9/15/2003

Contest Budgeting Update

Updated budget spreadsheet Recent pricing for expenses Better estimates of quantities (volunteers, shirts,

lunches, banquets) from past contest data Suggests shirt sizing based on past contest

data Makes adjustments for # of categories (2 vs.

4/5) Automatically recalculates on sheet activation

(budget, sensitivity analyses) Locked formulae to preserve budget logic Provided semi-detailed operating instructions

9/15/2003

Contest Budget

Version 2.04

Contest Name

Budget Stage

Prepared By

State Championships TRUE

Number of Categories 5

Fly Basic? TRUE

Value UsedLow Range Nominal

(expected)

High RangeContest Net 524.12$

# Contestants 35 25 35 50 Contribution margin / pilot 102.25$ # Volunteers 20 12 20 30 Ave exp for ea pilot 127.00$ Banquet Price $25.00 15.00$ 25.00$ 25.00$ Breakeven # of pilots 30.2Banquet Cost (per person) $12.79 10.00$ 12.79$ 20.00$ Suggested Shirt Order 55

Fri Cookout (price) $5.00 3.00$ 5.00$ 7.00$

Fri Cookout (cost/ person) $3.25 2.50$ 3.25$ 5.00$

Drinks & I ce (2 day total) $110.00 80.00$ 110.00$ 150.00$ 12.79$ per personAM Food (cost per pilot) $1.00 0.80$ 1.00$ 2.00$ Entrée 9.50$ eachRegistration Fee $75.00 70.00$ 75.00$ 75.00$ Deserts 40.00$ x 2Lunch (Price) $6.00 5.00$ 6.00$ 7.00$ Setup fee -$ Lunch (Cost ea) $5.00 4.50$ 5.00$ 5.50$ Gratuity 15%Trophy Setup Fees $0.00 -$ -$ 100.00$ Big Trophy $50.00 45.00$ 50.00$ 60.00$ Medium Trophy $45.00 40.00$ 45.00$ 55.00$ Small Trophy $40.00 35.00$ 40.00$ 50.00$ State Champion Trophy $60.00 50.00$ 60.00$ 70.00$ Flight Medals $5.00 -$ 5.00$ 7.50$ Main Vol Awards $45.00 25.00$ 45.00$ 55.00$ # of Main Volunteer Awards 2 - 2 3 < Normally a minimum of 2 f or VC and VolunteerChief J udge Awards/ Gif ts $14.00 -$ 14.00$ 45.00$

J udge Awards/ Gif ts $0.00 -$ -$ 25.00$ Van Rental $0.00 -$ -$ 200.00$ Shirt Setup Fee $0.00 -$ -$ 100.00$ T-Shirts (Cost ea) $10.00 8.00$ 10.00$ 12.00$ T-Shirts (Price) $15.00 12.00$ 15.00$ 18.00$ # of Shirts Ordered 55 0 55 80Sweatshirts (Cost ea) $15.00 12.50$ 15.00$ 17.50$ Sweat shirts (price) $25.00 20.00$ 25.00$ 25.00$ # Sweats Ordered 0 0 0 24% Sweats Sold 75% 15% 75% 100%Vol Gif t Cost (ea) $0.00 -$ -$ 5.00$

Data should only be entered

on marked areas on this

sheet and the Budget sheet.

marks areas

Banquet Vendor

Output DataI nput Data

2003 Your Contest Name Here

Initial Budget

Your Name Here

Calculate Budget

Version 2.04

Contest Name

Budget Stage

Prepared By

State Championships TRUE

Number of Categories 5

Fly Basic? TRUE

Value UsedLow Range Nominal

(expected)

High RangeContest Net 524.12$

# Contestants 35 25 35 50 Contribution margin / pilot 102.25$ # Volunteers 20 12 20 30 Ave exp for ea pilot 127.00$ Banquet Price $25.00 15.00$ 25.00$ 25.00$ Breakeven # of pilots 30.2Banquet Cost (per person) $12.79 10.00$ 12.79$ 20.00$ Suggested Shirt Order 55

