Club membership form template
A club membership form is the sign-up sheet a volunteer-run club needs at the start of each season: who's joining, which fee they're paying, who to call in an emergency, and an agreement to the code of conduct. It's written for youth sports clubs, running and cycling clubs, chess and garden clubs, and anything similar. Read it below, then open it in SignMaster and share one link with every family.
Updated November 5, 2026 · 3 min read
The contract
Gray blanks are yours to fill in before you send. Each signer fills in the blanks in their color.
- You, before sending
- Member or parent
- Club officer
Club Membership Form
Club: Club name Season or membership year: Season
Welcome! This form signs you (and your family, if you list them) up as members of the club for the season above. It covers fees, the code of conduct, safety, photos and how we'll keep in touch.
1. Member details
- Member name: Member name
- Date of birth: Member date of birth
- Home address: Home address
- Phone: Member phone Email: Member email
- Family members joining, with ages: Family members and ages
2. Membership type and fees
Fees for the season: individual Individual fee, junior (under 18) Junior fee, family Family fee. The membership type I'm choosing: Membership type chosen.
Fees are due by Fee due date and are refundable until Last day for a refund. If cost is a barrier, speak to any club officer in confidence; nobody is turned away for that reason alone.
3. Emergency and medical information
Emergency contact (not attending with you): Emergency contact. Allergies or medical conditions our leaders should know about for club activities: Allergies and conditions. If someone is hurt or ill at a club activity, leaders will give first aid where trained, call 911 if needed, and contact the emergency contact.
4. Code of conduct
- Treat other members, leaders, opponents, officials and visitors with respect. Bullying, harassment and discrimination are not allowed.
- Follow leaders' and coaches' safety instructions, and the rules of any venue we use.
- Parents and spectators support from the sidelines and leave coaching and refereeing to the people doing it.
- No alcohol or drugs at youth activities.
The committee may give a warning, suspend or, after a fair hearing, end the membership of anyone who seriously or repeatedly breaks this code.
5. Volunteering
The club is run by volunteers. Each member family is asked to give Volunteer hours per season hours during the season, for example helping at an event, driving or setting up. Families who can't may pay Volunteer opt-out fee instead.
6. Activities and risk
Club activities involve some risk of injury, like any physical or outdoor activity. Members take part voluntarily and accept these ordinary risks. The club will plan activities with reasonable care. Trips, tournaments and higher-risk activities may need a separate permission form or waiver.
7. Photos and communication
The club emails schedules, news and the occasional reminder, and shares members' details only with club officers and coaches who need them. Photos of members at club activities may appear on the club's website or social media only if you tick here: Yes, photos of me or my family may be shared. Members can unsubscribe from non-essential emails at any time.
8. Members under 18
A parent or guardian completes and signs this form for each member under 18, and agrees to drop off and collect them on time. Juniors leave only with an adult unless the parent ticks here: My child may make their own way home after club activities. Parent or guardian name, if signing for a junior: Parent or guardian name.
I have read this form, I agree to the code of conduct and the club's rules, and if I'm signing for a junior member, I am their parent or guardian.
Member, or parent or guardian
Club officer
Opens it in SignMaster as a template you can edit and send.
A starting point, not legal advice. Have a lawyer review it for your state and situation.
On this page
Why clubs move the form online
Paper forms at sign-up night get lost, come back half filled in, and end up typed into a spreadsheet by the club secretary at midnight. A form members fill in and sign on their own phone comes back complete, with the emergency contact and allergies in a field you can actually read, and a signature agreeing to the code of conduct you can point to if a parent shouts at a referee.
It's also kinder to families: they can do it from the sofa, list everyone joining on one form, and see the fees and the refund date before they commit.
What the template covers
- Member details: name, date of birth, address, phone, email, and family members joining with their ages.
- Fees: individual, junior and family rates, the due date, a refund deadline, and a quiet word about hardship.
- Emergency and medical information for club activities, and what leaders will do if someone is hurt.
- Code of conduct for members, parents and spectators, and what the committee can do about breaches.
- Volunteering: the hours you ask of each family, with an optional fee instead.
- Activities and risk, with a separate waiver for trips and higher-risk events.
- Photos and communication, with opt-in sharing, and a parent's signature for juniors.
Mistakes clubs make
- Asking for medical details the club doesn't need. Ask only what leaders need to keep members safe at activities, and keep it to officers and coaches.
- Posting team photos without asking. Some families have good reasons to keep a child off the internet. Make photo sharing opt-in.
- Letting the form replace an event waiver. A weekend away or a climbing session needs its own permission form; say so here.
- Forgetting juniors need a parent's signature. A 15-year-old can't agree to the code of conduct on their own behalf.
Joining a governing body?
If your club is affiliated with a national sport or hobby association, it may require its own registration, safeguarding checks or insurance forms. Use this form for your club's own terms alongside theirs.
How to send it with SignMaster
- 1
Open the template
Choose Use this template. The member or parent signs first and a club officer countersigns.
- 2
Fill in this season's details
Complete the gray blanks: club name, season, fees, due date, refund deadline and volunteer hours. If your club's rules differ, add them in a Text box with the editor's Markup tools, or strike through a line that doesn't apply.
- 3
Share one link with everyone
Create a public signing link and post it in your newsletter and group chats. You can set a closing date for the link and a cap on responses, matching your season's sign-up window.
- 4
QR code on sign-up night
Print the link's QR code on a poster. Families scan it with their phone camera and sign right there, so nobody goes home with a paper form.
- 5
Countersign as forms arrive
Each form comes to the officer you assigned to countersign. Both sides get the signed PDF.
Your roster, built for you
On paid plans, the template's Responses tab collects every family's answers in one table: names, membership type, emergency contacts, allergies and photo choices. Export it as CSV for the team lists and the first-aid kit. See all answers to a template in one table. On Crew and Company, a webhook can pass each new member to a Google Sheet through a tool like Zapier as they sign.
Questions? Answers.
Can one form cover a whole family?
Yes. The adult signs once and lists family members with their ages. If each junior needs their own medical details, have the parent complete one form per child instead.
Do we need a separate waiver?
For ordinary club activities, the risk section here may be enough. For trips, tournaments or higher-risk activities, use a separate sports team waiver or permission form.
Does each family need an account to sign?
No. They open the link on any phone or computer, fill in the form and sign. There's nothing to install.
Can we close sign-ups on a date?
Yes. A public link can stop on an expiry date or after a set number of responses, so late forms don't trickle in after the teams are picked.