The last game is played, the banquet is on the calendar, and the team group chat is about to go quiet until next year. If you ran the team's social media this season, this end of season team checklist will help you gather what you'd need to do it again — before it scatters across your camera roll, a few people's Canva accounts, and your memory.
A couple of hours of saving now means next season starts with a folder instead of a scavenger hunt, whether you're doing it again or handing it to someone new. Here's what to keep.
Photos: gather them into one shared folder
Photos are the hardest thing to recover later, because they live on a dozen parents' phones. Ask families to drop their best shots into one shared folder (Google Drive or whatever your team already uses) within a week of the last game, while they still remember to.
Sort them by event, such as media day, senior night, playoffs, and the banquet, rather than by who took them. Then do one quick pass: delete the blurry duplicates and star a few favorites from each event. Those favorites are what you'll reach for when you need a photo for next year's first post or a "this time last year" throwback.
Keep your note on photo permissions with the photos. If any family asked that their athlete not be tagged or posted, that should be easy for the next person to find.
Results and records: write them down while they're fresh
Make a one-page season summary: the final record, scores, any tournament or playoff results, honors like all-conference or academic awards, team awards from the banquet, senior names, and any milestones (a first win over a rival, a school record, a coach's 100th win).
This page has two jobs right away. It fills in the banquet program and slideshow, and it becomes the starting point for next year's season preview or media guide, so nobody has to dig through old posts to find last year's record.
Program pages from the Sports Banquet Bundle. The season highlights, roster, awards and sponsor pages are where your saved records and photos get used first.
If the banquet is still ahead, our sports banquet ideas cover the timeline, awards, and what goes in the program versus the slideshow. The Sports Banquet Bundle has the matching program pages, a 20-slide awards presentation, and invitations, all editable in Canva. For next season, the same summary feeds a high school sports media guide.
What worked: a few honest notes
You don't need a report. A short list in a shared doc is enough:
- Which posts families shared, commented on, or asked about the most
- What you meant to post and never got to
- What took too long, and what would have helped
- Anything you'd do earlier next year, like collecting senior photos or confirming senior night details
If the account is set up as a business or creator account, the app's insights can show which posts reached the most people. Jot down a few, so you're not relying on memory in August.
Design files: make sure next season can find them
Canva designs live in the account of whoever made them. If three parents each edited graphics this season, the team's designs are in three places, and they leave when those parents do.
Before the season fades, move the designs you'll reuse into one Canva folder (or share them with the coach or the next volunteer), and rename them so they make sense out of context, like "Fall 2026 – Senior Night poster" instead of "Copy of Copy of Design." Keep one clean copy of each template you started from, so next year you begin from the blank version, not this year's names and scores.
Save the order email and downloaded files for any templates the team bought in the same folder. Each Season Suite purchase covers one team (say, your varsity or your JV), so if the next volunteer is running a different team, just reach out and we'll help.
A sample folder setup. The folder names are made-up examples; use whatever your team will recognize.
Sponsor promises: save the list for renewals
If sponsors were promised logo spots, thank-you posts, or a shout-out at the banquet, keep the list of who was promised what and mark what's done. Finish any open thank-yous now. That list is also where next season's sponsor asks start, and a business that saw you follow through is usually easier to ask again. There's more on simple sponsor packages in our sports team social media sponsorships guide.
Account access and a one-page handoff note
This is the item that causes the most trouble when it's skipped. Make sure at least two adults have admin access to each team account, and that the login email and recovery phone belong to the program or a coach, not to one parent who might move on. Don't put passwords in a group text or a shared doc; share them the way your school or club handles other logins.
Then write a one-page handoff note for whoever runs things next season:
- Which accounts the team has and who the admins are
- Where the shared folder is
- Who approves posts before they go up
- What families were told about photos and tagging
- The first few posts to plan for, like the season opener and media day
If someone new is taking over, point them to our team social media checklist for their first week. Your note covers what's specific to your team; the checklist covers the rest.
Heading into a winter sport?
If your family goes straight from a fall sport into basketball, set up the same folder for the new season now, before the first game. The Basketball Shop has game day, schedule, and player spotlight templates for the season ahead.
FAQ
When should I do this? Within a week or two of the last game, while families are still checking the group chat and photos are easy to collect. If your banquet is soon, do the results page first, since the program needs it.
What if someone else has been running the account? Ask them for the same things: admin access, the design files, and a few notes on what worked. It's easier to ask now than next August.
Do I need to save every photo? No. A few favorites from each event are more useful than every shot from the season.