Showcase Events, Tournaments & Camps

What to Send to Coaches Before and After a Showcase

Effective communication with college coaches before and after showcase events can significantly impact your recruiting success. Many athletes attend showcases without establishing prior contact or following up appropriately, missing valuable opportunities to build relationships and advance their recruiting goals. This comprehensive guide covers what information to share, when to send it, and how to maximize your communication impact throughout the showcase process.

The Importance of Strategic Showcase Communication

Why Pre-Event Communication Matters

Benefits of contacting coaches before showcases:

• Increased visibility: Coaches know to look for you specifically
• Context setting: Provides background information for better evaluation
• Relationship initiation: Begins recruiting relationship before the event
• Professional impression: Demonstrates planning and communication skills
• Attendance confirmation: Ensures coaches will actually be present

Why Post-Event Follow-Up is Critical

The power of follow-up communication:

• Reinforces positive impressions: Keeps your performance fresh in coaches' minds
• Provides additional context: Shares information not available during the event
• Demonstrates continued interest: Shows genuine interest in their program
• Relationship development: Builds foundation for ongoing communication
• Competitive advantage: Many athletes fail to follow up effectively

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Common Communication Mistakes

Errors that hurt recruiting prospects:

• No pre-event contact: Missing opportunity to get on coaches' radar
• Generic messaging: Sending identical emails to all coaches
• Poor timing: Contacting coaches at inappropriate times
• Information overload: Sending too much irrelevant information
• Lack of follow-up: Failing to communicate after the event

Pre-Event Communication Strategy

Timeline for Pre-Event Contact

Optimal communication schedule:

2-3 Weeks Before:

• Initial contact: Introduction email with basic information
• Goal: Get on coach's evaluation list and confirm attendance
• Content: Brief introduction, showcase details, highlight video link

1 Week Before:

• Reminder contact: Confirm attendance and provide additional details
• Goal: Ensure coach remembers to look for you at the event
• Content: Schedule confirmation, recent achievements, contact information

24-48 Hours Before:

• Final confirmation: Last reminder with logistics
• Goal: Final visibility boost and logistical confirmation
• Content: Brief reminder, uniform/number information, parent contact

Pre-Event Email Template 1: Initial Contact (2-3 Weeks Before)

Subject: [Sport] [Position] [Your Name] - [Showcase Name] [Date]

Dear Coach [Last Name],

I hope this email finds you well. My name is [Your Name], and I'm a [grade] [position] from [High School] in [City, State]. I will be participating in [Showcase Name] on [Date] at [Location] and wanted to reach out since I'm very interested in [University Name] and your program.

About me:

• Position: [Your position and key attributes]
• Stats: [Recent season statistics or achievements]
• Academics: [GPA, test scores if competitive]
• Size/Measurables: [Height, weight, relevant athletic measurements]

Why [University Name]: [1-2 sentences about specific interest in their program - academics, culture, recent success, etc.]

I've attached my athletic resume and included a link to my highlight video: [Video Link]

I would be honored to meet you at the showcase and answer any questions you might have. I'll be wearing [uniform color/number] and can be reached at [phone number].

Thank you for your time and consideration.

Sincerely, [Your Name] [Phone Number] [Email Address]

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Pre-Event Email Template 2: One Week Reminder

Subject: Following up - [Your Name] at [Showcase Name] [Date]

Dear Coach [Last Name],

I wanted to follow up on my previous email regarding [Showcase Name] next week. I'm looking forward to the opportunity to compete in front of you and demonstrate my abilities.

Updated Information:

• Recent Achievement: [Any recent game/performance highlight]
• Schedule Details: [Specific event times if known]
• Contact Info: [Phone number for day-of communication]

Event Logistics:

• Date/Time: [Showcase schedule]
• Location: [Venue address]
• Uniform: [Jersey color and number if known]

I remain very interested in [University Name] and would welcome the opportunity to speak with you at the event. Please let me know if you need any additional information.

