Sports Club Budget Planning Template

Annual Budget Planning Worksheet for Sports Organizations

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Budget Overview

Organization Name: **\*\*\_\_\_**\*\*

Fiscal Year: \_\_\_ to \_\_\_

Budget Prepared By: **\*\*\_\_\_**\*\*

Date Prepared: **\*\*\_\_\_**\*\*

Board Approval Date: **\*\*\_\_\_**\*\*

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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 | $\_\_\_\*\*\*\*

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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 | $\_\_\_\*\*\*\*

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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 | $\_\_\_\*\*\*\*

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Budget Summary

| | Amount |

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

| Total Projected Revenue | $\_\_\_\*\*\*\* |

| Total Projected Expenses | $\_\_\_\*\*\*\* |

| Net Income (Loss) | $\_\_\_\*\*\*\* |

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Cash Flow Projection

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

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

| January | $\_\_\_ | $\_\_\_ | $\_\_\_ | $\_\_\_ |

| February | $\_\_\_ | $\_\_\_ | $\_\_\_ | $\_\_\_ |

| March | $\_\_\_ | $\_\_\_ | $\_\_\_ | $\_\_\_ |

| April | $\_\_\_ | $\_\_\_ | $\_\_\_ | $\_\_\_ |

| May | $\_\_\_ | $\_\_\_ | $\_\_\_ | $\_\_\_ |

| June | $\_\_\_ | $\_\_\_ | $\_\_\_ | $\_\_\_ |

| July | $\_\_\_ | $\_\_\_ | $\_\_\_ | $\_\_\_ |

| August | $\_\_\_ | $\_\_\_ | $\_\_\_ | $\_\_\_ |

| September | $\_\_\_ | $\_\_\_ | $\_\_\_ | $\_\_\_ |

| October | $\_\_\_ | $\_\_\_ | $\_\_\_ | $\_\_\_ |

| November | $\_\_\_ | $\_\_\_ | $\_\_\_ | $\_\_\_ |

| December | $\_\_\_ | $\_\_\_ | $\_\_\_ | $\_\_\_ |

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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: **\*\*\_\_\_**\*\*

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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

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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 \_\_\_\_%

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Budget Approval

Prepared By: **\*\*\_\_\_**\*\* Date: \_\_\_

Reviewed By (Treasurer): **\*\*\_\_\_**\*\* Date: \_\_\_

Approved By (Board President): **\*\*\_\_\_**\*\* Date: \_\_\_

Board Approval Date: **\*\*\_\_\_**\*\*

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Notes and Comments

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

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