Calculator
Meet entry fee exposure calculator
Enter your roster size, meet count and fee structure to see how much entry money your gym is committed to before families have paid it.
Free tools
Calculators for competitive gymnastics and cheer programs
Two working numbers most gym owners carry in their head and never write down: the money you front on meet entries, and the coach hours your team schedule actually demands.
Team decisions get made on feel far more often than owners admit. You know the fall meet season is expensive and you know the Level 4 hour is short staffed, but the size of both is usually a guess. These two calculators put a figure on each, using the inputs a gym owner already knows off the top of her head.
Both run in your browser and nothing is stored. Use realistic numbers from last season rather than the ones you wish were true. The results are most useful in the week before you set tuition or write next season meet schedule.
Calculator
Team floor hours and coaching load calculator
Enter your compulsory and optional rosters and their weekly training hours to see the coaching load your team schedule actually demands.
Working document
The meet entry control checklist
A four stage checklist that takes a meet from roster confirmation to entry lock to score records without your gym fronting money it never gets back.
Why the calculators are open with no sign up
Every owner reading this has already done this arithmetic somewhere. On the back of a meet flyer, on the whiteboard by the chalk bucket, in a notes app during a Saturday session: forty two athletes times seven meets times an entry fee plus a coach fee, then a guess at how many families still owe on the day the host closes entries. The staffing sum happens the same way. You multiply the Level 3 block by its hours, add the optional group, divide by the ratio you actually coach at on the floor, and hope the answer survives a Wednesday when somebody calls out sick.
Both of those sums are worth doing properly whether or not you ever look at VaultChalk, so there is no form, no email and no account in front of them. Put in your own numbers, read the result, close the tab. The write off per competitive athlete belongs in the conversation where you set next season team fees. The spare coach hours figure belongs in the conversation where you decide whether adding a prep level group is a scheduling change or a hiring decision. Those two answers are useful on a legal pad and they are useful here.
When the number lands harder than expected
Both calculators tend to return a figure bigger than the one owners carry in their head, and the useful question afterward is what changes before the fall meet season starts. VaultChalk holds the level chart, the entry list and the fee against each athlete in one place, which is what turns that figure into something you can act on. A demo runs on your own roster.