# Sports team budget template with per-player fee

Canonical URL: https://www.evenoutapp.com/templates/sports-team-budget
Updated: 2026-10-06

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.

## 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.

1. **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.
2. **List money that does not come from players:** fundraising, sponsors, scholarships paid by a fund, and spare fees if spares pay.
3. **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.
4. **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](https://www.evenoutapp.com/guides/how-to-collect-club-dues) 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](https://www.evenoutapp.com/templates/club-budget) adds a reserve and a collection rate for a whole club, and the [club dues tracker](https://www.evenoutapp.com/templates/club-dues-tracker) logs who has paid. For tournament travel, the [school trip cost calculator](https://www.evenoutapp.com/tools/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.