Running a coaching business is weirdly simple… until the first time a parent asks, “Do you have a waiver?”
Because in the real world, kids trip. Ankles roll. A baseball hits a finger. A parent says their child has asthma “but it’s fine.” And suddenly you’re not just Coach—you’re the person everyone looks at when something goes wrong.
A solid waiver won’t stop injuries. And it won’t magically make you lawsuit-proof. But a strong youth sports waiver template can do three big things:
- Set clear expectations (what you do, what you don’t do)
- Reduce your risk (by getting informed consent and a liability release for coaches)
- Make you look like a pro (which helps you keep and win clients)
And if you’re trying to run this like a real business, tools matter too. Platforms like AthleteCollective handle your scheduling, payments, and client management so you can focus on what you do best—coaching—while keeping waivers and client info organized.
Let’s break down the essential legal clauses your waiver should include (with real examples), plus how to actually use it day-to-day.
Quick note: I’m not a lawyer. This is practical coaching-business guidance. For your final waiver, it’s smart to have a local attorney review it—especially if you work with minors.
Youth sports waiver template basics (what a waiver really does)
A waiver is basically a written agreement that says:
- The parent/athlete understands there are risks
- They choose to participate anyway
- They agree not to hold you responsible for certain things (within limits)
A good waiver usually includes three “buckets”:
- Risk acknowledgment (they understand the risks)
- Release of liability (they agree not to sue for ordinary negligence)
- Rules + policies (health info, emergency care, photo use, behavior, cancellations, etc.)
Waiver vs insurance vs LLC (don’t mix these up)
Coaches sometimes think a waiver is “the protection.” It’s not.
- Waiver: helps reduce legal risk and sets expectations
- Insurance: pays for defense costs and claims (this is huge)
- LLC: can help separate business and personal assets, but it’s not a magic shield
If you haven’t handled the insurance side yet, read our guide to liability insurance for sports coaches and what it costs and our breakdown of general liability vs professional liability for sports instructors.
Liability release for coaches: the clauses you want in plain English
Below are the clauses that show up in strong waivers for youth training, private coaching, camps, clinics, and small group sessions.
I’m going to explain what each clause does, why it matters, and give you sample wording ideas you can adapt.
Tip: Your waiver should match your actual business. If you train kids in a park, say that. If you rent a facility, say that. If you do strength training, say that.
Youth sports waiver template clause: participant info + parent/guardian consent
If you work with minors, you need the parent/guardian to sign. Not the athlete.
Include:
- Athlete full name + DOB
- Parent/guardian name and relationship
- Phone, email, address
- Emergency contact (not the parent if possible)
Why it matters: If something happens, you need quick contact info. Also, consent is everything with minors.
Example wording (simple):
“By signing below, I confirm I am the parent/legal guardian of the athlete and I give permission for the athlete to participate in training sessions with Coach/Business Name.”
If you want a bigger checklist on working with kids, see legal requirements every youth coach must know and whether you should run background checks for youth coaches.
Training disclaimer: scope of coaching (what you do—and what you don’t)
This is where you protect yourself from being treated like a doctor, physical therapist, or nutritionist.
This is the “training disclaimer” clause. It should clearly say your training is not medical advice.
Include statements like:
- You are not diagnosing injuries
- You are not providing medical treatment
- Athletes should get medical clearance if needed
- Parents must tell you about health issues
Example wording:
“I understand that sports training is not medical care. Coach is not a physician and does not diagnose or treat injuries. I agree to seek medical advice from a qualified healthcare provider for any medical concerns.”
This clause matters even more if you do strength and conditioning work. If you’re building programs, our youth strength and conditioning programming guide is a good companion read.
Youth sports waiver template clause: assumption of risk (spell out real risks)
This is the part where you list common risks in your sport and training environment.
Don’t be vague. Be real.
Examples of risks to include:
- Sprains, strains, broken bones
- Concussions/head injuries (for contact sports)
- Heat illness/dehydration
- Being hit by balls/bats/sticks
- Collisions with other athletes
- Slips/falls in gyms, fields, parking lots
Example wording:
“I understand that participation in sports training includes inherent risks, including but not limited to: minor injuries (bruises, cuts), serious injuries (sprains, fractures), head injuries, and in rare cases, permanent disability or death.”
Yes, that last part sounds intense. But it’s standard language for a reason.
Liability release for coaches: release of claims (the “don’t sue me” part)
This is the clause most coaches think of first.
A well-written release usually says the parent/athlete agrees to release the coach/business from claims related to ordinary negligence.
