Seasonal planning for clubs: when should you order new rugby balls?
You arrive at August pre-season training and discover half the balls need replacing. Too late to get custom balls made, and standard delivery takes longer than expected. It happens more often than you think at clubs without a set ordering routine.
In this article
The rugby calendar
The competitive season in most European rugby nations runs from September through to May. After that comes a summer break, but clubs with youth and sevens teams keep training. Here is the broad outline of the rugby year:
End of the competitive season. Carry out your ball inspection, write off worn balls, and set the budget for next season.
Summer break and sevens tournament season. Ideal time to order standard balls. Custom balls should already be on order by now.
Pre-season begins. All balls should be on hand for the first training sessions. Match balls ready for opening home fixtures.
Season kick-off. Check match ball pressure before each fixture. Keep a reserve set handy.
Winter break and winter tournaments. Check ball pressure: cold weather reduces pressure by 0.5 to 1.0 PSI per 10 degrees Celsius drop. Source: WeatherSTEM Pressure and Temperature (learn.weatherstem.com)
Spring competition and youth tournaments. Assess whether a mid-season top-up order is needed.
When to inspect your ball stock
Schedule two fixed inspection moments per year: at the end of the season and just before pre-season.
End of season (May / June)
This is the most important moment. Go through your entire stock and ask three questions per ball:
- Is the grip still good, or has the surface become smooth?
- Does the ball hold pressure, or does it go flat within hours?
- Is there seam damage, cracking, or visible deformation?
Retire any ball that scores poorly on two or more of those criteria. Note how many balls you have left and what they can still be used for (scrum training, kicking practice, youth groups). Match balls last 2 to 3 seasons under normal use; training balls average 2 years under intensive use. Source: Rhino Rugby guide (rhino.direct/pages/rhino-guide-to-rugby-balls)
Before pre-season (July)
Review your list once more. Do you have enough balls for all training groups? A reserve set for matches? If you are short and do not need custom balls, you can still receive standard stock in time.
The right ordering window per ball type
| Ball type | Lead time | Order by |
|---|---|---|
| Standard training balls | 1 to 5 working days | Mid July |
| Standard match balls | 1 to 5 working days | Mid July |
| Large bundles (15-30 balls) | 5 to 10 working days | Early July |
| Custom balls with club logo (standard) | 12 to 15 weeks | 1 May at the latest |
| Custom balls with club logo (express / airfreight) | 8 to 10 weeks | Late May at the latest |
The rule of thumb is simple: the earlier you order, the more room you have if something goes wrong with delivery or if you need more than expected.
Clubs wanting personalised training balls with their own logo should ideally have their order in by May 1. Standard production takes 12 to 15 weeks, which brings you just in time for the August pre-season. If you miss that window, express delivery by airfreight is available at extra cost and cuts the lead time to 8 to 10 weeks, giving you until late May.
How many balls do you need?
| Training purpose | Recommended number of balls |
|---|---|
| General session (30 players) | 15 training balls minimum |
| Intensive passing / skills | 1 ball per player (30 balls) |
| Scrum training | 4 to 6 balls |
| Lineout / kicking | 6 to 8 balls |
| Match set per home fixture | 4 to 6 match balls |
| Youth teams (separate) | Own set per age group |
Bundles are the most cost-effective option for clubs. A 30-ball Squad Trainer Bundle or a Gripper 2.0 Pro Trainer set gives you enough material for the whole squad straight away. Source: Gilbert Rugby Ball Buyers Guide (gilbertrugby.com/pages/rugby-ball-buyers-guide)
Lead times to account for
Lead times are not always fixed. Around season starts (August, September) demand is higher than usual. Expect slightly longer delivery windows during those months.
- Standard balls: 1 to 5 working days, depending on stock levels and delivery location.
- Bundles and bulk orders: 5 to 10 working days due to extra handling and packaging.
- Custom balls (standard): 12 to 15 weeks production time for printing or embossed logos.
- Custom balls (express / airfreight): 8 to 10 weeks, available at extra cost if you need them sooner.
- International delivery: Add 3 to 7 working days for deliveries outside the Netherlands.
Budget planning for your club
Balls are an annual recurring equipment cost. Put them on the agenda for the spring AGM or committee meeting so the budget is approved before the summer break.
- Training ball (single): 20 to 40 euros per ball
- Training ball (bundle of 30): often 15 to 25 euros per ball effective cost
- Match ball: 45 to 90 euros per ball depending on approval and brand
- Custom balls: surcharge of 5 to 15 euros per ball for printing, minimum order 25 units
Keep a purchase log per ball type including purchase date and estimated lifespan. That way you can predict each year when the next investment is due, without being caught off guard.
Checklist: always check
- Custom balls with logo (standard): order by 1 May (12 to 15 weeks lead time)
- Custom balls with logo (express / airfreight): order by late May (8 to 10 weeks, extra cost)
- Ball inspection end of season (May/June): count, inspect, retire worn balls
- Ball budget: approved before 1 July at the AGM
- Standard bundles: order before 15 July to guarantee timely delivery
- Pre-season check (early August): all balls present and at correct pressure?
- Match set: 4 to 6 match balls ready, correct pressure (9.5 to 10 PSI)
- Keep a purchase log: date, type, quantity, estimated lifespan
- Winter check (December): top up ball pressure due to cold temperatures
- Keep a reserve set of match balls on hand for tournaments
Frequently asked questions
When is the best time to order rugby balls?
May or June is ideal. You have enough lead time for deliveries, custom balls can still be produced on time, and the end-of-season ball inspection has just been done. Standard balls can still be ordered in July for timely receipt.
How long does delivery of custom rugby balls take?
Custom balls with a club logo or printing have a standard production time of 12 to 15 weeks. Order by May 1 if you need them for pre-season starting in August. If you need them faster, express delivery by airfreight reduces the lead time to 8 to 10 weeks at extra cost, so an order by late May is still workable.
How many training balls does a squad of 30 players need?
At least 15 for regular training (1 per 2 players). For intensive passing sessions you ideally want 1 ball per player, so 30 in total. Bundles of 30 balls are the most cost-effective choice for that.
When should rugby balls be retired?
Retire a ball when the grip is worn smooth, it no longer holds pressure, the seam is coming apart, or it is visibly deformed. Always inspect at end of season in May or June. A training ball lasts an average of 2 years under intensive use.
Can you use the same balls for training and matches?
You can, but it is not ideal. Match balls are more expensive and wear faster with daily training use. Use separate training balls for day-to-day sessions and keep your match balls for official fixtures. Both sets will last longer that way.
How RAM Rugby helps with seasonal planning
RAM Rugby has been supplying clubs and schools across Europe for over 20 years. Whether you need a complete club bundle or custom balls with your logo, we are happy to help you think through timing and quantities.
- Bundles of 15 or 30 balls including ball bags, designed for clubs
- Custom balls with club logo, minimum order 25 units
- Match balls with World Rugby approval for official fixtures
- Personal advice on ball type, quantities and ordering timeline
View all training balls or view match balls. Questions about club orders? Get in touch via the contact page.
Peter van der Hoeven
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