Florida Youth Sports Compliance Guide 2025

Florida has comprehensive regulations for youth sports organizations, including FHSAA requirements and state safety laws. This guide covers all compliance requirements for sports clubs operating in Florida.

Background Screening Requirements (Jessica Lunsford Act)

• Level 2 Screening - All coaches and volunteers must complete Level 2 background screening
• FDLE Check - Florida Department of Law Enforcement criminal history check
• FBI Fingerprinting - Federal fingerprint-based background check required
• Sex Offender Registry - Check against Florida sex offender registry
• Renewal Period - Background screening must be renewed every 5 years
• Disqualifying Offenses - Specific offenses permanently disqualify individuals
• Screening Vendors - Use FDLE-approved screening vendors only

Concussion Management (HB 291)

• Annual Training - Coaches must complete concussion training annually
• Parent Information - Provide concussion information sheet before participation
• Immediate Removal - Remove athlete with suspected concussion immediately
• Medical Clearance - Written clearance from licensed physician required
• Authorized Providers - Physician, physician assistant, or ARNP can clear
• No Same-Day Return - Athletes cannot return to play same day
• Return-to-Play Protocol - Follow graduated 5-step protocol

Heat Illness Prevention

• Acclimatization - Gradual increase in practice intensity first 14 days
• Heat Index Monitoring - Monitor wet bulb globe temperature (WBGT)
• Activity Modifications - Modify or cancel activities based on heat index
• Water Access - Unlimited water access during all activities
• Rest Breaks - Mandatory breaks every 20-30 minutes in high heat
• Cold Water Immersion - Have ice baths available for emergencies
• Emergency Action Plan - Written plan for heat-related emergencies

"Florida's heat makes safety protocols critical. Our automated heat monitoring system alerts coaches when conditions require activity modifications, preventing heat-related incidents."

Sudden Cardiac Arrest Protocol

• Annual Information - Provide SCA information to athletes and parents
• Warning Signs Training - Coaches must know cardiac arrest warning signs
• AED Requirement - Have AED available at all practices and games
• CPR Certification - All coaches must maintain current CPR/AED certification
• Emergency Response - Immediate 911 call and AED deployment
• Medical Evaluation - Require cardiac evaluation before return
• Documentation - Document all cardiac-related incidents

Lightning Safety Protocol

• Lightning Detection - Use lightning detection system or 30-30 rule
• Immediate Evacuation - Evacuate to safe shelter when lightning detected
• Safe Shelter - Identify safe shelters (enclosed buildings, vehicles)
• Wait Time - Wait 30 minutes after last thunder before resuming
• No Unsafe Shelters - Avoid dugouts, picnic shelters, trees
• Communication Plan - Have system to notify all participants quickly
• Weather Monitoring - Monitor weather forecasts before activities

Child Abuse Reporting

• Mandated Reporters - All coaches and staff are mandated reporters
• Immediate Reporting - Report suspected abuse to Florida Abuse Hotline immediately
• Hotline Number - 1-800-962-2873 (available 24/7)
• Online Reporting - Can also report online at MyFamilyVault.com
• Documentation - Document observations that led to report
• Confidentiality - Maintain confidentiality of reports
• Immunity - Good faith reporters have immunity from liability

Insurance Requirements

• General Liability - Minimum $1 million per occurrence recommended
• Participant Accident - Medical coverage for participant injuries
• Directors & Officers - Liability coverage for board and officers
• Property Insurance - Coverage for equipment and facilities
• Workers Compensation - Required if 4 or more employees
• Proof of Insurance - Provide certificates to facilities
• Annual Review - Review and update coverage annually

Nonprofit Compliance

• 501(c)(3) Status - Maintain federal tax-exempt status
• Form 990 - File annual information return with IRS
• Florida Annual Report - File with Florida Division of Corporations
• Charitable Registration - Register with Florida DACS if soliciting donations
• Solicitation of Contributions Act - Comply with CH 496 requirements
• Board Requirements - Maintain minimum 3 directors
• Public Records - Maintain required corporate records

FHSAA Requirements (Member Schools)

• Eligibility Rules - Follow FHSAA eligibility requirements
• Physical Examinations - Annual physical exam required for all athletes
• Parental Consent - Signed consent forms required
• Insurance Verification - Verify all athletes have health insurance
• Transfer Rules - Follow transfer eligibility rules
• Academic Requirements - Maintain academic eligibility standards
• Recruiting Rules - Comply with recruiting regulations

Facility Safety Standards

• Regular Inspections - Inspect facilities before each use
• Maintenance Records - Document all maintenance and repairs
• ADA Compliance - Ensure accessibility compliance
• Emergency Exits - Clearly mark and maintain exits
• First Aid Supplies - Maintain well-stocked first aid kits
• Communication Equipment - Have working phones or radios
• Incident Reports - Document all injuries immediately

Privacy and Data Protection

• FERPA Compliance - Follow privacy rules if partnering with schools
• Parental Consent - Obtain consent for collecting minor information
• Medical Privacy - Protect confidentiality of medical records
• Photo/Video Release - Obtain releases before posting media
• Data Security - Implement security measures for personal data
• Privacy Policy - Maintain clear privacy policy
• Data Retention - Establish retention policies

Employment Compliance

• Minimum Wage - Pay at least Florida minimum wage ($12/hour in 2024)
• Overtime Rules - Pay overtime for hours over 40 per week
• Workers Comp - Required if 4+ employees (construction) or 1+ (other)
• Payroll Taxes - Withhold and pay required taxes
• New Hire Reporting - Report new hires to Florida within 20 days
• Employee Classification - Properly classify workers
• Labor Law Posters - Display required posters

Transportation Safety

• Driver Requirements - Verify valid license and clean record
• Vehicle Insurance - Ensure adequate insurance coverage
• Passenger Limits - Never exceed vehicle capacity
• Seat Belt Use - Require seat belts for all passengers
• Parent Permission - Obtain written permission for transportation
• Emergency Information - Carry emergency contacts for all athletes
• Route Communication - Communicate routes and timing with parents

Annual Compliance Checklist

• Every 5 Years - Renew Level 2 background screenings
• Annually - Concussion training, insurance renewal, Form 990, physical exams
• Before Season - Parent information sheets, emergency contacts, facility inspections
• Monthly - Review incident reports, update protocols
• Daily - Monitor heat index, check weather, inspect equipment
• As Needed - Report abuse, update emergency plans

Compliance with Florida youth sports regulations protects athletes and reduces organizational liability. Use compliance management software to track Level 2 screenings, automate training reminders, and maintain documentation for all Florida-specific requirements.

Related Resources

Learn more about related topics:

• [Data Privacy For Sports Clubs Gdpr](/blog/data-privacy-for-sports-clubs-gdpr)
• [Safeguarding In Sports Clubs](/blog/safeguarding-in-sports-clubs)
• [Sports Club Governance Guide](/blog/sports-club-governance-guide)

Get Started with ClubLogic

Ready to streamline your sports club operations? ClubLogic offers comprehensive club management software with all the features you need.

• [Explore All Features](/features) - See how ClubLogic can transform your club
• [Data Privacy & Security](/data-residency) - Learn about our GDPR-ready features