Gear Up Youth Sports Equipment Bank

Words in [brackets] are blanks you fill in with your own details when you adopt this sample in Supreme Plan AI.

Executive Summary

Gear Up Youth Sports Equipment Bank is a nonprofit in Utah that makes sure no child sits out a sport because the family cannot afford cleats, a glove, a helmet or a uniform. We collect gently used gear from families and gear drives, clean, check and fit it, add new items where safety or hygiene requires, and give it free to leagues, schools and families who need it. Coaches, school counselors and parents can ask for gear with a short form. No proof of income is needed, and no one is asked to explain.

Playing a sport costs more than most people realize. Registration is only the start. A single child can need cleats, shin guards, a glove, a bat, a helmet, a mouthguard, a uniform, socks and a bag, and children outgrow gear every season. For a family with limited income, or with several children, the cost of gear can be the deciding factor. Meanwhile, closets and garages across our region are full of equipment that fits no one anymore. Our program connects the two. For students, the right gear means they can try out, keep up with their friends, play safely and feel like they belong on the team.

With this grant we will outfit about 3,000 young people in Year 1 with about 25,000 pieces of gear, roughly 60% of it donated and the rest bought new, including full uniforms for about 500 players. We will partner with about 60 leagues, schools and clubs, hold fitting events where young people try on gear and get the right size, and run gear drives that collect equipment from the community. Safety comes first. We never give out used football helmets, used mouthguards or used undergarments. Helmets that are reused are inspected, reconditioned and recertified. We check every item against recalls and standards.

Our Year 1 budget is about $430,000, growing to about $573,500 by Year 5 as we add a second Equipment Safety and Fitting Specialist and outfit about 8,000 young people a year. Each year's budget is planned to balance, with a small surplus each year. We have 5 paid staff in Year 1 and 6 by Year 4, supported by about 150 volunteers. Corporate gear partners, league and school contributions and donors add steady support, so grants fall from about 80% of our income in Year 1 to about 61% in Year 5.

We are asking the Wasatch Youth Opportunity Fund for $90,000 for one Equipment Safety and Fitting Specialist, new gear and uniforms, helmet reconditioning and recertification, fitting events and outreach, and delivery van costs. Sponsors, partners, other grants and donors cover the rest, so this grant is one part of a shared funding plan.

I am Marisol Vega, the Executive Director, and the mother of three athletes. The numbers in this proposal are estimates based on the assumptions listed at the end, not promises.

Company Description

Gear Up Youth Sports Equipment Bank is a nonprofit organization in Utah. We are a 501(c)(3) public charity (or a program of one, through a fiscal sponsor), governed by a volunteer board of directors. We will provide our IRS determination letter, board list and most recent financial statements with this proposal.

Our mission. To make sure every young person who wants to play has the gear to do it safely and with pride.

What we believe. Sports teach teamwork, resilience and joy, and they should not depend on family income. Gear should fit and be safe: a helmet that does not fit or is out of date is not a gift. Dignity matters: young people should get the same quality gear and uniforms as their teammates, with no labels and no questions about need. Reuse is good for families and for the planet, as long as safety and hygiene come first. Community generosity is large, and a good system connects it to the children who need it.

How we started. Gear Up began when a coach noticed that several of his players were playing in worn-out shoes borrowed from teammates, and that one had stopped coming because he did not have a uniform. He and the parents on the team collected cleats and gloves from neighbors, and within a month had more than they needed. A school counselor asked if the same thing could be done for her school. In two years, volunteers collected and handed out more than 6,000 pieces of gear to about 900 young people from a church garage. Leagues, schools and parents asked for more. This proposal asks for support to build a staffed equipment bank with a warehouse, a safety process and a delivery van.

What we offer:
- Free gear for young people. Cleats, gloves, shin guards, balls, bats, helmets, mouthguards, uniforms, socks, bags and more, for the sports young people play in our region, including soccer, baseball, softball, basketball, volleyball, football (flag and, where leagues have certified coaches, tackle), track, wrestling, swimming and cycling.
- Team kits. Full sets of uniforms and equipment for leagues, schools and clubs that serve young people with limited resources.
- Individual requests. Coaches, school counselors, parents and young people can ask for gear with a short form. No proof of income is required.
- Fitting events and gear days. Events at schools, parks and community centers where young people try on gear, get the right size and take it home, with trained fitters and a private fitting area.
- Gear drives. Drop-off bins and drives at schools, businesses, churches and teams, with a clear list of what we accept and what we cannot.
- Cleaning, inspection and repair. Every donated item is checked, cleaned and repaired by staff and volunteers, and discarded if it is unsafe or worn out.
- Helmet safety. Helmets are inspected against current standards, and helmets that are reused are reconditioned and recertified by a licensed reconditioner, or replaced with new ones.
- Education. A short guide for families and coaches on choosing and caring for gear, fit and safety.

