For band booster volunteers
Free worksheets for the messy parts of band season.
Trip costs, fair share, uniform checkout, contest-day run sheets, meals, and equipment plans — the jobs that land on whoever raised a hand at the booster meeting. There's no account and nothing to install, and what you type stays in your browser.
Six of the seven tools do real math today. The fundraiser and student-credit page is still being built — it's fine for notes, but don't trust it with totals.
Start a worksheet
Six worksheets that do the math for you.
Trip cost per student, fair share, uniform checkout, contest day, meals, and equipment replacement. Whatever you type autosaves in your browser, and any worksheet can print a packet, export a CSV, or save a backup file.
Band Trip Cost-per-Student + Parent/Admin Packet Builder
Add up the whole trip — buses, hotel nights, food, fees — then get a cost per student, a deposit schedule, and a packet you can hand to parents and admin.
- Total trip cost worksheet
- Cost-per-student note
- Deposit schedule outline
Band Fair-Share + Season Budget Calculator
Lay out what the season costs, subtract what fundraising and the program cover, and land on a fair-share number you can explain to families.
- Season budget worksheet
- Fair-share explanation notes
- Fundraising gap summary
Uniform Inventory + Checkout/Cleaning Tracker
Keep up with every jacket, bibber, and hat — who has what, what needs cleaning or repair, and what's missing on return day.
- Checkout sheet
- Size list
- Repair and cleaning list
Competition-Day Packet Builder
One Saturday packet for everybody: the itinerary, the bus and chaperone sheet, the pit crew checklist, the truck load list, and the parent reminders.
- Event itinerary worksheet
- Bus/chaperone role sheet
- Pit crew and load list
Band Meal + Hospitality Planner
Plan band camp meals and contest snacks — headcounts, the shopping list, donations, water, and who's serving each shift.
- Shopping list worksheet
- Donation signup list
- Serving schedule
Instrument / Equipment / Props Replacement Planner
List instruments, cases, props, and carts with repair notes and replacement costs, so the board can see what big purchases are coming and when.
- Inventory list worksheet
- Repair list
- Replacement schedule
Binder dividers
What job did you volunteer for?
Trip packets
The packet parents and administrators see before anyone pays a deposit.
Fair-share and budget
A plain answer to "what does fair share actually cover?" that never turns into a student ledger.
Uniforms
Who has which jacket, what needs cleaning or repair, and what has to come back on return day.
Competition day
The run sheet, load list, and adult job assignments for a long contest Saturday.
Meals and hospitality
Feeding the band: headcounts, shopping, coolers, and serving shifts. No private health details needed.
Equipment and assets
A replacement plan the director and booster board can actually act on.
Fundraisers and credits
Handoff notes for a fundraiser. Not a student-credit ledger, on purpose.
Season rhythm
Band season has a rhythm.
Camp week, game nights, contest Saturdays, fitting day, return day — each one comes with its own paperwork. These worksheets give those notes a better home than a text thread or last year's binder.
- Late July Band camp weekSee these worksheets
Meal headcounts, water plans, volunteer shifts
- August Fitting daySee these worksheets
Uniform checkout sheets, size lists, missing pieces
- Fridays Game nightSee these worksheets
Snack table, cooler labels, helper lists
- Saturdays Contest daySee these worksheets
Itinerary, bus labels, pit crew, load lists
- All season Fair-share questionsSee these worksheets
Season budget, fundraising gap, parent explanations
- Spring Trip approvalSee these worksheets
Cost per student, deposit schedule, admin packet
- May Year-end returnSee these worksheets
Uniform collection, equipment inventory, handoff notes
Guide notes
Short guides for whoever gets the binder next.
Band trip parent and admin packet notes
What to pull together before the parent meeting, approval request, and first deposit deadline.
Worth a read before you print or hand anything off. GuideFair-share and student-credit guardrails
How to explain season costs and fundraiser-credit notes without turning a worksheet into an account ledger.
Worth a read before you print or hand anything off. GuideUniform chair handoff packet notes
A practical checklist for fitting day, checkout, cleaning, repairs, missing pieces, and return day.
Worth a read before you print or hand anything off.