Fri Cookout (price) $5.00 3.00$ 5.00$ 7.00$

Fri Cookout (cost/ person) $3.25 2.50$ 3.25$ 5.00$

Drinks & I ce (2 day total) $110.00 80.00$ 110.00$ 150.00$ 12.79$ per personAM Food (cost per pilot) $1.00 0.80$ 1.00$ 2.00$ Entrée 9.50$ eachRegistration Fee $75.00 70.00$ 75.00$ 75.00$ Deserts 40.00$ x 2Lunch (Price) $6.00 5.00$ 6.00$ 7.00$ Setup fee -$ Lunch (Cost ea) $5.00 4.50$ 5.00$ 5.50$ Gratuity 15%Trophy Setup Fees $0.00 -$ -$ 100.00$ Big Trophy $50.00 45.00$ 50.00$ 60.00$ Medium Trophy $45.00 40.00$ 45.00$ 55.00$ Small Trophy $40.00 35.00$ 40.00$ 50.00$ State Champion Trophy $60.00 50.00$ 60.00$ 70.00$ Flight Medals $5.00 -$ 5.00$ 7.50$ Main Vol Awards $45.00 25.00$ 45.00$ 55.00$ # of Main Volunteer Awards 2 - 2 3 < Normally a minimum of 2 f or VC and VolunteerChief J udge Awards/ Gif ts $14.00 -$ 14.00$ 45.00$

J udge Awards/ Gif ts $0.00 -$ -$ 25.00$ Van Rental $0.00 -$ -$ 200.00$ Shirt Setup Fee $0.00 -$ -$ 100.00$ T-Shirts (Cost ea) $10.00 8.00$ 10.00$ 12.00$ T-Shirts (Price) $15.00 12.00$ 15.00$ 18.00$ # of Shirts Ordered 55 0 55 80Sweatshirts (Cost ea) $15.00 12.50$ 15.00$ 17.50$ Sweat shirts (price) $25.00 20.00$ 25.00$ 25.00$ # Sweats Ordered 0 0 0 24% Sweats Sold 75% 15% 75% 100%Vol Gif t Cost (ea) $0.00 -$ -$ 5.00$

Data should only be entered

on marked areas on this

sheet and the Budget sheet.

marks areas

Banquet Vendor

Output DataI nput Data

2003 Your Contest Name Here

Initial Budget

Your Name Here

Calculate Budget

Category Subcategory Unit $ est # Total $ Budget Actual Diff erence Category Subcategory Unit $ est # Total $

Registration 75.00$ 35 2,625$ Registration

Copying f or Regist. 150.00$ 1 150$

SAAC 5.00$ 35 175$ Programs 0.10$ 75 8$

2,800$ -$ (2,800)$

Food Food

Banquet 25.00$ 44 1,108$ Banquet 12.79$ 49 631$

Setup Fee -$ 1 -$

Drinks 2.00$ 49 99$ Friday Cookout 5.00$ 9 43$ Friday Cookout 3.25$ 47 152$

Fri AM -$ 55 -$ Fri AM 1.00$ 55 55$

Sat AM -$ 55 -$ Sat AM 1.00$ 55 55$

Lunches 6.00$ 69 412$ Lunches 5.00$ 79 393$ Drinks + I ce 110.00$ 1 110$

1,562$ -$ (1,562)$

Merchandise Merchandise

Setup Fees -$ 1 -$

Shirts 15.00$ 55 825$ Shirts 10.00$ 55 550$ Sweat Shirts 25.00$ 0 -$ Sweat Shirts 15.00$ 0 -$