Important reality check: Some states limit waivers, and some language may not hold up if you’re grossly negligent or reckless. That’s why a local attorney review is worth it.
Example wording (simplified):
“I agree to release and hold harmless Coach/Business Name from any claims or liability arising from participation, including claims based on ordinary negligence, to the fullest extent allowed by law.”
“Hold harmless” vs “indemnify” (simple explanation)
- Hold harmless: “I won’t blame you.”
- Indemnify: “If you get pulled into a claim because of me, I’ll help cover your costs.”
Indemnify language can be more aggressive. Some parents don’t love it. Many waivers include it anyway. If you use it, keep it readable.
Youth sports waiver template clause: medical treatment authorization (so you can act fast)
If a kid gets hurt and you can’t reach a parent immediately, this clause gives you permission to seek care.
Include:
- Permission for first aid and emergency medical care
- Parent responsibility for medical costs
- Allergies and medications section
Example wording:
“In case of an emergency, I authorize Coach/Business Name to obtain medical treatment for my child. I understand I am responsible for all medical expenses.”
Training disclaimer clause: health history + “tell me the truth” section
This is the part that saves you from the “Oh yeah, he has a heart condition… but he’s fine” conversation after something happens.
Include checkboxes for:
- Asthma
- Diabetes
- Seizures
- Heart issues
- Recent concussion
- Current injury/pain
- Allergies (especially to latex or insect stings)
- Medications
Example wording:
“I agree to inform Coach of any medical conditions, injuries, or limitations that may affect safe participation.”
Youth sports waiver template clause: concussion and return-to-play language (if it fits your sport)
If you coach soccer, football, lacrosse, basketball, cheer, hockey—anything with contact or falls—include a simple concussion policy statement.
Example wording:
“If a concussion is suspected, the athlete will be removed from training and may return only with parent approval and, when appropriate, medical clearance.”
You’re not diagnosing. You’re setting a safety rule.
Liability release for coaches: facility and third-party locations (parks, schools, rented gyms)
A lot of independent coaches train in places they don’t own.
Your waiver should say training may happen at third-party facilities and outdoor locations, and that those locations have risks too (holes in fields, wet floors, other people nearby).
Example wording:
“Training may take place at parks, schools, gyms, or other third-party locations. I understand these locations may present additional risks, and I accept those risks.”
If you rent space, also consider requiring the facility to name you as an “additional insured” on their policy when possible. (Your insurance agent can help with this.)
Training disclaimer clause: no guaranteed results (protect your marketing)
Parents want results. That’s normal. But your waiver should clarify that results depend on effort, attendance, and many factors you can’t control (sleep, nutrition, growth spurts, team practice, etc.).
Example wording:
“I understand that Coach does not guarantee specific results such as making a team, earning playing time, or receiving scholarships.”
This protects you when a parent says, “We paid $600 and he didn’t make varsity.”
Youth sports waiver template clause: photo/video release (optional, but useful)
If you post training clips on Instagram, you want permission.
Options:
- Make it optional with a checkbox (recommended)
- Allow use for marketing and coaching review
- Clarify no compensation
Example wording:
“I grant permission for photos/video of the athlete to be used for coaching and marketing purposes. I understand no payment will be provided.”
Second angle: two real-world scenarios (private trainer vs team clinic)
A waiver should match how you coach. Here are two common setups and what to change.
Scenario A: 1-on-1 private training in a rented gym
Your risks:
- Higher intensity work
- More equipment (bands, weights, boxes)
- More “coach decision-making” (program design)
Add/strengthen these clauses:
- Strong training disclaimer (not medical advice)
- Equipment risks (weights, resistance bands)
- Clear cancellation policy reference
Numbers example:
You charge $75 per session, and most families buy a 10-pack for $700. If one athlete claims you “caused” their knee pain and demands a refund plus medical costs, your waiver + insurance + clean records matter.
Also: if you’re collecting packages, don’t juggle Venmo, texts, and spreadsheets. AthleteCollective lets parents book and pay online while you manage everything from one dashboard—and you can keep each athlete’s waiver and notes tied to their profile.
Scenario B: large group clinic at a public park (30 kids)
Your risks:
- Less control (kids running everywhere)
- More collisions
- Weather/field conditions
- More “drop-off” parent situations
Add/strengthen these clauses:
- Supervision limits (“coach-to-athlete ratio” reality)
- Weather policy (heat, lightning, air quality)
- Drop-off/pick-up rules (who can pick up, what time)
Numbers example:
You run a 90-minute clinic with 30 athletes at $35 each. That’s $1,050 gross for one event. If you pay $100 for permits and spend $50 on cones/water, you net about $900 before taxes and insurance.
