CROSS-COUNTRY (traditional timing)–$200 service fee + expenses
WRESTLING–$200 service fee per day + expenses
TRACK & FIELD–$200 service fee + expenses
$200 service fee + operational expenses (staffing, M & IE, supplies, mileage, and lodging)
My accountant had me restructure my fee schedule to meet the IRS definition of a business, not a hobby. The IRS allows a business to deduct expenses, but not hobbies. In 2019, I deducted all of my start-up costs – which is subject to audit. Therefore, I need to establish a fee schedule that – on an event-by-event basis – ensures that the fee charged covers the operational expenses and service fee obligations (recouping sunk costs – equipment, website subscriptions, software updates – are not part of the equation).
This is why we need to have a discussion prior to a quote being submitted.
NOTE—special requests (e.g., chip timing) must be explicitly stated in the quote request which may increase the cost considerably.
I need to know the time-frame, specific services to provide, what staffing needs exist, and other relevant circumstances impacting the quote. Mileage and M & IE rates are determined by the GOA Services provided vary per event – nevertheless, the job duties are outlined in the current edition of the NFHS rules book and official’s manual.
EXAMPLE—let’s say I am asked to do a meet in Chinle (75 miles away)
REQUIRING LODGING & STAFFING NO LODGING OR STAFFING
$200 service fee $200
$150 staffing NA
$42 mileage $42
$41.25 M & IE $41.25
$96 Lodging NA
$10 Supplies $10
$539.25 Total $293.25
$550 QUOTED PRICE $300
When comparing quotes — A school-based enterprise is where you hire a crew from a nearby school (which I operated out of Monument Valley High School from 2001-2016). may not disclose this in the quote — All of the equipment is the school’s, and by state law (ARS 15-1105) not only is the host school responsible for paying the individuals for providing services, the school providing the equipment has to be compensated as well. I had our entry fee waived for the meet to meet this requirement
All in all, I can structure my fee schedule to be far below any school-based enterprise. Furthermore, I have never turned back an assignment. Three times in 2019-20 I filled-in for a school-based enterprise that turned back their assignment.