What we do not do. We do not give out used football helmets that have not been reconditioned and recertified, used mouthguards or used undergarments. We do not give out gear that is recalled, damaged or past its safe life. We do not run leagues or teams. We do not charge for gear. We do not give tax valuations for donated items: the donor sets the value.

How we are run. A seven-member volunteer board of directors oversees the organization and approves the budget each year. The board includes a youth league director, a school athletic director, a pediatrician, a retail store manager, a parent of a young athlete, a young adult who received gear as a child and a certified public accountant. The Executive Director manages the organization and partnerships, the Warehouse and Logistics Manager runs the warehouse, and an outside accountant reviews our books every year.

Where things stand today. Thirty-eight leagues, schools and clubs have signed letters asking for gear, two sporting goods stores and a health system have offered to host bins and sponsor, and a helmet reconditioner has agreed to work with us. We have a letter of intent for a 7,000 square foot warehouse with a loading dock near a bus line. Before we begin, an attorney will review our lease, our donation, partner and gear safety policies and our volunteer waivers.

Problem & Opportunity

Why this program is needed.

Participation in sports is linked to physical activity, friendships, school connection and confidence, but the cost of playing has risen. The expense of gear, uniforms, fees and travel is one of the top reasons young people from lower-income families do not play or drop out. National surveys of families regularly find that cost keeps children out of sports, and that low-income households spend a smaller share of their children's time in organized sports than higher-income households. Gear is a barrier that is both large and easy to solve.

The gaps we see:
1. Cost of gear. A set of soccer, baseball or football equipment can cost well over a hundred dollars, and it is bought again as children grow. Families with several children may be unable to buy gear for all of them.
2. Hidden costs. Even when a league waives its fee, families are often responsible for gear, and many young people do not ask because they are embarrassed.
3. Unsafe hand-me-downs. Without a source of good gear, families may use equipment that is worn out, does not fit or is out of date, such as helmets past their safe life or cleats that cause injuries. Poorly fitted gear can increase the risk of injury.
4. Waste. Closets and garages hold millions of dollars of gear that has been outgrown, while other children go without. Many families do not know where to donate it, and many groups that collect gear do not clean or check it.
5. Small leagues and schools. Volunteer-run leagues and schools with small budgets often cannot afford uniforms or equipment for all players, and some have to turn children away.
6. Girls and less common sports. Gear for girls and for sports such as volleyball, softball, wrestling and swimming is harder to find through hand-me-downs and is often more expensive.
7. Dignity. Many young people feel singled out by obvious "charity" gear, and some drop out as a result.
8. Safety checks. Helmets and other protective gear need inspection and, in some cases, recertification. Very few community groups have the knowledge or the means to do this.

What the evidence says. Research on youth sports suggests that participation can bring physical, social and emotional benefits, that cost is a major barrier, and that the quality and fit of protective equipment matter for safety. We do not claim that gear alone changes a child's life. We aim to remove one barrier that keeps children from playing.

How we know people want this. In our pilot, volunteers handed out more than 6,000 pieces of gear to about 900 young people, and requests outran supply almost every month. Thirty-eight leagues, schools and clubs have signed letters asking for gear. Coaches told us that giving a player the right shoes or uniform often changed how the player felt about the team.

How we will show the need. Before we submit this proposal, we will add the share of children in our area who live in households with limited income, the share who take part in organized sports, the typical cost of equipment for the most common sports in our area from local retailers and league surveys, the number of children who receive free or reduced-price school meals and the number of requests and waiting list from our pilot. We will cite national survey data on cost as a barrier to youth sports participation.

Who benefits first. Young people ages 5 to 18 in our service area who want to play a sport and whose families would struggle to pay for gear, with a focus on girls, students from families with limited income, newcomers and families with several children. Also the leagues, schools and coaches who serve them.

Products & Services

What the grant will pay for and what we will do.

