Use this school event revenue tracking template to record ticket sales, attendance, revenue, expenses, and net revenue for each athletic event, arts performance, fundraiser, graduation, or other ticketed school activity. Enter event details and attendance targets before sales begin, then reconcile sales and expenses after the event. Compare completed templates across events to identify attendance and financial trends.
Record the event details and attendance targets before ticket sales begin.
| Field | Details |
|---|
| School/District | |
| Event Name | |
| Event Type | |
| Event Date | |
| Venue | |
| Event Coordinator | |
| Expected Attendance | |
| Actual Attendance | |
Ticket Sales Tracking
| Ticket Type | Price | Tickets Available | Tickets Sold | Tickets Remaining | Gross Revenue |
|---|
| General Admission | $ | | | | $ |
| Student | $ | | | | $ |
| Staff | $ | | | | $ |
| Senior | $ | | | | $ |
| VIP | $ | | | | $ |
| Other | $ | | | | $ |
| Total | | | | | $ |
Sales Channel Tracking
| Sales Channel | Tickets Sold | Revenue |
|---|
| Online | | $ |
| At the Door | | $ |
| School Office | | $ |
| Presale | | $ |
| Other | | $ |
| Total | | $ |
Revenue Summary
| Revenue Source | Amount |
|---|
| Gross Ticket Revenue | $ |
| Other Event Revenue | $ |
| Sponsorship Revenue | $ |
| Concessions Revenue | $ |
| Merchandise Revenue | $ |
| Total Gross Revenue | $ |
Event Expenses
| Expense Category | Estimated Cost | Actual Cost |
|---|
| Facility Costs | $ | $ |
| Staffing | $ | $ |
| Security | $ | $ |
| Custodial Services | $ | $ |
| Equipment | $ | $ |
| Marketing | $ | $ |
| Ticketing/Processing Fees | $ | $ |
| Supplies | $ | $ |
| Other | $ | $ |
| Total Expenses | $ | $ |
Net Revenue
| Metric | Amount |
|---|
| Total Gross Revenue | $ |
| Total Event Expenses | $ |
| Net Event Revenue | $ |
| Revenue Per Attendee | $ |
| Average Ticket Price | $ |
Attendance Tracking
| Metric | Result |
|---|
| Tickets Sold | |
| Tickets Scanned/Used | |
| No-Shows | |
| Walk-Up Sales | |
| Total Attendance | |
| Attendance Rate | |
Payment and Reconciliation
- Online ticket payments reconciled
- Cash sales reconciled
- Credit/debit payments reconciled
- Refunds recorded
- Processing fees recorded
- Deposits verified
- Final revenue confirmed
- Supporting financial records saved
After the event, record:
| Metric | Result |
|---|
| Total Tickets Sold | |
| Total Attendance | |
| Gross Revenue | $ |
| Total Expenses | $ |
| Net Revenue | $ |
| Attendance Rate | |
| Revenue Per Attendee | $ |
| Most Successful Ticket Type | |
| Best-Performing Sales Channel | |
Post-Event Review
- Compare projected and actual ticket sales
- Compare projected and actual revenue
- Review event expenses
- Identify the highest-performing ticket category
- Review attendance and no-show rates
- Reconcile all payments
- Record refunds and adjustments
- Document lessons learned
- Save final event financial records
- Identify improvements for the next event
Comparing attendance, sales, expenses, and net revenue helps teams prepare for future events. Districts managing ticketed events across schools or venues can use Facilitron Tickets to manage ticket sales, payments, attendance, and reporting in one platform.