825$ -$ (825)$

Fees Fees

Sanction Return 50.00$ 1 50$ Sanction 200.00$ 1 200$

I nsurance 725.00$ 1 725$

50$ -$ (50)$

Donations Awards

Safety Trophy 50.00$ 1 50$ 1st Trophies 50.00$ 5 250$

Special Trophy(s) 2nd Trophies 45.00$ 5 225$

Sponsorship(s) 3rd Trophies 40.00$ 5 200$

Flight Medals 5.00$ 42 210$

Other (1st TS, 4min) 50.00$ 2 100$

State Champions 60.00$ 4 240$

Trophy Set-up Fees -$ 1 -$

Volunteer Award(s) 45.00$ 2 90$

Chief J udge Awards 14.00$ 4 56$

J udge Awards -$ 0 -$

Volunteer Gif ts -$ 0 -$ Safety Trophy 50.00$ 1 50$

50$ -$ (50)$

Expenses & Supplies

Port-J ohns 55.00$ 3 165$

Offi ce Supplies 25.00$ 1 25$

Terminal Cleaning -$ 1 -$

Van Rental -$ 1 -$

Offi ce Supplies 25.00$ 1 25$

Totals 5,287$ -$ (5,287)$

2003 Your Contest Name HereI nitial Budget Prepared By: Your Name Here

ExpenseIncomeCategory Subcategory Unit $ est # Total $ Budget Actual Diff erence Category Subcategory Unit $ est # Total $

Registration 75.00$ 35 2,625$ Registration

Copying f or Regist. 150.00$ 1 150$

SAAC 5.00$ 35 175$ Programs 0.10$ 75 8$

2,800$ -$ (2,800)$

Food Food

Banquet 25.00$ 44 1,108$ Banquet 12.79$ 49 631$

Setup Fee -$ 1 -$

Drinks 2.00$ 49 99$ Friday Cookout 5.00$ 9 43$ Friday Cookout 3.25$ 47 152$

Fri AM -$ 55 -$ Fri AM 1.00$ 55 55$

Sat AM -$ 55 -$ Sat AM 1.00$ 55 55$

Lunches 6.00$ 69 412$ Lunches 5.00$ 79 393$ Drinks + I ce 110.00$ 1 110$

1,562$ -$ (1,562)$

Merchandise Merchandise

Setup Fees -$ 1 -$

Shirts 15.00$ 55 825$ Shirts 10.00$ 55 550$ Sweat Shirts 25.00$ 0 -$ Sweat Shirts 15.00$ 0 -$

825$ -$ (825)$

Fees Fees

Sanction Return 50.00$ 1 50$ Sanction 200.00$ 1 200$

I nsurance 725.00$ 1 725$

50$ -$ (50)$

Donations Awards

Safety Trophy 50.00$ 1 50$ 1st Trophies 50.00$ 5 250$

Special Trophy(s) 2nd Trophies 45.00$ 5 225$

Sponsorship(s) 3rd Trophies 40.00$ 5 200$

Flight Medals 5.00$ 42 210$

Other (1st TS, 4min) 50.00$ 2 100$

State Champions 60.00$ 4 240$

Trophy Set-up Fees -$ 1 -$

Volunteer Award(s) 45.00$ 2 90$

Chief J udge Awards 14.00$ 4 56$

J udge Awards -$ 0 -$

Volunteer Gif ts -$ 0 -$ Safety Trophy 50.00$ 1 50$

50$ -$ (50)$

Expenses & Supplies

Port-J ohns 55.00$ 3 165$

Offi ce Supplies 25.00$ 1 25$

Terminal Cleaning -$ 1 -$

Van Rental -$ 1 -$

Offi ce Supplies 25.00$ 1 25$

Totals 5,287$ -$ (5,287)$

2003 Your Contest Name HereI nitial Budget Prepared By: Your Name Here

ExpenseIncome

Data Entry Page

Budget Page

Contest Net 519.12$

Contribution margin / pilot 102.93$

Ave exp f or ea pilot 127.00$

Breakeven # of pilots 29.9Suggested Shirt Order 54

Output Data

9/15/2003

Sensitivity Analysis

I nput Values Output Values (Club Net)

Low Base High Low Base High

# Contestants 25 35 50 ($500.62) $519.12 $1,868.72

J udge Awards/ Gif ts -$ -$ 25.00$ $519.12 $519.12 ($180.88)Banquet Cost (per person) 10.00$ 12.79$ 20.00$ $656.69 $519.12 $163.59Banquet Price 15.00$ 25.00$ 25.00$ $76.02 $519.12 $519.12Vol Gif t Cost (ea) -$ -$ 5.00$ $519.12 $519.12 $189.12T-Shirts (Price) 12.00$ 15.00$ 18.00$ $357.12 $519.12 $681.12Flight Medals -$ 5.00$ 7.50$ $729.12 $519.12 $414.12