1. Collect gear from the community. We run gear drives at schools, businesses, churches and teams, place donation bins at partner stores and community centers, and pick up large donations with our van. A clear donation guide tells people what we accept: cleats, gloves, shin guards, balls, bats, uniforms and more, in good condition; and what we cannot take: used mouthguards, undergarments, damaged or recalled items, and helmets older than their safe life. About 60% of the gear we give out in Year 1 comes from donations.

2. Inspect, clean and sort. Every donated item goes through a check at our warehouse. Trained staff and volunteers inspect each item, repair what can be repaired, wash cleats, uniforms and bags, sanitize hard gear and discard anything unsafe or worn out. Items are sorted by sport, type and size and recorded in an inventory system with a barcode.

3. Keep protective gear safe. Helmets are inspected against current safety standards. We follow the standards of the National Operating Committee on Standards for Athletic Equipment (NOCSAE) for helmets used in football, baseball and softball, lacrosse and other sports, and we recondition and recertify helmets through a licensed reconditioner or replace them with new ones. We do not give out used football helmets that have not been reconditioned and recertified within the current season, and we do not give out helmets past their manufacturer's safe life. We check every item against product recalls from the U.S. Consumer Product Safety Commission and manufacturers.

4. Buy new where it matters. We buy new items where safety, fit or hygiene requires: mouthguards, undergarments, socks, shin guards in small sizes, goalkeeper gloves, helmets and uniform sets for teams. We also buy sizes and items that are hard to get by donation, particularly girls' sizes, so that every child can find what they need. About 500 players receive full uniforms in Year 1.

5. Take requests. A coach, a school counselor, a parent or a young person can ask for gear using a short form online or on paper. We do not require proof of income or an explanation of need. A staff member contacts the requester, confirms sizes and sport and schedules pickup or delivery. League and school requests are handled as team orders.

6. Fit gear properly. At fitting events at schools, parks and community centers, young people try on gear with a trained fitter, who checks fit for cleats, helmets, pads and uniforms. Fitters are background checked. Fitting is done in a private area, with a parent or coach present. We also teach families how to check fit as children grow.

7. Deliver gear. Our van delivers team kits to leagues and schools and picks up donations. For families without transportation, we arrange delivery or pickup at school.

8. Support leagues and schools. Partner organizations receive a gear closet loan, team kits and a short guide, and are asked to share simple information on how many players they serve and what they need. Small leagues may contribute a small amount if they can, but it is never required.

9. Return and reuse. Young people and families are invited to return gear when they outgrow it, so that it can go to another child. A return bin at every fitting event makes it easy.

10. Involve the community. About 150 volunteers help sort, clean, fit and deliver. Volunteers who work with children at fitting events pass a background check and training.

How we will measure results. We track young people outfitted, pieces of gear given, full uniforms provided, partner organizations, requests filled and the time to fill them, share of gear donated, helmets inspected, reconditioned and replaced, recall checks done and gear returned and reused. We ask coaches, parents and young people for feedback, and we break results out by gender, sport and neighborhood so that we can find and fix gaps. We ask partner leagues how many players joined or stayed because of gear, as an indicator only.

Our Year 1 goals:
- About 3,000 young people receive gear, with at least 45% girls.
- About 25,000 pieces of gear are given out, with about 60% from donations and about 500 full uniforms.
- About 60 leagues, schools and clubs take part.
- 100% of reused helmets are inspected and either recertified or replaced before they are given out, and 100% of items are checked against recalls.
- At least 90% of requests are filled within 14 days.
- At least 50% of young people who receive gear say it made them more likely to play or stay on their team.
- At least 90% of families and coaches say they were treated with respect.
These are goals, and we will report our real results to the Fund, including where we fall short. We do not promise that any young person will play or stay in a sport.

Market Analysis

Who we serve and how many.

The young people. Ages 5 to 18 in our service area who want to play a sport and whose families would struggle to pay for gear. Anyone may ask, and we do not require proof of income. We especially seek out girls, students from families with limited income, newcomers, families with several children and young people with disabilities who need adapted gear.

Where we work. Our warehouse is near a bus line in the center of our service area, and our van delivers to leagues, schools and community centers across the region. Fitting events are held at schools, parks and community centers in different neighborhoods.

How many we will reach:
- Year 1: about 3,000 young people, about 25,000 pieces of gear, about 500 full uniforms and about 60 partner organizations.
- Year 2: about 4,000 young people and about 85 partner organizations.
- Year 3: about 5,100 young people and about 110 partner organizations.
- Year 4: about 6,500 young people and about 135 partner organizations, with a second Equipment Safety and Fitting Specialist.
- Year 5: about 8,000 young people and about 160 partner organizations.
Over five years we expect to outfit about 26,600 young people. Many return as they grow, so they may be counted more than once.

