Free tool
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.
Free tool, no sign up
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.
Meet entries are the one gym expense with no mercy in it. The host wants a list and a payment by a date, the money stops being refundable, and if a family has not paid you by then, you have paid for them. Owners feel this every fall and rarely total it up across a whole season.
This calculator does that total. It takes your entry fee and coach fee per athlete per meet, multiplies across the season, then shows how much of it you are carrying at the lock date and how much of that you never see again. The last figure spreads the loss across every athlete on your team, which is the number to hold in your head when you set next season fees.
Your result
Competition money billed per season
$36,162
Every entry and coach fee dollar that passes through the gym in a season.
Fronted at the lock dates
$4,339
Money you owe meet hosts before the families have paid you for it.
Never collected
$1,519
What is still unpaid once your late collection effort runs out.
Write off per competitive athlete
$36.16
The season write off spread across every athlete on the team.
The write off per athlete is the figure to compare against your team fee before you set next season prices.
Why the lock date is the number that matters
Before the lock date, an unpaid entry is a collections problem. After it, the entry is bought and the money is yours to lose. That is why the honest exposure figure is not total accounts receivable, it is the share still owing on the day the host closes entries.
Gyms that shrink this number rarely do it by chasing harder. They do it by moving the internal deadline ahead of the host deadline, usually by two weeks, and by refusing to submit an entry that is not paid. That policy is uncomfortable exactly once per family.
Where the coach fee hides
Owners tend to model entry fees and forget the coach fee, which for a full weekend of sessions can rival the entry itself. Two coaches on a two day meet with hotel and per diem is real money, and it gets divided across whoever is entered.
Put the coach fee in this calculator honestly, including travel for out of state meets. If the total looks worse than you expected, the fix is usually meet selection rather than fee structure. One fewer distant meet often does more for the season budget than a fee increase does.
Questions about this calculator
What should I use for percent unpaid at the lock date?
Look at one real meet from last season and count the families still owing on the day entries closed. Most gyms that have never measured it are surprised by the answer. Use that figure rather than an average feeling across the year.
Does this include leotards, warm ups and team apparel?
No, it covers entry fees and coach fees only. Apparel is usually ordered on a different cycle with its own deadline. If you front that money too, run the calculator a second time with apparel in the coach fee field to see the combined exposure.
How do I use this when setting team fees?
Compare the write off per athlete with your current team fee. If the write off is a meaningful share of it, you are funding uncollected entries out of every other family payment, and a policy change will do more than a price change.
More free tools and working documents
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.
Now do something with that figure
The number above describes your season exactly as it runs today. Whether it is entry money you front before families pay or coach hours your schedule does not have, the fix sits in the same records: who is placed at which level, who is entered on which events, and who has paid before the lock date. Book a demo and we will put your real numbers in and show you where the figure moves.