AD 360 Podcast Episode Summary

Episode: Pre-Season Preparation for Athletic Directors
Hosts: Greg Vandermade & Scott Rosenberg
Date: July 15, 2025

Main Theme & Purpose

This episode dives into how high school athletic directors (ADs) prepare for a new school year and sports season, focusing on the essential processes, checklists, mindset, and common pitfalls in pre-season planning. Former ADs Greg and Scott share personal experiences and strategies for both new and seasoned ADs, emphasizing flexibility, relationship-building, communication, and the significance of organizational structure.

Key Discussion Points & Insights

1. The “4th of July Effect” and Summer Mindset

• Both hosts reflect on how July 4th signals the end of relaxation and the ramp-up into the school year.
• Greg: “Once that comes and passes, it's really, let's dial in time to focus in. The fourth's behind us. Seasons are getting closer. Let's get prepared.” (01:00)
  • Summer recharging is important, but being an AD means never completely stepping away.

2. Pre-Season Worries & Sleep-Loss Triggers

• Scott: The “three non-negotiables” for any AD's peace of mind:
  • Accurate schedules
  • Secured referees for home games
  • Secured busing for away games
• Everything else can be managed if these are in place.
  • “Schedule being correct, referees showing up, and busing in place...those would always keep me up at night.” (02:45)
• Greg: Double-checking medical clearances and safety, plus game day medical logistics like ensuring ambulance presence.
• Both highlight the constant issue of official shortages and last-minute scrambles with game management personnel.
  • “There's certainly an official shortage throughout the country that we're well aware of and we'll look to do an episode on that in the coming future.” (05:33)

3. The Power of Relationships and Relying on Community

• Seniority brings a “Rolodex” of reliable contacts—from parents of alumni to experienced event staff.
• New ADs must work to build these relationships from scratch, which takes time and effort but pays off in emergencies.
  • “For a more seasoned AD...when somebody backs out at the last minute… you can sort of call in a favor.” (05:54)
• “You don't have alumni parents when you're brand new...so the parents of the kids who graduated last year from the football team, if you need help with a chain gang...there's the phone call you can easily make at the last minute.” (06:15)

4. Checklist, Handbook, & Flexibility—Finding the Balance

• Both advocate for having a robust handbook and checklists but warn against rigid adherence when adaptability is necessary.
• Greg's “In Season, On Deck, Dugout” Analogy:
  • In-season teams receive facility priority; others must remain flexible.
  • Communicate this hierarchy transparently to coaches to set expectations.
  • “You were gonna have to be more flexible with certain venues throughout the year. Because an in season team was always going to be the one where I was going to make the accommodations to.” (08:00)
• Coverage requires depth—always have backups for roles like athletic trainers and administrators covering games.

5. Hiring for Culture: “Type A Drive, Type B Personality”

• Scott: Hire coaches who are “focused and go” but handle adversity and change calmly.
  • “You need somebody who's just like, focused and go. Yet the way they handle things, the way they handle difficult situations is with calmness and flexibility. Hard to find.” (09:50)
• Flexibility applies not just to logistics but also to stakeholder engagement—accommodating law enforcement, varied booster club behaviors, and changing personnel year to year.

6. Learning from Early Mistakes

• Both share candid stories of rookie errors:
  • Overlooking site walkthroughs or not testing equipment (scoreboards, lights, sound systems) early enough.
  • Not knowing who to contact for quick fixes.
  • “Everybody or so many people wait till the last minute. The guy, the lady, the company that's going to come and fix your scoreboard...if you're first testing it six days before your first game...it's not going to happen.” (13:15)
• Including coaches in walkthroughs ensures their needs and perspectives are met—and avoids tunnel vision.

7. Coaching Staff: Preparation Hinges on Experience

• Veteran coaches streamline operations (“rinse and repeat”); new or closely evaluated coaches require more hands-on orientation and monitoring.
• Greg: “For me, it was more program by program...a tenured coach...we're going to have a fairly quick meeting...for newbies...you really got to make sure that you're taking the time, not that you're micromanaging them. It's just setting them up for success.” (17:00)
• Communication is key—regular, informal check-ins (the “water cooler” effect) can catch small issues before they become real problems.

8. Work-Life Boundaries for ADs

• Scott: Setting boundaries protects mental health and sets a positive example for staff:
  • “You need to be the leader and you lead by example...Being able to kind of define those times of when it is acceptable reach out versus this could wait till the morning...these jobs, they are borderline 24/7 in this day and age and they will be if you allow.” (21:25)
• The culture you create with boundaries filters down from AD to coaches to players to parents.

9. Game Day Operations: Things to Check Now

• Facilities, scoreboard, press box, athletic training supplies, and worker assignments must be ready well in advance.
• Double-check equipment and uniform orders; delays are common.
• Set up digital ticketing and streaming schedules early.
  • “Set it and not have to worry about it. Make sure that you're, that is one less thing on your plate.” (24:34)
• Frequent and early double-checks are a recurring best practice.

10. Cross-Department & Campus Collaboration

• Top collaborators:
  1. Facilities team (for quick turnarounds & maintenance)
  2. Campus security (lay of the land, special needs parking, crowd control)
  3. Health/medical staff (athletic trainers, nurses for clearances)
  4. Other administrators (maintaining a unified front in policy and decision making)
  5. Performing arts/other departments (avoiding event conflicts such as “senior night” and concerts)
  • “We all share this space and...working well together. Not just coexisting, but working well together.” (29:14)

11. What ADs Love About Preseason

• Despite challenges, both hosts express excitement for “kids back on campus,” the energy, relationships, and sense of “newness” fall brings.
  • “A building is bricks and mortar without the kids...always look forward to like the energy and having the kids back in the building, obviously the coaching staff, parents, etc, and then just the, the newness of it.” (31:05)
  • “That was always the most fun for me—being able to see the kids thrive in their environment and grow...the beginning of the school year was always an exciting time.” (32:30)

Memorable Quotes

• Scott:

  • “Plan early, be diligent, create handbooks, create checklists, have fun, don't stress too much, and get ready.” (34:12)
  • “I want to hire somebody with a type A drive and a type B personality.” (09:50)

• Greg:

  • “There’s some flexibility that you most certainly have to have...but also remember, you’re setting precedence” (12:02)
  • “You need to be the leader and you lead by example.” (21:25)

Notable Timestamps

• 01:00 – How July 4 serves as a milestone for ADs' summer
• 02:24 – Scott's “non-negotiables” for peace of mind
• 05:33 – The challenge of official shortages
• 08:00 – Greg's facility and coach flexibility hierarchy
• 13:15 – Rookie mistake: not testing field equipment early
• 17:00 – Differentiating prep for veteran vs. new coaches
• 21:25 – Creating and enforcing work-life boundaries
• 24:34 – Early preparation for game day operations
• 29:14 – Importance of cross-department collaboration
• 31:05 – What excites ADs about a new year

Tone & Takeaways

Conversational, supportive, and candid, the episode frames pre-season as both a challenge and a time of anticipation and rejuvenation for ADs. The hosts offer practical, experience-based advice sprinkled with humor and compassion for the stress and responsibility involved in athletics administration.

For Listeners

Whether you’re an experienced AD or new to the field, this episode provides actionable strategies, personal insights, and reassurance that preparation is a marathon, not a sprint—and relationship-building, adaptability, and clear communication are at the heart of a successful season launch.