Club Trip Booking and Payment Sheet

Who this is for

Bookings and payments for a club outing. Each booking records the seats taken, the deposit and balance paid and the pickup point; the sheet works out what each booking owes, the seats still free and whether the money in covers the trip.

Club and group organisers running a coach trip, theatre outing or day away, who collect money from members over several weeks.

What this helps you track

• The trip, date, seats available and your own price per seat
• Seats taken by each member and their guests
• Deposits and balances paid, and the last payment date
• What each booking still owes before the balance due date
• Seats remaining and money collected against the trip cost

How to use it

1. Fill in the trip, date, seats available, your price per seat, the total trip cost and the balance due date.
2. Add each booking with the number of seats taken, including any guests.
3. Record the deposit and balance as they come in, with the date of the latest payment.
4. Note each person's pickup point so the running list doubles as the coach list.
5. Check the summary for seats left and outstanding money before the balance due date.
6. On paper, multiply seats by price for each booking and subtract what has been paid.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Where does the price per seat come from?

It is your own figure, usually the trip cost shared across the seats plus anything your club decides to add or subsidise. The sheet does not suggest one.

How do I show a member who is paying for guests?

Put the total seats on their line, including guests, and name the guests in the pickup or notes area. The amount due is seats times your price.

What does collected less trip cost show?

It is all money received minus the total trip cost you entered. A negative figure means the club still needs more money in, or will be covering the difference.

What about refunds when someone drops out?

Reduce their seats to nil and record any refund as a note. Whether a deposit is refundable is for your club's own terms.