Who else benefits:
- Families. Families save money on gear and avoid the stress of choosing between gear and other needs.
- Leagues and schools. They can say yes to every child, and volunteer coaches spend less time fundraising.
- Donors. Families and businesses that donate gear know it will be used and not wasted.
- The environment. Reusing gear keeps equipment out of landfills.
- The community. More children playing means more active, connected young people and stronger teams.

How we will size the need before we submit. We will add the share of children in our area in households with limited income, the share who play organized sports, typical gear costs in local stores and the number of requests and waiting lists from our pilot and partner organizations. These come from the U.S. Census Bureau, the Utah State Board of Education, local retailers and our own records.

Competitive Landscape

Other places young people can find gear, and how we fit.

- Sporting goods stores and online retailers. They sell new gear at retail prices, which many families cannot afford. We partner with stores that host donation bins and give discounts.
- Resale shops and online marketplaces. Used gear is available at low prices, but quality, fit and safety vary, and safety-critical items such as helmets are rarely checked. We provide free, cleaned and checked gear.
- League and school gear closets. Many leagues keep a small closet of gear. These are limited to one organization and rarely inspected. We supply them and support their safety checks.
- Other gear donation groups. Some organizations collect and give out gear for a single sport or a single city. We coordinate with them and refer requests to each other so we do not duplicate effort.
- National programs. A few national organizations provide gear through grants to leagues. We apply for and supplement these, and focus on individuals and small leagues as well.
- Family hand-me-downs. Families share gear informally. We help by providing sizes and sports that are not available from neighbors.
- Cost assistance programs. Some leagues offer fee waivers and scholarships, and often do not cover gear. We fill that gap.

The gap we fill. In our service area, no organization provides free, cleaned, safety-checked and properly fitted gear and uniforms across all major youth sports, with certified helmet reconditioning, fitting events, delivery and a no-questions request process.

Our partners:
- Thirty-eight leagues, schools and clubs, which request gear, host fitting events and share feedback.
- Two sporting goods stores, which host donation bins and give discounts.
- A helmet reconditioner, which inspects, reconditions and recertifies helmets.
- A health system and a pediatrician, which advise on gear safety and sponsor events.
- A school district's athletic office and counselors, which refer students.
- A parks department and community centers, which host fitting events.
- Corporate sponsors, churches and service clubs, which host gear drives and volunteer.

Marketing & Sales Strategy

How young people, partners and donors will find us and how we keep them engaged.

Reaching young people and families:
- Coaches and schools. Coaches, athletic directors, school counselors and teachers tell families that gear is available and help them fill out a request.
- Leagues and registration. Partner leagues include a note and a link on their registration forms, so every family sees it at sign-up.
- Fitting events and gear days. Events at schools and community centers, advertised by flyers and school messages, where families can walk in and be fitted.
- A simple website and a text number in English and Spanish and other languages used in our area, with a short request form and a map of events.
- Social media and local news, featuring gear days with signed photo permission.
- Community partners. Churches, libraries, food pantries and neighborhood groups share flyers.

Making it easy to ask:
- No proof of income, no explanation and no minimum. We trust requests.
- A short form online, by phone, by text or on paper.
- Families can pick up gear at school, at an event or at our warehouse, or have it delivered.
- Gear is the same quality as that of any teammate, with no "charity" labels.
- We provide interpretation and materials in other languages.

Keeping young people engaged:
- A follow-up call or message after each request to check on fit and ask whether more gear is needed.
- A return program that reminds families that outgrown gear helps the next child.
- A welcome note and a small team patch or sticker that is the same for every player.

Reaching donors and partners:
- Gear drives with a simple toolkit: bins, flyers, a donation guide and a thank-you for the group.
- Corporate partners host bins, sponsor events and volunteer with their teams.
- Leagues and schools receive a short report each season on the gear that reached their players.
- We acknowledge every gift in writing with a list of items and the date. The donor, not Gear Up, determines the value of donated goods for tax purposes.

Reaching supporters. Retailers, sports brands, businesses and individuals are invited to sponsor a gear day, a team kit or the helmet safety fund. We share results twice a year with funders and partners as totals.

Outreach budget. Fitting events, gear days and outreach are about $10,000 a year in Year 1, growing about 10% a year. Gear drives and marketing are about $6,000 a year. The logo, van lettering, donation bins and website are paid for once from startup money ($3,500).