Best regards, [Your Name] [Contact Information]

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Showcase Events, Tournaments & Camps

What to Include in Pre-Event Communications

Essential Information

Must-have details in every pre-event email:

• Basic demographics: Name, position, high school, graduation year
• Academic information: GPA, test scores (if competitive), intended major
• Athletic achievements: Recent statistics, awards, team success
• Physical information: Height, weight, relevant measurables
• Contact details: Phone number, email, social media handles

Supporting Materials

Attachments and links to include:

• Highlight video: Recent, high-quality footage (2-3 minutes maximum)
• Athletic resume: One-page summary of achievements and stats
• Schedule information: Your event times and uniform details
• Academic transcript: If GPA is competitive for their program
• Letters of recommendation: From coaches or teachers (optional)

Program-Specific Research

Demonstrate knowledge of their program:

• Recent team success: Conference championships, playoff appearances
• Coaching philosophy: Understanding of their system and culture
• Academic programs: Interest in specific majors or academic offerings
• Facilities and resources: Knowledge of their training facilities
• Alumni success: Examples of program graduates who've succeeded

Day-of-Event Communication

Morning Check-In

Brief confirmation message:

• Time: 1-2 hours before your event
• Purpose: Final confirmation and visibility
• Content: Simple reminder of your participation and uniform details
• Format: Brief text or email

Example Day-of Message

Subject: [Your Name] competing today at [Showcase Name]

Coach [Last Name],

Just a quick note that I'll be competing at [Showcase Name] today. Looking forward to meeting you and showing what I can do.

Today's Details:

• Event Time: [Your scheduled time]
• Uniform: [Jersey color and number]
• Location: [Specific field/court if applicable]

See you there!

[Your Name] [Phone Number]

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Parent/Family Coordination

Managing family communication:

• Designate one contact person: Usually the athlete or one parent
• Provide coach contact information: So coaches can reach family if needed
• Set communication boundaries: Avoid overwhelming coaches with multiple family contacts
• Prepare talking points: Brief family members on appropriate conversation topics
• Exchange contact information: Ensure coaches can reach key family members

Post-Event Communication Strategy

Timeline for Post-Event Follow-Up

Strategic follow-up schedule:

24-48 Hours After:

• Thank you email: Immediate gratitude and performance summary
• Goal: Maintain momentum while event is fresh in coaches' minds
• Content: Thank you, performance highlights, additional materials

1 Week After:

• Detailed follow-up: More comprehensive communication with updates
• Goal: Provide additional context and maintain relationship
• Content: Performance analysis, upcoming schedule, continued interest

2-4 Weeks After:

• Relationship maintenance: Ongoing communication about progress
• Goal: Keep developing relationship and provide updates
• Content: Recent achievements, schedule updates, academic progress

Post-Event Email Template 1: Immediate Thank You (24-48 Hours)

Subject: Thank you - [Your Name] from [Showcase Name]

Dear Coach [Last Name],

Thank you for taking the time to evaluate me at [Showcase Name] this weekend. It was a great experience competing in front of you and other college coaches.

Performance Summary:

• Key Highlights: [2-3 specific performance points]
• Personal Bests: [Any PR's or standout moments]
• Statistics: [Relevant numbers from the event]

What's Next:

• Upcoming Schedule: [Next 1-2 significant competitions]
• Training Focus: [Areas of improvement you're working on]
• Academic Updates: [Any recent academic achievements]

I remain very interested in [University Name] and would welcome any feedback you might have about my performance. Thank you again for your time and evaluation.

Sincerely, [Your Name] [Contact Information]

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Showcase Events, Tournaments & Camps

Post-Event Email Template 2: One Week Follow-Up

Subject: Following up - [Your Name] showcase performance and updates

Dear Coach [Last Name],

I hope you had a productive weekend at [Showcase Name]. I wanted to follow up on our brief conversation and share some additional information about my background and recent progress.

