Auto renewal can be helpful when it saves your club from accidentally losing something important, like insurance or a key service you rely on. But it can also be a real headache when a contract rolls over without anyone noticing, especially if the price has gone up or the service is no longer needed.
For many sports and social clubs, unwanted auto renewal is usually down to busy committees, changing roles, and contract details being stuck in someone’s inbox. The good news is that once you put a few simple habits in place, it becomes much easier to stay in the know and avoid being tied into something you did not agree to.
Know Which Services are Set to Auto Renew
The first step is working out what is actually on auto renewal. Most clubs have more subscriptions and contracts than they realise, including software systems, card payment services, utilities, equipment hire, security systems, and insurance. Some of these renew monthly, but many renew yearly, and it is not always easy to remember when the renewal date is approaching when juggling many different contracts.
Auto renewal terms can also be easy to miss because they are often tucked into the contract wording. You might not even notice that the agreement rolls over for another full year unless the club cancels within a specific timeframe. That is why it is worth checking the terms for anything your club pays for regularly, even if it has been in place for a long time. In fact, half a billion pounds was spent on auto-renewals and contracts rolling over during the height of the cost of living crisis.
Create One Simple Place Where Contracts are Stored
One of the main reasons unwanted renewals happen is because the information is scattered. A contract might be in one committee member’s email, the renewal date might be written down in a notebook, and the supplier contact details might be saved on someone’s phone. When committee members change, those details can easily disappear.
A much easier way to manage this is to keep a shared folder or a simple contract record that the committee can access. It does not need to be fancy, but it should include the supplier name, what the service is, how much it costs, the contract start and end date, and the cancellation notice period.
It can be even easier when your club has one trusted point of contact handling multiple services, because it keeps responsibility clear and stops important renewal details slipping through the cracks. Using a multi-service broker (like ourselves) can help with this, because instead of juggling several suppliers, emails, and different renewal rules, your club has support in one place. This makes it simpler to track key dates, review what you are paying for, and make informed decisions before anything renews, rather than reacting afterwards when the renewal has already gone through.
Set Reminders Earlier Than You Think You Need
It is very common for contracts to require 30, 60, or even 90 days’ notice to cancel. This is where clubs often get caught out. If you only realise a renewal is coming up a few weeks before the end date, you might already be too late to stop it rolling over.
For that reason, reminders should be set well in advance. If you need to give 60 days’ notice, set your reminder for 90 days before the end date. That gives the committee time to discuss whether to renew, compare other options, and cancel properly if needed. It also helps to set reminders in more than one place. If your club uses a shared calendar, put auto renewal reminders there, and also ask the treasurer or secretary to keep them on their own calendar too. A backup reminder can make all the difference.
Don’t Assume Auto Renewal Will Be on the Same Terms
Another common issue is that clubs expect a service to renew at the same price, only to discover later that the cost has increased. Sometimes suppliers raise prices with auto renewal and only mention it in small print or with an email that gets missed.
A good habit is to ask for renewal terms in writing before the renewal date arrives. Ask what the renewal price will be, how long the new term will last, and whether anything else is changing. If the supplier cannot give a clear answer, that is a sign your club should look closely at the contract and decide whether it is still the right fit.
Build Contract Reviews Into Your Yearly Routine
Clubs often keep paying for services simply because they always have. That does not mean those services are still giving good value. A quick annual contract review can help your committee keep spending sensible and avoid renewing things that are no longer needed.
A good time to do this is alongside budget planning or ahead of the AGM, when the committee is already reviewing finances and planning for the year. It does not have to be a huge job. Even a short discussion about the club’s biggest regular costs can help you spot anything that should be renegotiated, replaced, or cancelled.
Make Cancellations Clear and Keep Proof
If your club decides to cancel something, make sure the cancellation is done properly. Some suppliers require cancellation by email, others need a letter, and some insist it must be done through an online portal. If you do not follow the exact process, the supplier may argue that the cancellation was not valid.
Once you have cancelled, always ask for confirmation in writing and keep it saved. It is also a good idea to store that confirmation in the same place as the contract record, so future committee members can see it too. That way, if there is ever a dispute, your club has evidence that it gave notice correctly and on time.
Unwanted auto renewal is frustrating, but it is also avoidable. Most clubs get caught out because contracts are forgotten, notice periods are missed, or supplier emails are overlooked. A few simple steps, like tracking renewal dates, setting early reminders, and keeping everything in one place, can prevent those problems.
With better visibility and a routine approach, your club can make sure renewals happen because you choose them, not because they slipped past the committee unnoticed.