Operations Plan

How the program will be carried out.

Timeline for Year 1:
- Months 1 to 3: Attorney review of the lease, donation, partner and gear safety policies and volunteer waivers, sign the lease, install shelving and the drying room, hire the Warehouse and Logistics Manager, the Partnerships and Distribution Manager and the Equipment Safety and Fitting Specialist, buy the van and equipment, set up the inventory system and sign the helmet reconditioning agreement.
- Month 4: Staff and volunteer training in gear inspection, helmet safety, fitting and child safety. Soft opening for partner leagues and schools. Launch the first gear drives.
- Months 5 to 8: Open to requests. First team kits, first fitting events and first deliveries.
- Months 9 to 12: Fall and spring seasons, more fitting events and gear drives. Review of results and feedback, a year-end report to funders and partners and planning for Year 2.

Space. A leased warehouse of about 7,000 square feet near a bus line with a loading dock, sorting and storage areas, a drying room, a fitting area, an office and accessible restrooms. Warehouse space and utilities are about $42,000 a year in Year 1. Loading dock access, shelving anchoring, ventilation and drying room improvements are a one-time cost of $10,000, with a deposit and first month of rent of $8,000.

Equipment. We buy about $57,000 of equipment once at the start: warehouse shelving, racking, bins and sorting tables ($12,000), a commercial washer and dryer and drying racks ($8,000), a used cargo van ($22,000), four laptops, label printers and barcode scanners for the inventory system ($8,000), helmet inspection and fitting tools ($4,000) and a portable fitting room, tables and signs for gear days ($3,000). After Year 1, we set aside about $6,000 to $10,000 a year to replace and add equipment. An opening stock of new items that should never be reused is a one-time cost of $10,000. Delivery van fuel, maintenance and insurance are about $14,000 a year in Year 1.

Staffing. In Year 1: an Executive Director, a Warehouse and Logistics Manager, a Partnerships and Distribution Manager, an Equipment Safety and Fitting Specialist and a part-time Volunteer Coordinator. A second Equipment Safety and Fitting Specialist joins in Year 4. About 150 volunteers help each year, including retired coaches, students, service clubs and corporate teams.

Gear safety and standards. Every item is inspected before it is given out. We follow written standards for each type of gear. We use new items for mouthguards, undergarments, socks and small-size shin guards, and we do not give out used versions. Helmets are inspected, and those that will be reused are reconditioned and recertified by a licensed reconditioner under NOCSAE standards, or replaced. We check the age and condition of helmets against the manufacturer's guidance and do not give out helmets past their safe life. We check items against product recalls from the U.S. Consumer Product Safety Commission and manufacturers, and we remove and report any recalled items. Helmet reconditioning and safety recertification are about $12,000 a year in Year 1, and cleaning, repair supplies and laundry are about $8,000.

Fit and training. Fitters complete training on fitting helmets, pads, cleats and uniforms, and on when to say that a piece of gear is not right. We give families a short guide on checking fit. We provide protective equipment only to programs with trained coaches and an emergency plan, and we encourage safe play. We do not provide any gear for activities that are prohibited for minors.

Hygiene. Washable items are laundered at high temperature with sanitizer. Hard items are sanitized. Items that cannot be properly cleaned are discarded. Staff and volunteers wear gloves and follow a written cleaning procedure.

Child safety. Staff and volunteers who work with children at fitting events pass a background check and complete child safety training. Fittings are done in an open or semi-private area with a parent, guardian or coach present, and no adult is alone with a child. Adults are mandated reporters and follow the law on reporting suspected abuse or neglect. In an emergency, staff call 911.

Dignity and privacy. Gear is not labeled. Requests are confidential, and we do not ask for proof of income or a reason. Family information is kept in a locked cabinet and a secure, password-protected system, and shared only with the requester's permission, except where the law requires. We report results to funders only as totals. Photos are shared only with written permission.

Donations and receipts. We give donors a written acknowledgment listing the items and the date. The donor determines the value of donated goods, and we do not appraise them. We follow IRS rules on acknowledging gifts, and an attorney and our accountant review our process. In-kind gear is not counted as revenue in our budget, and we keep records of items and their disposition.

Volunteers. Volunteers sign a waiver, receive training and wear protective equipment when handling heavy items. Volunteers under 18 are supervised.

