Start with what is already in the club
Preserving a club’s history does not have to begin with a perfect archive, a large budget or a dedicated museum room. In most grassroots clubs, the first pieces are already close at hand: a framed shirt, a fixture card, a cup photograph, an old committee minute book, a hand-painted sign or a story that is repeated every time people gather in the clubhouse.
The challenge is that these pieces are often scattered between cupboards, lofts, kit rooms, personal collections and memories. Some are carefully looked after; others are vulnerable to damp, accidental disposal or simply being forgotten. A useful first step is to make a simple list of what exists and who knows about it.
Build a small history team
One person can begin the process, but a club archive becomes stronger when it reflects more than one viewpoint. Invite a small group of volunteers, former players, coaches, trustees, parents and long-standing supporters to help. The aim is not to create a formal committee unless the club needs one. It is to give the work a few reliable points of contact.
Ask practical questions. Who has old photographs? Which former volunteers might be willing to share memories? Is there a programme collection in someone’s attic? Which artefacts are displayed, and what is known about them? Are there stories connected to the ground, changing rooms, clubhouse or local community that are at risk of disappearing?
Record names and contact details carefully, and agree how photographs or documents may be used. A short note explaining who supplied an item, when it dates from and what is known about it can be as valuable as the item itself.
Choose a first story, not the whole story
Grassroots clubs often try to begin by documenting everything. That can quickly become overwhelming. Instead, choose one manageable theme. It might be the history of the clubhouse, a long-serving volunteer, a particular piece of silverware, the development of the junior section or the people who kept the club running during difficult seasons.
A good story has a clear subject and a human connection. Gather a few dates, names, photographs and first-hand recollections, while being honest about anything that cannot be confirmed. The archive does not need to pretend that every detail is settled. Showing where knowledge is incomplete can encourage others to add information later.
Turn objects into accessible memories
Kohd provides Heritage to help clubs connect physical history with digital storytelling. Slim horizontal Heritage Tiles can sit alongside a display or important area, giving visitors access to a digital story through a QR code. The tile can introduce an artefact, explain why a person mattered or place a moment in the club’s wider story.
For objects where a discreet approach is more appropriate, Markers can be used on artefacts without making the display feel crowded. A Marker can quietly connect an old photograph, trophy, shirt or piece of equipment to further information. The Timeline acts as a living archive, allowing stories to be gathered and developed rather than treated as a one-off historical page.
The the Heritage framework is the agreed product terms. Clubs control their own local local decisions and promotion, so any decision about how Heritage is presented or supported locally remains with the club. Kohd coordinates tile research by email, helping organise the information needed for each story. This is not a promise of guaranteed or guaranteed participation, and clubs should choose an approach that fits their members, facilities and priorities.
Make preservation part of club life
History works best when it is visible and useful. A new volunteer can understand the club more quickly when they can see the people and decisions that came before them. Young players can recognise that the badge represents more than a current fixture list. Supporters returning for an anniversary event can add details that were missing from the first version of a story.
Start with one object, one conversation and one carefully checked account. Then invite the next contribution. To begin a Heritage story for your club, email Kohd with the artefact or theme you would like to explore and the available background information.
Why this matters for your club
Protect heritage: Starting with one verified story is a practical way to protect heritage before photographs, records and memories become harder to trace.
Fundraising revenue stream: Once a club understands its own material, it can decide whether a Heritage programme offers a suitable fundraising revenue stream for its community.
Enhance membership experience: The process gives members a reason to contribute memories and see their own history reflected in the clubhouse.
Reduce volunteer burden: A small, repeatable process supported by Kohd is more manageable than asking volunteers to build a complete archive alone.