Tennis Club Bylaws: Template and Best Practices

Why Your Tennis Club Needs Bylaws

Bylaws are the governing document that defines how your tennis club operates, makes decisions, and resolves disputes. Whether your club manages two hard courts at a public park or a twelve-court facility with clay and grass surfaces, written bylaws create the structure you need to run things smoothly.

Without bylaws, disagreements about court allocation, membership fees, or leadership succession can fracture even the most enthusiastic groups. Bylaws also provide legitimacy when applying for USTA Community Tennis Association status, securing facility use agreements, or obtaining nonprofit tax-exempt status from the IRS.

• Establish clear decision-making procedures before conflicts arise
• Protect board members from personal liability through defined roles
• Provide credibility for USTA affiliation and facility partnerships
• Create orderly leadership transitions that keep the club stable
• Set transparent expectations for member behavior and participation

Board Structure and Officer Roles

A well-defined board gives your club consistent leadership. Most tennis clubs operate with four to seven board positions, depending on the size and complexity of the organization. Define each role with specific duties, term lengths, and eligibility requirements so there is no confusion when elections come around.

Standard terms run one or two years, with staggered elections so the entire board does not turn over at once. Limiting officers to two or three consecutive terms prevents burnout and brings fresh ideas into leadership.

1. 1President: Chairs board meetings, represents the club to USTA sections and local authorities, and oversees all club operations
2. 2Vice President: Fills in for the president, coordinates committee chairs, and manages strategic planning initiatives
3. 3Secretary: Records meeting minutes, maintains official documents, handles correspondence, and keeps the membership roster current
4. 4Treasurer: Manages the club budget, collects dues, processes payments, and delivers financial reports at each board meeting
5. 5Tournament Director: Organizes sanctioned and unsanctioned events, coordinates with USTA for rated tournaments, and manages draw sheets

Standing Committees

Committees distribute the workload and give more members a voice in club operations. Your bylaws should name each standing committee, define its purpose, and explain how committee chairs are selected. Most tennis clubs benefit from at least three standing committees.

A Tournament Committee handles event planning, bracket creation, seeding based on NTRP ratings, and prize distribution. A Membership Committee reviews applications, manages the waitlist if your club has a capacity cap, and runs new member orientations. A Facilities Committee oversees court maintenance schedules, coordinates resurfacing projects, and manages relationships with contractors for net, line, and windscreen upkeep.

USTA Affiliation Requirements

Affiliating with the United States Tennis Association unlocks significant benefits, including access to league play, sanctioned tournament hosting, liability insurance programs, and grant funding. Your bylaws should address USTA affiliation directly if you plan to pursue or maintain Community Tennis Association (CTA) status.

USTA requires affiliated clubs to maintain a democratic governance structure, hold annual elections, and keep financial records available for review. Your bylaws must demonstrate that the club is open to all skill levels and does not discriminate in membership decisions. Include language committing the club to USTA Fair Play standards and the USTA Code of Conduct for sanctioned events.

Membership Categories and Guest Policies

Tennis clubs typically offer several membership tiers to accommodate different needs. Common categories include individual, family, junior (under 18), senior (65 and older), and social memberships for those who want to participate in club events without regular court access. Define the privileges and fee structure for each tier clearly in your bylaws.

Guest policies require careful attention. Specify how many times the same guest can play per month, whether guests must be accompanied by a member, and what guest fees apply. Many clubs allow each member to bring a guest three to four times per calendar year before the guest must apply for membership. This prevents non-members from accessing courts regularly without contributing to club operations.

Court Priority and Usage Rules

Court priority rules prevent scheduling conflicts and ensure fair access. Your bylaws should establish a clear hierarchy: sanctioned USTA league matches and tournaments first, followed by club-organized programs like clinics and ladders, then member reservations, and finally guest play.

Define time limits for court usage during peak hours. A standard approach is 90 minutes for singles and two hours for doubles during prime time, with unlimited play during off-peak periods. Address ball machine usage, practice wall access, and whether members can reserve courts for private lessons with outside instructors.

Code of Conduct for Competitive Play

Tennis has a strong tradition of self-officiated play, which makes a clear code of conduct essential. Your bylaws should address line-calling disputes, foot fault etiquette, pace of play expectations, and sportsmanship standards that apply during both casual and competitive matches.

Outline an enforcement process with progressive consequences. Start with a verbal reminder from a board member, escalate to a written warning, then a temporary suspension from competitive play, and finally permanent removal from the club. Specify who has authority at each level and how a member can appeal. Reference the USTA Friend at Court handbook as the governing rules document for all sanctioned play at your facility.

Amendment Process

Your bylaws need a defined process for making changes as the club evolves. Require that proposed amendments be submitted in writing and distributed to all members at least 14 days before a vote. This gives everyone time to review changes and prepare questions.

Most clubs require a two-thirds majority of voting members present at a meeting with quorum to approve amendments. Allow electronic voting to increase participation from members who cannot attend in person. Maintain an appendix that records every amendment with its adoption date and vote tally so the full history of your governing document is preserved.