What Information Should You Collect When a Child Joins Your Sports Club?

Most clubs ask for a name, an age and a phone number. The problems start later, when a child has an allergic reaction and nobody knew, or an adult you've never met arrives to collect them. This guide explains what information you should collect when a child joins your sports club, and which parts are a legal requirement.

What information do you legally have to collect when a child joins your sports club?

It depends on whether you're registered with Ofsted. Most sports clubs aren't, and for them no single law sets out what to collect. But the Department for Education's guidance for clubs and activities says every club should have more than one emergency contact number for each child.

If your club is on Ofsted's Childcare Register, the rules are stricter. You must record each child's name, home address and date of birth, and their parent's name, home address and phone number. You must also keep a daily record of who attended and for how long, and keep all these records for two years.

Here's how the main items compare:

Child's name, address and date of birth: a legal requirement on the Childcare Register, best practice for everyone else.
Parent's name, address and phone number: a legal requirement on the Childcare Register, best practice for everyone else.
More than one emergency contact: recommended for all clubs in government guidance.
Medical needs and allergies: part of your duty of care for every club.
Parent's consent for any medicine given: a legal requirement on the Childcare Register, best practice for everyone else.
Photo and video consent, who can collect the child and any additional needs: best practice for every club.

What basic details does a sports club need for each child?

Collect the child's full name, date of birth and home address, plus contact details for at least two adults. Without a second contact, a child who falls ill while their parent is unreachable has nobody to go home with.

Ask for the child's preferred name too. Coaches who use the name a child actually answers to help them settle faster.

The date of birth matters for more than the register. Many sports group children by age, and governing bodies often set age bands for matches and competitions.

⭐ Eequ Pro Tip: Ask parents to check their details at the start of every term. Phone numbers and emergency contacts change more often than you'd think, and an out-of-date number is usually only discovered when you need it.

What medical information should a sports club collect?

Ask about allergies, medical conditions and any medication the child needs during sessions. If a child has a severe allergic reaction or an asthma attack, your coaches need to know what to do straight away.

This is part of your duty of care, the legal responsibility to take reasonable steps to keep children safe while they're with you.

If your staff will give or supervise medication, get the parent's written consent first, with clear instructions. Clubs on the Childcare Register must also record any medicine given, including the date, the circumstances, who gave it and the parent's consent.

Ask parents to tell you about short-term changes too, such as a recent injury or a new medication.

⭐ Eequ Pro Tip: Add your medical and allergy questions as custom checkout questions on your Eequ listing. Every parent answers them at booking, and the answers appear next to each child on your live register, so the coach running the session sees an allergy before the first whistle, not in a folder back at home.

Do sports clubs need photo and video consent?

Yes, if you plan to take or share photos or videos of children. The NSPCC's Child Protection in Sport Unit advises getting written consent from parents and keeping a record of it.

Offer separate choices, so a parent can agree to photos for your noticeboard but not for social media.

A child should never be left out of an activity because you don't have consent for their photo. Just make sure they aren't in any pictures you take.

What should you ask about collection and going home?

Ask parents who is allowed to collect their child, and whether the child is allowed to go home on their own. Without this, staff have no way to know whether the adult at the gate is someone the parent trusts.

Agree a code word with the parent for anyone collecting who isn't on the list. If someone new arrives without it, call the parent before letting the child leave.

For older children, get the parent's permission in writing before letting a child walk home alone. Our guide to managing drop-off and collection has more on running a safe handover.

⭐ Eequ Pro Tip: Eequ's live register lets coaches tick each child in and out on their phone, and records the time of every arrival and collection. If a parent ever asks when their child was collected, you have the answer without digging out a paper sign-out sheet.

Should you ask about additional needs?

Yes. Ask gently whether there's anything that would help the child take part. Parents often won't mention additional needs or a disability unless you ask.

Under the Equality Act 2010, clubs must make reasonable adjustments, meaning sensible changes so disabled children can take part. Asking early gives you time to plan those changes before the first session.

An open question works well: "Is there anything we should know to help your child enjoy their sessions?"

Frequently asked questions

Do I need parents to fill in a new form every term?

Not a whole new form, but ask them to check and update their details each term. Contact numbers and collection arrangements change often. A quick check is far easier than finding out in an emergency.

What should I do if a parent won't give me some information?

Explain why you need it and how it helps keep their child safe. Most parents are happy to share once they understand the reason. If you can't run sessions safely without something, such as an emergency contact, it's reasonable to ask for it before the child joins.

Can a child still join in without photo consent?

Yes. NSPCC guidance says children should never be excluded because you don't have consent for their photo. Keep them out of any pictures you take, and make sure all your coaches know who isn't to be photographed.

Keep every child's details in one place

Collecting the right information only helps if your coaches can find it when they need it. Eequ, the booking system for children's activity providers, holiday clubs, wraparound care and sports clubs, asks every parent the same questions at booking and shows the answers with each child on your live register. That means less time chasing forms and more time coaching. Find out how Eequ works for sports clubs.

This article covers England. Accurate as of October 2026. Always check GOV.UK for the latest guidance.