# of Shirts Ordered 0 54 80 $249.12 $519.12 $289.12T-Shirts (Cost ea) 8.00$ 10.00$ 12.00$ $627.12 $519.12 $411.12Van Rental -$ -$ 200.00$ $519.12 $519.12 $319.12Chief J udge Awards/ Gif ts -$ 14.00$ 45.00$ $575.12 $519.12 $395.12Registration Fee 70.00$ 75.00$ 75.00$ $344.12 $519.12 $519.12Lunch (Price) 5.00$ 6.00$ 7.00$ $450.52 $519.12 $587.72# of Main Volunteer Awards - 2 3 $609.12 $519.12 $474.12AM Food (cost per pilot) 0.80$ 1.00$ 2.00$ $541.12 $519.12 $409.12Fri Cookout (cost/ person) 2.50$ 3.25$ 5.00$ $554.18 $519.12 $437.31Big Trophy 45.00$ 50.00$ 60.00$ $554.12 $519.12 $449.12Trophy Setup Fees -$ -$ 100.00$ $519.12 $519.12 $419.12Shirt Setup Fee -$ -$ 100.00$ $519.12 $519.12 $419.12# Sweats Ordered 0 0 24 $519.12 $519.12 $609.12State Champion Trophy 50.00$ 60.00$ 70.00$ $559.12 $519.12 $479.12Lunch (Cost ea) 4.50$ 5.00$ 5.50$ $558.42 $519.12 $479.82Medium Trophy 40.00$ 45.00$ 55.00$ $544.12 $519.12 $469.12Small Trophy 35.00$ 40.00$ 50.00$ $544.12 $519.12 $469.12Drinks & I ce (2 day total) 80.00$ 110.00$ 150.00$ $549.12 $519.12 $479.12# Volunteers 12 20 30 $456.62 $519.12 $503.49Main Vol Awards 25.00$ 45.00$ 55.00$ $559.12 $519.12 $499.12Fri Cookout (price) 3.00$ 5.00$ 7.00$ $502.12 $519.12 $536.12Sweatshirts (Cost ea) 12.50$ 15.00$ 17.50$ $519.12 $519.12 $519.12Sweat shirts (price) 20.00$ 25.00$ 25.00$ $519.12 $519.12 $519.12% Sweats Sold 15% 75% 100% $519.12 $519.12 $519.12

I nput Variable

Input Values Output Values (Club Net)

Low Base High Low Base High

# Contestants 25 35 50 ($500.62) $519.12 $1,868.72

J udge Awards/ Gif ts -$ -$ 25.00$ $519.12 $519.12 ($180.88)Banquet Cost (per person) 10.00$ 12.79$ 20.00$ $656.69 $519.12 $163.59Banquet Price 15.00$ 25.00$ 25.00$ $76.02 $519.12 $519.12Vol Gif t Cost (ea) -$ -$ 5.00$ $519.12 $519.12 $189.12T-Shirts (Price) 12.00$ 15.00$ 18.00$ $357.12 $519.12 $681.12Flight Medals -$ 5.00$ 7.50$ $729.12 $519.12 $414.12

