Still rebuilding last year’s band paperwork?

Trip quotes, uniform sheets, and meal counts tend to live in separate files. Work out the totals and print the copy you need.

Calculate trip costs

Trip & season budgets

Trip cost per student

Start with the bus quote and headcount to estimate each family’s cost.

Season budget & fair share

Add season expenses and fundraising support, then print the fair-share explanation.

Contest day & meals

Competition day

Put the schedule, adult jobs, and trailer list on one run sheet.

Meals & hospitality

Turn meal counts into portions, supplies, and serving jobs.

Uniforms & equipment

Uniform checkout

Record issued pieces, cleaning, repairs, and returns.

Equipment replacement

List instruments, equipment, and props with repair or replacement estimates.

Trip cost estimate

Program support

Buses & truck
Lodging
Meals
Fees & shirts
Total$23,825
$415per student, after support

Example: competition day

A run sheet for the pit crew, chaperones, and hospitality volunteers.

Example competition day adult jobs
TimeTaskAdult job
7:15Load trailerPit crew
8:00DepartAdult chaperones
11:30Serve lunchHospitality
Prepare competition day

Printable copies for your trip

The trip worksheet includes a working copy and a family copy.

For your committee

  • Detailed costs and calculations
  • Space for your committee’s planning notes
  • Adult jobs and follow-up tasks
Prepare the trip copies

New to the booster committee?

All guides