26 – Prepare Detailed Budget
The Records Manager downloads the TAP Expense/Income Record and inputs the expense and income estimates from a rough budget worksheet for the selected itinerary.
Suggestion: Highlight the income and expense estimates on the worksheet in red and remove the red highlights as budget expense and income estimates are replaced with hard figures.
Typical expenses Include:
- transportation expenses to and from the destination – parking, fuel, baggage fees, rental vehicles, tolls, and fares
- lodging fees for overnight stops to and from the destination
- food en-route and at the destination, determining which meals along the way will be covered by the Adventure budget, and which will be paid by participants, out-of-pocket
- costs associated with required training
- final destination fee
- trip insurance
- equipment—new and rentals
- stops along the way
- side trips and tours
- Adventure promotion costs
- Adventure t-shirts, caps etc.
- contingency funds
Leaders review Unit Money-Earning Application.
Typical revenue sources include:
- youth and adult leader participant fees
- unit contribution to offset some of the youth and/or adult overall Adventure costs
- fund raisers—popcorn sales, camp card sales, car washes, etc.
- additional adult fees (parents going on the Adventure, but not necessarily leaders)
- camperships, grants, etc.
The unit committee decides if the fees for adult leaders will be different than the youth fees. Enter the adult fee formula on the TAP Expense/Income Record if the adult fees are different from the youth fees.
After the detailed Adventure itinerary has been finalized and the budget has been set, a topic for discussion at an Adventure planning meeting for parents and youth should address the amount of money participants should bring to cover the costs of meals along the way, snacks, souvenirs, and other personal items.
27 – Adventure Expense, Income, and Fees
Unit treasurer prepares a participant fee payment schedule and establishes payment deadlines to ensure the unit collects sufficient funds to meet all expense payment deadlines.
Unit treasurer emails the fee payment schedule to all participants and parents.
The treasurer ensures all Adventure deposits and bills are paid on time.
As they are paid and received, the Records Manager records expense and income payments on the TAP Expense/Income Record on a timely basis and forwards all income and expense documentation to the unit treasurer.
28 – Insurance
Review guidelines and purchase additional insurance (e.g. travel interruption, contingencies, etc.) for the Adventure as determined by the unit committee and leaders.
The Records Manager enters insurance costs on the TAP Expense/Income Record.