# of Shirts Ordered 0 54 80 $249.12 $519.12 $289.12T-Shirts (Cost ea) 8.00$ 10.00$ 12.00$ $627.12 $519.12 $411.12Van Rental -$ -$ 200.00$ $519.12 $519.12 $319.12Chief J udge Awards/ Gif ts -$ 14.00$ 45.00$ $575.12 $519.12 $395.12Registration Fee 70.00$ 75.00$ 75.00$ $344.12 $519.12 $519.12Lunch (Price) 5.00$ 6.00$ 7.00$ $450.52 $519.12 $587.72# of Main Volunteer Awards - 2 3 $609.12 $519.12 $474.12AM Food (cost per pilot) 0.80$ 1.00$ 2.00$ $541.12 $519.12 $409.12Fri Cookout (cost/ person) 2.50$ 3.25$ 5.00$ $554.18 $519.12 $437.31Big Trophy 45.00$ 50.00$ 60.00$ $554.12 $519.12 $449.12Trophy Setup Fees -$ -$ 100.00$ $519.12 $519.12 $419.12Shirt Setup Fee -$ -$ 100.00$ $519.12 $519.12 $419.12# Sweats Ordered 0 0 24 $519.12 $519.12 $609.12State Champion Trophy 50.00$ 60.00$ 70.00$ $559.12 $519.12 $479.12Lunch (Cost ea) 4.50$ 5.00$ 5.50$ $558.42 $519.12 $479.82Medium Trophy 40.00$ 45.00$ 55.00$ $544.12 $519.12 $469.12Small Trophy 35.00$ 40.00$ 50.00$ $544.12 $519.12 $469.12Drinks & I ce (2 day total) 80.00$ 110.00$ 150.00$ $549.12 $519.12 $479.12# Volunteers 12 20 30 $456.62 $519.12 $503.49Main Vol Awards 25.00$ 45.00$ 55.00$ $559.12 $519.12 $499.12Fri Cookout (price) 3.00$ 5.00$ 7.00$ $502.12 $519.12 $536.12Sweatshirts (Cost ea) 12.50$ 15.00$ 17.50$ $519.12 $519.12 $519.12Sweat shirts (price) 20.00$ 25.00$ 25.00$ $519.12 $519.12 $519.12% Sweats Sold 15% 75% 100% $519.12 $519.12 $519.12

I nput Variable

Tornado Diagram for Top 15 Variables

-$501

$519

$657

$519

$357

$729

$249

$627

$519

$575

$344

$451

$1,869

-$181

$164

$519

$189

$681

$414

$289

$411

$319

$395

$519

$588

$76

- $700 - $400 - $100 $200 $500 $800 $1,100 $1,400 $1,700 $2,000

# Contestants

J udge Awards/Gifts

Banquet Cost (per person)

Banquet Price

Vol Gift Cost (ea)

T- Shirts (Price)

Flight Medals

# of Shirts Ordered

T- Shirts (Cost ea)

Van Rental

Chief J udge Awards/Gifts

Registration Fee

Lunch (Price)

Club Net

Tornado Diagram for Top 15 Variables

-$501

$519

$657

$519

$357

$729

$249

$627

$519

$575

$344

$451

$1,869

-$181

$164

$519

$189

$681

$414

$289

$411

$319

$395

$519

$588

$76

- $700 - $400 - $100 $200 $500 $800 $1,100 $1,400 $1,700 $2,000

# Contestants

J udge Awards/Gifts

Banquet Cost (per person)

Banquet Price

Vol Gift Cost (ea)

T- Shirts (Price)

Flight Medals

# of Shirts Ordered

T- Shirts (Cost ea)

Van Rental

Chief J udge Awards/Gifts

Registration Fee

Lunch (Price)

Club Net

High, Low, and Expected Values from Data Input Data Input PagePage are used to

calculate sensitivity

High, Low, and Expected Values from Data Input Data Input PagePage are used to

calculate sensitivity

Sensitivity Page –calculated automatically when page is viewed

9/15/2003

Estimating Shirt Quantities

Shirt Sales data from: Copperstate 2003* Bill Briski 2003* ASC 2002* Copperstate 2002Briski 2000ASC 1999Briski 1999

* Includes full sales data

Data LSQ Fit by:

Predicted Sales = 1.03 · Contestants + 0.85 · Volunteers

Since this normally involved sell-outs, will be conservative

0

10

20

30

40

50

60

70

80

0 10 20 30 40 50 60 70 80Shirts Sold

Sal

es P

red

icti

on

s

Predicted Sales

Shirts Bought

0

10

20

30

40

50

60

70

80

0 10 20 30 40 50 60 70 80Shirts Sold

Sal

es P

red

icti

on

s

Predicted Sales

Shirts Bought

9/15/2003

Estimating Shirt Sizing

Estimate proportion of shirt sizes from data Red ovals show sell outs Sizing rarely match demand Fixed amounts for S & XXL (limited demand) Proportional amounts for M, L, XL Sell out ~ higher demand Undersold = lower demand Brackets actual proportions:

2003 Copperstate

0

5

10

15

20

25

30

35

40

45

50

Sm Med Lg XL XXL

Bought

Sold

2003 Copperstate Model

2003 Copperstate

0

5

10

15

20

25

30

35

40

45

50

Sm Med Lg XL XXL

Bought

Sold

2003 Copperstate Model

2003 Briski

0

2

4

6

8

10

12

14

16

18

20

Sm Med Lg XL XXL

Bought

Sold

2003 Briski Model

2003 Briski

0

2

4

6

8

10

12

14

16

18

20

Sm Med Lg XL XXL

Bought

Sold

2003 Briski Model

2002 Az State Championships

0

5

10

15

20

25

30

35

Sm Med Lg XL XXL

Bought

Sold

2002 ASC Model

2002 Az State Championships

0

5

10

15

20

25

30

35

Sm Med Lg XL XXL

Bought

Sold

2002 ASC Model

0%

10%

20%

30%

40%

50%

60%

Med Lg XL

Low er Limit

Fit

Upper Limit

minimum % at which Shirts did not sell out

maximum % at which Shirts sold out

0%

10%

20%

30%

40%

50%

60%

Med Lg XL

Low er Limit

Fit

Upper Limit

minimum % at which Shirts did not sell out

maximum % at which Shirts sold out

9/15/2003

Nominal Shirt Sizing

Proposed Standard Sizing

Examples

Small Medium

Large Xlarge XXLarge

2 10% 42% 48% 5% of shirts remaining after subtracting Sm’s and XXLg’s

Volunteers 20 20 20 20 20

Contestants 10 20 30 40 50

Total Shirts 28 38 49 60 70

Sm 2 2 2 2 2

Med 3 4 5 6 7

Lg 12 16 21 25 29

XL 13 18 24 29 34

XXL 5 5 5 5 5

Volunteers 20 20 20 20 20

Contestants 10 20 30 40 50

Total Shirts 28 38 49 60 70

Sm 2 2 2 2 2

Med 3 4 5 6 7

Lg 12 16 21 25 29

XL 13 18 24 29 34

XXL 5 5 5 5 5

# of Volunteers has small variation: 19.2 2.6

# of Volunteers has small variation: 19.2 2.6

9/15/2003

CD Shirt Order Tool in Budget

Total Shirts Ordered 54 (54 suggested) Cons 106.0%Vols 86.0%

Size Suggested # Actual # % Min Qty 24Small 2 2 4% Sm 2

### Medium 5 5 9% Med 10%### Large 20 20 36% Lg 42%### Extra-large 23 23 42% XL 48%### XX-Large 5 5 9% XXL 5

55 55 100%

0

5

10

15

20

25

Small Medium Large Extra-large XX-Large

Suggested #

Actual #

Total Shirts Ordered 54 (54 suggested) Cons 106.0%Vols 86.0%

Size Suggested # Actual # % Min Qty 24Small 2 2 4% Sm 2

### Medium 5 5 9% Med 10%### Large 20 20 36% Lg 42%### Extra-large 23 23 42% XL 48%### XX-Large 5 5 9% XXL 5

55 55 100%

0

5

10

15

20

25

Small Medium Large Extra-large XX-Large

Suggested #

Actual #

CD can select order

amount on Data InputData Input

page

CD can select

sizes here

BoD can see CD

suggested sizes

relative to nominal

9/15/2003

Future Developments You can’t improve what you don’t measure!You can’t improve what you don’t measure! Currently capturing most sales data in

Contest Ledger … incorporate future data for better estimates

Capture shirt sizing data in Ledger to iterate sizing estimates

The Generic Contest Budget has best estimates of contest numbers

Contest Ledger data files are stored on Groundloop Society web site … detailed historical contest data is readily available to BoD and membership (with UID & Password)

9/15/2003

PAC Data Repository

to access the budget spreadsheet and other documents: http://pac.gndloop.org User name: pac Password: iac_ch69

you can FTP (upload) data or files to: ftp.gndloop.org Username: pac@gndloop.org Password:

iac_ch69 Will be put in pac.gndloop.org/uploads