Showcase Reflection:

• Performance Analysis: [Honest assessment of your performance]
• Lessons Learned: [What you took away from the experience]
• Areas of Focus: [What you're working to improve]

Additional Information:

• Academic Profile: [GPA, test scores, academic achievements]
• Character References: [Coach contacts who can speak to your character]
• Team Leadership: [Examples of leadership and team contribution]

Updated Materials:

• Recent Highlight Video: [Link to updated footage]
• Athletic Resume: [Attached updated resume]
• Transcripts: [Academic information if requested]

I continue to be very interested in [University Name] and would appreciate any guidance you might offer about my recruiting process or areas for improvement.

Best regards, [Your Name] [Contact Information]

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What to Include in Post-Event Communications

Performance Summary

Document your showcase experience:

• Specific achievements: Measurable accomplishments from the event
• Performance context: How you performed relative to competition
• Improvement areas: Honest assessment of weaknesses identified
• Standout moments: Specific plays or situations where you excelled
• Statistical data: Relevant numbers and measurements from the event

Additional Context

Information not available during the event:

• Background story: Your athletic journey and development path
• Academic achievements: Grades, test scores, academic honors
• Character examples: Leadership roles, community service, team contributions
• Family background: Educational background, values, support system
• Training regimen: Current training and development approach

Future Planning

Demonstrate forward thinking:

• Upcoming schedule: Next competitions and opportunities for evaluation
• Development goals: Specific areas you're working to improve
• Academic plans: Course selection, test dates, academic goals
• Visit interest: Desire to visit campus or attend events
• Timeline information: Decision timeframe and recruiting timeline

Sport-Specific Communication Strategies

Team Sports Communication

Football

Pre-event essentials:

• Position specifics: Primary and secondary positions
• Measurables: Height, weight, speed, strength stats
• Game film: Recent high school game footage
• Academic info: GPA, test scores, eligibility status
• Camp history: Previous camps and coach evaluations

Post-event content:

• Combine results: 40-yard dash, bench press, vertical jump
• Position skills: Specific performance in position drills
• Game performance: How you performed in scrimmage situations
• Coachability: Examples of taking coaching and improving
• Team leadership: Evidence of leadership and character

Basketball

Pre-event essentials:

• Position and height: Accurate measurements and position flexibility
• Statistics: Recent season or AAU statistics
• Shooting metrics: Three-point percentage, free throw percentage
• Athletic testing: Vertical jump, speed, agility measurements
• Team success: Recent team achievements and your role

Post-event content:

• Shooting performance: Accuracy in various shooting drills
• Game situations: Performance in scrimmage or game-like situations
• Ball handling: Skills demonstration and improvement areas
• Basketball IQ: Examples of good decision-making and court awareness
• Physical development: Training program and strength improvements

Baseball/Softball

Pre-event essentials:

• Position specifics: Primary position and tools
• Measurables: Throwing velocity, exit velocity, 60-yard time
• Statistics: Recent season batting average, ERA, fielding percentage
• Academic profile: GPA and test scores for academic programs
• Summer schedule: Travel team and showcase schedule

Post-event content:

• Measurable improvements: Any personal bests achieved at showcase
• Position skills: Specific performance in position-relevant drills
• Game situations: At-bats, defensive plays, pitching performance
• Development trajectory: How your tools have improved over time
• Mental approach: Game awareness and competitive character

Individual Sports Communication

Track & Field

Pre-event essentials:

• Event specialties: Primary and secondary events
• Personal records: Current PRs in all competitive events
• Recent improvements: Training progress and performance trends
• Training background: Coach, training group, facility information
• Academic achievements: GPA and academic honors

Post-event content:

• Performance results: Times, distances, heights achieved
• Improvement trajectory: How results compare to recent training
• Technical analysis: Strengths and areas for technical improvement
• Training plan: Current focus and future development goals
• Academic integration: How athletics and academics complement each other

Swimming

Pre-event essentials:

• Event focus: Primary events and time standards
• Current times: Recent competition results and trends
• Training background: Coach, club, facility information
• Academic profile: GPA and academic achievements
• Competition schedule: Upcoming meets and championship goals

Post-event content:

• Time achievements: Results from showcase or time trial
• Technical improvements: Stroke technique and race strategy progress
• Training response: How your training is translating to competition
• Goal progression: Short-term and long-term time goals
• Program fit: Why their program appeals to your development needs

