Parent budgeting & fees¶
Source debrief: Nationals_2026_Debrief_Parents_and_Organization.md — “Let’s talk money”
Principles¶
- Early visibility — monthly 3-line budget update (budgeted / spent / left)
- Named categories — registration, materials, pit/print, travel, meals, contingency 10–15%
- One master spreadsheet — treasurer owns; file does not rotate with volunteers
- Receipt hygiene — photo to Drive same day
- Family share — map dollars to hotel + flight + team fee, not a single blob
- Scholarships — board-approved policy; treasurer recuses on family conflicts
Illustrative nationals ballpark (planning only)¶
| Bucket | About |
|---|---|
| Program/travel (excl. personal flight/hotel) | ~$8k team scale |
| Airfare | ~$300 RT × travelers |
| Hotel | ~$200/night × rooms × nights |
Replace estimates with actuals in treasurer report.
Program fees vs donations¶
- Fees = participation cost — not tax-deductible
- Donations = voluntary, no quid pro quo — deductible when 501(c)(3) active
Treasurer provides wording per counsel.