Sports team budget template with per-player fee
Quick answer
A sports team budget lists season costs, takes off fundraising, sponsors and scholarships, and divides what is left by the number of players. For 12 players, $2,730 of costs and $900 of other money, the fee is $152.50 each. If two players leave before paying, the fee for the other ten rises to $177.40.
Key points
- Per-player fee equals total costs minus fundraising, sponsors and scholarships, divided by players. $2,730 less $900, over 12 players, is $152.50.
- Most team costs do not shrink when players leave. If 2 of 12 leave before paying, the other 10 owe $177.40 each, or $183.00 if the uniforms were already bought.
- A late joiner pays a prorated share of the shared costs plus their own uniform: $69.50 with 4 of 12 games left.
- Spares can pay by the game. A $90 game split across 10 players dressed is $9.00 each.
On this page
How to use this template
Work through the tables in order. They print on one page, or copy into Excel or Google Sheets as a team budget spreadsheet.
- List every season cost with the quote or receipt behind it. The eight lines below cover most teams: registration, referees, field or court rental, uniforms, insurance, tournament travel, equipment and an end-of-season party.
- List money that does not come from players: fundraising, sponsors, scholarships paid by a fund, and spare fees if spares pay.
- Work out the fee. The per-player fee equals total costs, minus fundraising, sponsors and scholarships, divided by the number of players sharing the costs.
- Re-run it whenever the roster or a quote changes. The sections after the example show how.
The template
Season costs
| Cost line | Planned | Actual |
|---|---|---|
| League registration | ||
| Referee fees | ||
| Field or court rental | ||
| Uniforms | ||
| Insurance | ||
| Tournament travel | ||
| Equipment | ||
| End-of-season party | ||
| Total costs |
Money in other than player fees
| Source | Planned | Actual |
|---|---|---|
| Fundraising | ||
| Sponsors | ||
| Scholarships or fund payments | ||
| Spare fees (optional) | ||
| Total money in |
The fee
| Step | Your figure |
|---|---|
| A. Total costs | |
| B. Total money in | |
| C. Costs left for players (A minus B) | |
| D. Players sharing the costs | |
| E. Fee per player (C divided by D) |
A worked example for 12 players
Say a rec team of 12 plays a 12-game season.
| Cost line | How it is counted | Amount |
|---|---|---|
| League registration | Per team | $600 |
| Referee fees | $40 a game, 12 games | $480 |
| Field or court rental | $60 a practice, 9 practices | $540 |
| Uniforms | $28 a player, 12 players | $336 |
| Insurance | Per team | $150 |
| Tournament travel | $180 a tournament, 2 tournaments | $360 |
| Equipment | Per team | $144 |
| End-of-season party | Per team | $120 |
| Total costs | $2,730 |
Money in is $450 from fundraising, $300 from sponsors and $150 from a scholarship fund, which is $900. The costs left for players are $2,730 minus $900, or $1,830. Divided by 12 players, the fee is $152.50.
What changes when the roster changes
Two players leave before paying
Most lines do not shrink when a player goes. Only the uniforms do. If the uniforms for those two have not been ordered, costs fall by $56 to $2,674, minus the $900 is $1,774, and the 10 players left owe $177.40 each, which is $24.90 more. If the uniforms were already bought for all 12, the full $1,830 falls on 10 players, and the fee is $183.00.
A player joins late
Split the fee into a shared part and the uniform. The shared costs are $2,730 minus the $336 of uniforms, minus the $900 of money in, which is $1,494. Divided by 12, that is $124.50 a player, and the $28 uniform brings it to $152.50.
If the team prorates by games, a 13th player who joins with 4 of 12 games left pays $124.50 times 4 divided by 12, which is $41.50, plus the $28 uniform. That is $69.50. The $41.50 counts as money in, so the other 12 can be credited about $3.46 each. The $28 pays for the new uniform.
Spares pay by the game
Say the team prices one game at a twelfth of the registration plus one referee fee, which is $50 plus $40, or $90. With 10 players dressed, a spare pays $9.00 for that game. Six spare appearances bring in $54.00, which lowers the fee for the 12 regular players by $4.50 each, from $152.50 to $148.00.
If you are the captain who fronts the league fee
Say you captain the team and pay the $600 registration on your own card. Split 12 ways, each share is $50.00. Until the other 11 players repay you, you are out $550.00, because your own $50.00 share is yours to carry.
In EvenOut, you can make a group with the type “Other” and add “League registration” for $600.00, paid by you and split equally. Each of the other 11 players then owes you $50.00. A player who is not on EvenOut can be added by name as a guest and invited later. “Send a reminder” in the group menu offers a shared message or an email, at most one a day for each person, and a guest has no inbox, so share a message with them. “Settle up” records each payment. EvenOut does not move money, so players pay you however you usually collect it, and how to collect club dues online compares the options.
What to agree on
- A refund rule, before the first payment. Decide whether a player who leaves gets anything back, and from what date. The $177.40 and $183.00 figures show why the team’s costs mostly stay when a player goes.
- Who counts as a player. Count only people who share the season’s costs. Spares pay by the game, so they stay out of the player count.
- Who holds the money. Name one person to collect fees and pay the bills, and have a second person look at the totals each month.
The club budget template adds a reserve and a collection rate for a whole club, and the club dues tracker logs who has paid. For tournament travel, the school trip cost calculator works out a price per person the same way.
Frequently asked questions
What goes on the scholarships line?
Money that arrives from outside the team to pay a player's share, such as a club fund or a league hardship fund. A player the team simply charges nothing is different, because no money arrives and the same costs fall on fewer payers. With two players charged $0 and the same $900 of other money coming in, $1,830 over 10 paying players is $183.00 each.
What if costs run over the plan?
Compare Actual with Planned after each payment. A $300 overrun across 12 players is $25.00 each. Ask for it as one top-up and show the receipt, so players can see what it was for.
Can the fee be paid in installments?
Yes. Split the fee by the dates you need the money, so $152.50 in two payments is $76.25 each. Make the first payment due before the first cost that has to be paid up front, such as registration, and keep a Paid column next to each player's name.
Keep reading
- Template Club budget template: income, costs and dues A club budget template for 25 members: income, costs, reserve and variance, plus the dues per member formula and versions for student orgs and booster clubs.
- Template Club dues tracker template (printable) Three printable club dues trackers with filled examples: annual, three terms and monthly. Includes the balance formula and a collected plus outstanding check.
- Guide How to collect club dues online: limits and fees by app Collect club dues without hitting a cap: Venmo stops unverified accounts at $299.99 a week and Cash App at $1,000 per 30 days. Fees, limits and 4 steps.
- Calculator School trip cost calculator: price per student Enter students, chaperones, bus, admission and meals to see the price per student, rounded up, with free adults and fundraising worked in.