Insurance and records. We carry general liability, product liability, property, commercial auto, volunteer accident and abuse and molestation liability insurance, and workers' compensation once we hire. Insurance is about $8,000 a year in Year 1, in addition to van insurance in the delivery costs. Grant money is tracked separately so we can show each funder how their money was spent, and an outside accountant reviews our books every year.

Management & Organization

Who leads the organization.

Marisol Vega, Executive Director. Marisol leads the organization, raises money, manages grants, sponsors and partnerships, supervises staff and reports to the board. She is the mother of three athletes, spent 10 years in retail operations and logistics, and co-founded our volunteer gear bank. Planned salary: $56,000 a year.

Warehouse and Logistics Manager. Runs the warehouse, the inventory system, the van and the volunteers, and oversees cleaning and quality. Must have experience in warehouse, retail or logistics operations. Planned salary: $46,000 a year.

Partnerships and Distribution Manager. Builds relationships with leagues, schools and clubs, takes and fills requests, organizes fitting events and gear drives, and tracks results. Must have experience in youth sports, education or community work. Planned salary: $46,000 a year.

Equipment Safety and Fitting Specialist. Inspects gear and helmets, manages reconditioning and recertification, checks recalls, trains fitters and fits gear. Must have experience with athletic equipment, athletic training or coaching, and training in gear safety. One in Years 1 to 3 and two from Year 4, at a planned salary of $40,000 each. The Wasatch Youth Opportunity Fund grant would support the first Equipment Safety and Fitting Specialist.

Volunteer Coordinator (part-time). Recruits, trains and schedules volunteers, about 25 hours a week. Planned pay: $26,000 a year.

Pay figures include payroll taxes and workers' compensation insurance.

Staff in each year: 5 paid staff in Years 1 to 3 (four full-time and one part-time) and 6 from Year 4 on.

Volunteers. About 150 volunteers a year, including retired coaches and athletes, students, service clubs and corporate teams. Volunteers who fit gear on children pass a background check and training.

The board. A seven-member volunteer board approves the budget, reviews results twice a year and helps raise money. Board members serve three-year terms. The board's certified public accountant chairs the finance committee. The board's pediatrician, league director and athletic director advise on gear safety and partnerships.

People who help us. An outside accountant who reviews our books every year, an attorney who reviews our lease, donation and partner policies, an insurance agent who understands product and volunteer risk, a licensed helmet reconditioner and an advisory group of coaches, parents and a young athlete who meet each season.

Training. All staff and volunteers complete training in gear safety and hygiene, child safety, mandated reporting and cultural humility before starting, and again each year.

Money management. Grant money is tracked separately for each funder. The Executive Director and a board member must both approve any payment over $2,500.

Milestones Narrative

Our goals for each year and how we will measure them.

- Year 1: Open the equipment bank and outfit about 3,000 young people with about 25,000 pieces of gear, including about 500 full uniforms, with about 60 partner organizations and 100% of reused helmets inspected and recertified or replaced. A balanced budget of about $430,000, with a small surplus of about $14,600. 5 paid staff.
- Year 2: Outfit about 4,000 young people with about 85 partner organizations. Add more fitting events and begin follow-up with leagues. A balanced budget of about $451,000, with a small surplus of about $14,000. 5 paid staff.
- Year 3: Outfit about 5,100 young people with about 110 partner organizations. A balanced budget of about $474,500, with a small surplus of about $12,300. 5 paid staff.
- Year 4: Add a second Equipment Safety and Fitting Specialist and outfit about 6,500 young people with about 135 partner organizations. A balanced budget of about $542,500, with a small surplus of about $12,500. 6 paid staff.
- Year 5: Outfit about 8,000 young people with about 160 partner organizations, with corporate partners, league and school contributions and donations covering about 39% of our budget. Report five years of results and share our toolkit with other communities. A balanced budget of about $573,500, with a small surplus of about $11,400. 6 paid staff.

What we measure:
- Young people outfitted, pieces of gear, full uniforms and partner organizations.
- Share of girls, and sports and neighborhoods served.
- Requests filled and the time to fill them.
- Share of gear donated and the cost of new gear per young person.
- Helmets inspected, reconditioned, recertified and replaced, and recall checks completed.
- Gear returned and reused.
- Feedback from families, coaches and young people, including whether gear helped them play or stay on a team, and any safety or fit concerns.
- Volunteer hours and corporate and league support.

How we review results. The Warehouse and Logistics Manager and the Equipment Safety and Fitting Specialist review safety checks and inventory every month. Each season, staff, partners and our advisory group review the results and change what is not working. Twice a year, the board reviews results and we share them with funders and partners as totals. Every number in this plan is a goal, and we will report what really happens.