Managing Multiple Coach Communications

Organization Systems

Keep track of all communications:

• Contact database: Spreadsheet with coach information and interaction history
• Email templates: Customizable templates for different situations
• Calendar reminders: Follow-up schedules and communication timelines
• Response tracking: Monitor which coaches respond and engage
• Interest levels: Track which programs show genuine interest

Personalization Strategies

Make each communication specific:

• Research each program: Understand their culture, system, and needs
• Reference specific interactions: Mention previous conversations or emails
• Customize content: Tailor information to their program's requirements
• Use coach's preferred communication style: Adapt to their preferences
• Mention program-specific interests: Why their school appeals to you

Response Management

Handle coach responses professionally:

• Quick acknowledgment: Respond promptly to coach communications
• Answer questions completely: Provide thorough, honest responses
• Ask follow-up questions: Show engagement and interest
• Maintain consistency: Keep information consistent across all communications
• Document interactions: Keep records of all conversations and correspondence

Common Communication Errors to Avoid

Pre-Event Mistakes

Errors that hurt first impressions:

• Generic mass emails: Sending identical emails to all coaches
• Poor research: Not knowing basic information about their program
• Information overload: Sending too much irrelevant information
• Poor timing: Contacting coaches at inappropriate times
• Unrealistic targets: Reaching out to programs far above your ability level

Post-Event Mistakes

Follow-up errors that damage relationships:

• No follow-up: Failing to thank coaches or continue communication
• Excessive contact: Overwhelming coaches with too many messages
• Irrelevant updates: Sharing information that doesn't advance recruiting
• Poor performance excuses: Making excuses for poor showcase performance
• Pressure tactics: Pushing coaches for immediate decisions or commitments

General Communication Mistakes

Overall errors to avoid:

• Unprofessional language: Using casual or inappropriate language
• Family interference: Parents dominating communication inappropriately
• Inconsistent information: Providing conflicting details to different coaches
• Social media conflicts: Online behavior that contradicts email messaging
• Poor timing: Sending messages during dead periods or inappropriate times

Measuring Communication Success

Positive Response Indicators

Signs your communication is effective:

• Coach engagement: Coaches asking follow-up questions or requesting more information
• Relationship development: Conversations becoming more detailed and personal
• Program-specific interest: Coaches discussing their program and your potential fit
• Follow-up requests: Coaches asking for updates, transcripts, or additional materials
• Invitation to connect: Requests for phone calls, campus visits, or future events

Red Flags in Coach Responses

Warning signs to recognize:

• Generic responses: Form letters or clearly templated responses
• Delayed or minimal responses: Very slow or brief replies
• Lack of questions: Coaches not asking for additional information
• No program discussion: Avoiding talk about their program or your fit
• Recruiting timeline delays: Pushing decisions far into the future without clear reason

Adjusting Your Approach

Improving communication based on responses:

• Analyze successful interactions: Identify what worked with engaged coaches
• Adjust messaging strategy: Modify approach based on feedback patterns
• Improve targeting: Focus on programs that show genuine interest
• Enhance materials: Update videos, resumes, and supporting documents
• Seek feedback: Ask trusted coaches or mentors to review your communications

The Bottom Line

Strategic communication before and after showcases can significantly impact your recruiting success. The key is providing the right information to the right coaches at the right time, while building authentic relationships based on mutual interest and fit.

Communication success principles:

• Research thoroughly: Know each program and coach before reaching out
• Personalize every message: Avoid generic, mass communications
• Time strategically: Communicate at appropriate times for maximum impact
• Follow through consistently: Maintain relationships through ongoing communication
• Stay professional: Every interaction reflects your character and maturity

Remember: Communication is about building relationships, not just getting attention. Focus on finding programs where you can succeed academically and athletically, and communicate in ways that demonstrate your character, work ethic, and genuine interest. Quality relationships with a few truly interested coaches are more valuable than superficial contact with many programs.

For more guidance on showcase events, see our articles on How to Get the Most Out of a Showcase Event and How to Follow Up After a Camp or Tournament.