One twisted ankle can turn that great day into a headache if you don’t have:
- Signed waivers (every kid)
- Emergency contacts
- A basic incident report process
Practical examples: what to write for different coaches (with real numbers)
Example: new coach doing weekend sessions (low volume)
- 6 athletes per week
- $50 per session
- Gross: 6 × $50 = $300/week
Waiver focus:
- Keep it simple and readable
- Parent consent + assumption of risk + liability release for coaches
- Emergency authorization
Big mistake to avoid: using a random waiver you found online that doesn’t mention minors or your sport.
Example: established trainer running monthly memberships
- 40 athletes on a $149/month training membership
- Gross: 40 × $149 = $5,960/month
Waiver focus:
- Add “no guaranteed results”
- Add communication boundaries (text/email hours)
- Add behavior expectations and removal policy
Operations tip: When you scale, paperwork becomes the bottleneck. Set up your intake so the waiver is signed before the first session. That’s where a system like AthleteCollective helps—parents can book, pay, and complete forms in one flow instead of chasing you down at the field.
Example: strength coach training athletes with barbells
- 3 small groups/week
- 6 athletes per group
- $30 per athlete per session
- Gross: 3 × 6 × $30 = $540/week
Waiver focus:
- Equipment and lifting risks
- Clear instruction and spotting expectations
- Medical clearance recommendation for prior injuries
If you’re building credibility here, make sure your education matches your service. Our guide to the best personal trainer certifications and the CSCS vs NSCA vs ACE comparison can help you pick the right path.
Common mistakes coaches make with waivers (and what to do instead)
Thinking a waiver replaces insurance
A waiver helps. Insurance pays lawyers. Get both.
Start here: coaching insurance options explained and what coaching liability insurance costs.
Using a waiver that’s too generic
If your waiver says “fitness activities” but you run sliding drills on turf, it’s not a great match.
Make it sport-specific:
- baseball/softball: balls/bats, thrown objects
- basketball: collisions, slips on courts
- soccer: shin/ankle injuries, head contact
Letting athletes train before the waiver is signed
This is the big one.
If the first session starts at 4:00 and the parent is “running late,” you delay the session or you don’t train. Period.
Forgetting cancellation/refund language
A waiver isn’t the same thing as a cancellation policy, but you can reference it.
Pair your waiver with a clear policy. Here’s our private training cancellation policy template.
Making it unreadable
If your waiver looks like a wall of text, parents won’t read it—and they’ll feel weird signing it.
Use:
- short paragraphs
- bold headings
- checkboxes
- plain language
How to use a youth sports waiver template the right way (step-by-step)
Build your waiver around your real business
Write down:
- Where you train (facility, park, school, online)
- Who you train (ages, minors)
- What you do (sport skills, strength training, speed work)
- How you get paid (packages, memberships, per session)
Then make sure the waiver matches.
Add these “must-have” clauses before you worry about fancy stuff
- Parent/guardian consent (minors)
- Assumption of risk
- Liability release for coaches
- Training disclaimer (not medical advice)
- Emergency medical authorization
- Health history disclosure
Put your waiver in your intake flow (not your “later” pile)
Best practice:
- waiver signed before booking is final
- payment collected before the first session (or at booking)
If you’re still piecing together texts + Venmo + Google Calendar, read our guide to setting up booking and scheduling for private training and how to collect payments beyond Venmo and cash. Or set up your business on AthleteCollective to handle the admin side from day one.
Store waivers safely (and be able to find them fast)
Keep waivers for each athlete in a secure place. If you use digital forms, export backups.
Simple rule: If you can’t pull up a waiver in 30 seconds, your system needs work.
Review once a year (and after any incident)
Update your waiver if you add:
- new services (speed training, lifting, online coaching)
- new locations
- new staff or contractors
If an injury happens, document it and tighten your process.
Bottom Line: Key takeaways for a coaching waiver that actually protects you
- A strong youth sports waiver template is part legal protection, part expectation setting.
- Your waiver should include: parent consent, assumption of risk, a liability release for coaches, emergency authorization, and a clear training disclaimer.
- Waivers don’t replace insurance. Get covered and keep clean records.
- Match the waiver to your real training setup (private sessions vs clinics vs strength training).
- Don’t let anyone train until it’s signed—no exceptions.
- Use a real intake system so forms, scheduling, and payments don’t turn into chaos.