Funding Request

What we are asking for, and how the money will be used. Our request: $90,000 from the Wasatch Youth Opportunity Fund for one Equipment Safety and Fitting Specialist, new gear and uniforms, helmet reconditioning and recertification, fitting events and outreach, and delivery van costs, for July 2027 through June 2028.

The request is spread across these budget lines:
- Personnel: Equipment Safety and Fitting Specialist salary, $40,000.
- Supplies: New gear and uniform purchases (items not available by donation), $30,000 (other funds add $40,000).
- Other: Helmet reconditioning and safety recertification, $6,000 (other funds add $6,000).
- Other: Fitting events, gear days and outreach, $6,000 (other funds add $4,000).
- Other: Delivery van fuel, maintenance and insurance, $8,000 (other funds add $6,000).

Other money in the program. Corporate gear partners and sponsors, league and school contributions, other grants and donors pay the other $56,000 of those lines, plus the Executive Director's salary ($56,000), the Warehouse and Logistics Manager ($46,000), the Partnerships and Distribution Manager ($46,000), the part-time Volunteer Coordinator ($26,000), cleaning, repair supplies and laundry ($8,000), warehouse space and utilities ($42,000), gear drives and marketing ($6,000), insurance ($8,000), the inventory system, data and evaluation ($8,000) and administration and accounting ($12,000).

Year 1 budget: about $430,000, planned to balance with a small surplus (about $14,600 after the yearly wear on equipment). Year 1 money coming in: grants $345,000 (this request plus other grants we are applying for), corporate gear partnerships and sponsorships $40,000, partner league and school contributions $15,000 and donations and gear drive proceeds $30,000. Year 1 costs: Executive Director $56,000; Warehouse and Logistics Manager $46,000; Partnerships and Distribution Manager $46,000; Equipment Safety and Fitting Specialist $40,000; Volunteer Coordinator $26,000; new gear and uniform purchases about $70,000; helmet reconditioning and safety recertification about $12,000; cleaning, repair supplies and laundry about $8,000; delivery van fuel, maintenance and insurance about $14,000; warehouse space and utilities about $42,000; fitting events, gear days and outreach about $10,000; gear drives and marketing about $6,000; insurance about $8,000; inventory system, data and evaluation about $8,000; administration and accounting about $12,000; and about $17,400 a year for the wear on equipment.

How we planned gear costs. About 60% of the gear we give out is donated and about 40% is bought new, because safety, hygiene, fit or size requires it. New gear costs about $70,000 in Year 1, or about $23 for each young person outfitted, and grows about 18% a year as we serve more young people. Donated gear is not counted as revenue in this budget. Payments from sponsors and partners often arrive after we bill, so we plan for about $25,800 owed to us at the end of Year 1. The amounts are planning estimates, not promises.

One-time startup costs. Startup costs of $100,500 are paid once from startup money, not from the yearly budget: $57,000 of equipment (shelving and racking, a washer and dryer, a used van, inventory laptops and scanners, helmet inspection tools and a fitting room), $10,000 for loading dock access, shelving anchoring, ventilation and a drying room, $8,000 for the lease deposit and first month of rent, $10,000 for the opening stock of new items that should never be reused, $1,500 for the business license, permits and fire inspection, $5,500 for an attorney's review of the lease, donation, partner and gear safety policies and for accounting setup, $3,500 for the logo, van lettering, donation bins and website, and $5,000 for background checks, gear safety training and the first insurance payment.

How we got our startup number. The Funding Need Calculator in this plan adds the startup costs ($100,500) and a cash cushion of about $101,000, which is about three months of Year 1 costs. That comes to $201,500. We start with $25,000 of our own savings and $195,000 in startup support from a community foundation, a sporting goods retailer and our board, $220,000 in all, which covers that amount with room to spare.

The next five years. Our budget grows from about $430,000 in Year 1 to about $573,500 in Year 5. Grants are planned at $345,000, $339,000, $330,500, $360,500 and $348,500 in Years 1 to 5. Corporate gear partnerships and sponsorships grow from $40,000 to $100,000, partner league and school contributions grow from $15,000 to $50,000 and donations and gear drive proceeds grow from $30,000 to $75,000. We add a second Equipment Safety and Fitting Specialist in Year 4. Grants fall from about 80% of our income in Year 1 to about 61% in Year 5.

