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Budget Planning Spreadsheet

Annual budget planning worksheet with revenue projections, expense categories, cash flow tracking, and financial KPIs.

Sports Club Budget Planning Template

Annual Budget Planning Worksheet for Sports Organizations

Budget Overview

Organization Name: _______________________________

Fiscal Year: _______ to _______

Budget Prepared By: _______________________________

Date Prepared: _______________________________

Board Approval Date: _______________________________

Revenue Projections

Membership Revenue

| Category | # Members | Fee Per Member | Total Revenue |

|----------|-----------|----------------|---------------|

| Youth Membership | _______ | $_______ | $_______ |

| Adult Membership | _______ | $_______ | $_______ |

| Family Membership | _______ | $_______ | $_______ |

| Senior Membership | _______ | $_______ | $_______ |

| Subtotal Membership | | | $_______ |

Program Revenue

| Program | # Participants | Fee Per Participant | Total Revenue |

|---------|----------------|---------------------|---------------|

| Summer Camp | _______ | $_______ | $_______ |

| Fall League | _______ | $_______ | $_______ |

| Winter League | _______ | $_______ | $_______ |

| Spring League | _______ | $_______ | $_______ |

| Clinics/Camps | _______ | $_______ | $_______ |

| Private Lessons | _______ | $_______ | $_______ |

| Tournament Fees | _______ | $_______ | $_______ |

| Subtotal Programs | | | $_______ |

Fundraising Revenue

| Activity | Projected Revenue |

|----------|-------------------|

| Annual Fundraising Event | $_______ |

| Online Fundraising Campaign | $_______ |

| Product Sales (e.g., candy, wrapping paper) | $_______ |

| Car Wash/Bake Sale | $_______ |

| Raffle/Auction | $_______ |

| Crowdfunding | $_______ |

| Other Fundraising | $_______ |

| Subtotal Fundraising | $_______ |

Sponsorship Revenue

| Sponsor Level | # Sponsors | Amount Per Sponsor | Total Revenue |

|---------------|------------|-------------------|---------------|

| Title Sponsor | _______ | $_______ | $_______ |

| Gold Sponsor | _______ | $_______ | $_______ |

| Silver Sponsor | _______ | $_______ | $_______ |

| Bronze Sponsor | _______ | $_______ | $_______ |

| Team Sponsors | _______ | $_______ | $_______ |

| Subtotal Sponsorships | | | $_______ |

Other Revenue

| Source | Projected Revenue |

|--------|-------------------|

| Grants | $_______ |

| Donations | $_______ |

| Merchandise Sales | $_______ |

| Concessions | $_______ |

| Facility Rentals | $_______ |

| Equipment Rentals | $_______ |

| Interest Income | $_______ |

| Other | $_______ |

| Subtotal Other Revenue | $_______ |

TOTAL PROJECTED REVENUE | $_______

Expense Budget

Personnel Costs

| Position | # Staff | Annual Salary/Wage | Total Cost |

|----------|---------|-------------------|------------|

| Executive Director | _______ | $_______ | $_______ |

| Program Director | _______ | $_______ | $_______ |

| Head Coach | _______ | $_______ | $_______ |

| Assistant Coaches | _______ | $_______ | $_______ |

| Administrative Staff | _______ | $_______ | $_______ |

| Part-Time Staff | _______ | $_______ | $_______ |

| Subtotal Salaries | | | $_______ |

Payroll Taxes and Benefits

| Item | Percentage | Amount |

|------|------------|--------|

| Payroll Taxes (FICA, etc.) | 7.65% | $_______ |

| Workers Compensation Insurance | ___% | $_______ |

| Health Insurance | | $_______ |

| Retirement Contributions | ___% | $_______ |

| Other Benefits | | $_______ |

| Subtotal Taxes & Benefits | | $_______ |

TOTAL PERSONNEL COSTS | $_______

Facility Costs

| Item | Monthly Cost | Annual Cost |

|------|--------------|-------------|

| Facility Rental/Lease | $_______ | $_______ |

| Utilities (Electric, Water, Gas) | $_______ | $_______ |

| Internet/Phone | $_______ | $_______ |

| Maintenance and Repairs | $_______ | $_______ |

| Cleaning Services | $_______ | $_______ |

| Property Insurance | | $_______ |

| Property Taxes (if applicable) | | $_______ |

| Subtotal Facility Costs | | $_______ |

Equipment and Supplies

| Item | Projected Cost |

|------|----------------|

| Sports Equipment (balls, bats, etc.) | $_______ |

| Protective Equipment | $_______ |

| Training Equipment | $_______ |

| Uniforms and Apparel | $_______ |

| Office Supplies | $_______ |

| Medical Supplies | $_______ |

| Technology (computers, tablets) | $_______ |

| Equipment Maintenance/Repair | $_______ |

| Subtotal Equipment & Supplies | $_______ |

Insurance

| Type | Annual Premium |

|------|----------------|

| General Liability Insurance | $_______ |

| Participant Accident Insurance | $_______ |

| Directors & Officers Insurance | $_______ |

| Property Insurance | $_______ |

| Workers Compensation | $_______ |

| Vehicle Insurance | $_______ |

| Subtotal Insurance | $_______ |

Marketing and Communications

| Item | Projected Cost |

|------|----------------|

| Website Hosting and Maintenance | $_______ |

| Social Media Advertising | $_______ |

| Print Advertising | $_______ |

| Flyers and Brochures | $_______ |

| Promotional Materials | $_______ |

| Photography/Videography | $_______ |

| Email Marketing Platform | $_______ |

| Subtotal Marketing | $_______ |

Technology and Software

| Item | Monthly Cost | Annual Cost |

|------|--------------|-------------|

