through an easy-to-use platform for collecting and managing payments. Rather than having to collect cash or checks from parents, or keeping track of who has paid in your personal payment accounts, Cheddar Up allows you to create a custom payment page where parents can easily pay online. This means no more chasing down payments or dealing with depositing cash and checks – everything is handled electronically.
Cheddar Up also offers features like automatic payment reminders, customizable payment schedules, and the ability to track payments in real-time. This means you can easily keep track of who has paid and who still needs to pay, making it easier to manage your team’s finances.
You can also create custom payment categories in Cheddar Up. This means you can create separate payment pages for each type of expense, like team bondings, athlete gifts, and coaches gifts. This makes it easier for parents to see exactly what they are paying for and ensures that everyone is on the same page.
Overall, using Cheddar Up can be a game-changer for team moms. With its easy-to-use platform, convenient payment options, and helpful features, Cheddar Up can help you streamline your team’s finances and make your job as a team mom a little bit easier. You can also create sign-ups, other forms, and waivers with the Cheddar Up platform. It’s team management all in one spot!
Best of all. Cheddar Up’s service is free. If you want to take it to the next level, they’re giving readers of The Cheer Mom Blog one month of their pro plan for free* with the coupon code CHEERMOM1.
With the right approach and clear communication, asking the parents in your team for money can be a smooth and stress-free process. By following the tips outlined in this blog post, you can set yourself up for success. Remember to be clear about the costs, provide plenty of notice, and offer flexible payment options. And don’t forget to express your gratitude for their support – after all, without the parents, the team wouldn’t be able to succeed. With these strategies in mind, you can confidently approach parents for financial support and help ensure a fun and successful season for your cheer team.
**Subject to Cheddar Up’s Terms of Service. For new subscriptions only. Valid toward a purchase of a Pro or Team monthly plan. Recipient must be a registered user of Cheddar Up with valid credit card on file to redeem offer. Not combinable with other offers. Cheddar Up reserves the right to modify these terms. Offer expires December 31, 2023.