Savings. We plan to keep several months of costs in savings. The lowest year-end balance in the plan is about $163,200, at the end of Year 1.

After the grant. Our plan is for corporate partners, leagues and schools and donors to carry a growing share of the cost, because gear giving is visible, easy to understand and benefits every league we serve. We will also invite sporting goods retailers and sports brands to partner on donation and discount programs and apply to community and health foundations that support youth physical activity.

Risks and how we will handle them:
- A piece of gear is unsafe or recalled. Every item is inspected, helmets are reconditioned and recertified or replaced, items are checked against recalls and we remove and report any problem.
- Too little donated gear in some sizes or sports. We track inventory, buy the most needed items and run targeted gear drives.
- Gear is misused or given to children whose programs do not have trained coaches. We provide protective gear only to programs with trained coaches and emergency plans.
- Volunteers or fitters create a child safety concern. All adults who work with children are screened and trained, no adult is alone with a child, and we report and act on every concern.
- Warehouse injuries or a van accident. We train staff and volunteers, use protective equipment and insurance and maintain the van on a schedule.
- Donor or sponsor support falls. We plan with a cash cushion, apply to other funders and set purchases after funding is confirmed.
- A grant ends. We keep savings, grow sponsors and partners and donors each year.

If you are just starting. A new organization can begin before it has its own 501(c)(3) status through a fiscal sponsor: an established nonprofit that receives grants for you and passes them to your program, usually for a fee (commonly around 5% to 10% of the grant, sometimes more; ask before you agree). Another way is to start smaller: one gear drive a season in partnership with a school or a league, a donated garage and volunteers who inspect and clean gear, tracked carefully. Strong results from a small start make larger grants easier to win.

Appendix Notes

Documents to attach with this proposal:

- Your IRS 501(c)(3) determination letter, or your fiscal sponsor agreement.
- Your most recent financial statements and your current year budget.
- A list of your board members and what each one does.
- Resumes for your Executive Director, Warehouse and Logistics Manager and Equipment Safety and Fitting Specialist.
- Letters from leagues, schools and clubs requesting gear, and from sporting goods stores and sponsors.
- Your agreement or letter from the helmet reconditioner.
- Your gear safety policy (standards, recall checks, items never given out), cleaning procedure and fitting guide.
- Your donation acknowledgment template and partner agreement.
- Your child safety policy, background check policy, volunteer waiver and emergency plan.
- Results from your pilot, shown as totals.
- Proof of general liability, product liability, commercial auto and volunteer accident insurance, or quotes.
If you don't have any of this yet, no worries - let's continue.

The assumptions behind our numbers (change them in the Financials section to match your own):
- Grant Revenue: $345,000 in Year 1, then $339,000, $330,500, $360,500 and $348,500.
- Corporate Gear Partnerships and Sponsorships: $40,000 in Year 1, then $52,000, $66,000, $82,000 and $100,000.
- Partner League and School Contributions: $15,000 in Year 1, growing to $50,000.
- Donations and Gear Drive Proceeds: $30,000 in Year 1, growing to $75,000.
- Young people outfitted: about 3,000 in Year 1, then 4,000, 5,100, 6,500 and 8,000. About 60% of gear is donated (not counted as revenue) and 40% is bought new.
- Pay (a full year, per person, including payroll taxes and workers' compensation): Executive Director $56,000, Warehouse and Logistics Manager $46,000, Partnerships and Distribution Manager $46,000, Equipment Safety and Fitting Specialist $40,000 (one in Years 1 to 3, two from Year 4), Volunteer Coordinator (part-time) $26,000.
- Other yearly costs in Year 1: New Gear and Uniform Purchases $70,000 (growing about 18% a year), Helmet Reconditioning and Safety Recertification $12,000, Cleaning, Repair Supplies and Laundry $8,000, Delivery Van Fuel, Maintenance and Insurance $14,000, Warehouse Space and Utilities $42,000, Fitting Events, Gear Days and Outreach $10,000, Gear Drives and Marketing $6,000, Insurance $8,000, Inventory System, Data and Evaluation $8,000, Administration and Accounting $12,000. The other costs grow between 4% and 18% a year.
- Equipment: $57,000 at the start, then $6,000 to $10,000 a year.
- Startup costs: $100,500, paid once from $220,000 in startup money.
- About 6% of each year's income is still owed to us at year end.
- Tax: none, as a nonprofit.
- Every dollar amount is an estimate. Replace them with your own quotes and real budget.

Startup Costs