| Club Management Software | $_______ | $_______ |

| Accounting Software | $_______ | $_______ |

| Email/Communication Tools | $_______ | $_______ |

| Website Platform | $_______ | $_______ |

| Payment Processing Fees | | $_______ |

| Other Software Subscriptions | $_______ | $_______ |

| Subtotal Technology | | $_______ |

Professional Services

| Service | Projected Cost |

|---------|----------------|

| Accounting/Bookkeeping | $_______ |

| Legal Services | $_______ |

| Consulting Services | $_______ |

| Background Check Services | $_______ |

| Payroll Processing | $_______ |

| Subtotal Professional Services | $_______ |

Program Expenses

| Program | Projected Cost |

|---------|----------------|

| Tournament Entry Fees | $_______ |

| Travel Expenses | $_______ |

| Referee/Official Fees | $_______ |

| Awards and Trophies | $_______ |

| Event Supplies | $_______ |

| Guest Coaches/Clinicians | $_______ |

| Subtotal Program Expenses | $_______ |

Administrative Expenses

| Item | Projected Cost |

|------|----------------|

| Bank Fees | $_______ |

| Credit Card Processing Fees | $_______ |

| Postage and Shipping | $_______ |

| Printing and Copying | $_______ |

| Membership Dues (to associations) | $_______ |

| Licenses and Permits | $_______ |

| Training and Development | $_______ |

| Board Expenses | $_______ |

| Subtotal Administrative | $_______ |

Fundraising Expenses

| Item | Projected Cost |

|------|----------------|

| Event Venue Rental | $_______ |

| Food and Beverage | $_______ |

| Entertainment | $_______ |

| Auction Items | $_______ |

| Marketing Materials | $_______ |

| Processing Fees | $_______ |

| Subtotal Fundraising Expenses | $_______ |

Contingency and Reserves

| Item | Projected Amount |

|------|------------------|

| Emergency Fund | $_______ |

| Equipment Replacement Reserve | $_______ |

| Facility Improvement Reserve | $_______ |

| Contingency (5-10% of budget) | $_______ |

| Subtotal Reserves | $_______ |

TOTAL PROJECTED EXPENSES | $_______

Budget Summary

| | Amount |

|---|--------|

| Total Projected Revenue | $_______ |

| Total Projected Expenses | $_______ |

| Net Income (Loss) | $_______ |

Cash Flow Projection

| Month | Beginning Balance | Revenue | Expenses | Ending Balance |

|-------|-------------------|---------|----------|----------------|

| January | $_______ | $_______ | $_______ | $_______ |

| February | $_______ | $_______ | $_______ | $_______ |

| March | $_______ | $_______ | $_______ | $_______ |

| April | $_______ | $_______ | $_______ | $_______ |

| May | $_______ | $_______ | $_______ | $_______ |

| June | $_______ | $_______ | $_______ | $_______ |

| July | $_______ | $_______ | $_______ | $_______ |

| August | $_______ | $_______ | $_______ | $_______ |

| September | $_______ | $_______ | $_______ | $_______ |

| October | $_______ | $_______ | $_______ | $_______ |

| November | $_______ | $_______ | $_______ | $_______ |

| December | $_______ | $_______ | $_______ | $_______ |

Budget Assumptions

Document key assumptions used in creating this budget:

  • Membership Growth: _______________________________
  • Program Participation: _______________________________
  • Pricing Changes: _______________________________
  • New Programs/Services: _______________________________
  • Major Capital Expenses: _______________________________
  • Economic Factors: _______________________________
  • Other Assumptions: _______________________________

Budget Monitoring

Monthly Review Process

  • Compare actual revenue to budgeted revenue
  • Compare actual expenses to budgeted expenses
  • Calculate variance percentages
  • Identify significant variances (>10%)
  • Investigate causes of variances
  • Adjust spending if necessary
  • Update cash flow projections
  • Report to board monthly

Quarterly Review

  • Comprehensive review of all categories
  • Update revenue projections based on actuals
  • Adjust expense budgets if needed
  • Review reserve fund adequacy
  • Assess progress toward financial goals
  • Present detailed report to board

Annual Review

  • Compare final actuals to budget
  • Calculate overall budget variance
  • Document lessons learned
  • Identify areas for improvement
  • Use data to inform next year's budget
  • Present annual financial report

Financial Ratios and Metrics

Key Performance Indicators

Operating Reserve Ratio

  • Target: 3-6 months of operating expenses
  • Calculation: Reserve Fund ÷ (Annual Expenses ÷ 12)
  • Current Ratio: _______

Program Efficiency Ratio

  • Target: 70-80% of expenses on programs
  • Calculation: Program Expenses ÷ Total Expenses
  • Current Ratio: _______

Fundraising Efficiency

  • Target: Raise $3-4 for every $1 spent
  • Calculation: Fundraising Revenue ÷ Fundraising Expenses
  • Current Ratio: _______

Revenue Diversification

  • Target: No single source >50% of revenue
  • Largest Revenue Source: _______ at ____%

Budget Approval

Prepared By: _______________________________ Date: _______

Reviewed By (Treasurer): _______________________________ Date: _______

Approved By (Board President): _______________________________ Date: _______

Board Approval Date: _______________________________

Notes and Comments

Use this space for additional notes, explanations, or comments about the budget:

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

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