Essential Forms for Billet Coordinators



We do billet details. You do player development—and save countless hours on billeting busywork. A professional billeting support system gives a great impression of your team, builds loyalty, and solidifies relationships with billet families now and down the road.

3 Team Package Options! See the Comparison Chart >


Team Basics Coordinator Package

Save Time and Set Up Billeting Right

  • Billeting Expectations - Set team standards for billeting
  • Common Questions - Answer FAQs to new billeters
  • Billet Host Application - Evaluate new Billet Hosts
  • Billet Host Timeline - Let Billet Hosts know what to do and expect
  • Player Bio - Tell billet families about who they will be hosting
  • Billet Host Bio - Put players and parents at ease with info about the host family
  • Non-Team Travel Permit - Reduce liability for your Players
  • Practice and Game Info - Help Players and Billet Hosts arrange schedules and transportation
  • School and Work - Explain team requirements
  • Team Contacts - Who to contact and how to do it


Recruiting Package

Essentials to Build Your Billet Community

  • Billet Recruiting Schedule - A month-by-month checklist so nothing's forgotten
  • Billet Welcome Letter - Welcome new billet families and make them feel confident
  • Recruiting on Social Media - Tested methods for finding local billet families
  • Ad Templates - Ad copy and images to use on social media
  • Recruiting Flyer Template - Use at the rink and at games to find new hosts
  • Billet Community Activities - Show appreciation to billets and strengthen the community
  • Host Testimonials - Your best "proof" of why someone should try billeting
  • Photo Release - Collect a library of photos to use
  • End of Season Survey - Improve your billeting practices every year
  • Parent Thank You - Make important connections with bio parents
  • Billet Thank You - Express appreciation and build loyalty


Complete Team Billet Package

Basics + Recruiting Pkgs with Team Logo*

For Players

  • Billet Host Bio
  • Player Checklist
  • Advice for Parents
  • Player/Host Contact Info

For Billet Hosts

  • Player Bio
  • Player Medical Info
  • Guardianship
  • Billet Home Contract
  • Billet Liability Release

For Billet Coordination

  • Billet Expectations
  • Common Questions
  • Billet Application
  • Billet Timeline
  • Travel Permit (non-team travel)
  • Practice and Game Info
  • School and Work
  • Team Contacts

For Recruiting and Building Your Billet Community

  • Billet Recruiting Schedule
  • Billet Welcome Letter
  • Social Media and Ads
  • Ad Templates
  • Recruiting Flyer Template
  • Photo Release
  • Parent Thank You
  • Host Testimonials
  • Loyalty and Community-Building Activities
  • Billet Thank You
  • End of Season Survey

Choose the Complete Team Package to:

  • Increase credibility and trust in your community
  • Look professional: Impress prospective Players, Parents, and Billets
  • Save HOURS with forms that can be filled in, signed, and sent online
  • Simplify administration with paper-free files
  • Use year after year

*Team must provide logo file for design services



Documents in all of these packages are delivered as PDF files. Cool, because you can fill them out on your computer or phone (no hand writing, scanning or faxing!). You can email them in a snap. And parents, players, and billet hosts can easily save their own signed copies.

TECHNICAL REQUIREMENTS: To complete and send the docs digitally, you need one of these free apps:
Desktop/Laptop – Adobe Reader
iPhone – Adobe Fill & Sign app
Android – Adobe Fill & Sign app