We are planning on attending Nationals Competition that requires a flight and a 4-night hotel stay in Myrtle Beach. Our parents are very budget-conscience and have raised a lot of money both individually in their own accounts and in a general account for the whole team. I need ideas on how to distribute the general money to benefit the company and help pay for expenses. I can't cut a check for each parent and really can't pay for hotel or flight. So far we thought about helping cover the cost of the classes and competition fees and setting up a breakfast buffet in the mornings at the hotel for the dancers- any other ideas to help with travel expenses??

When we did fundraising for teams, it was set up as "shares". For each event, those who participated received one share of the profit for that event. If they were in charge of the event, and no one could be in charge of more than one, they received two shares.

If it was individual, like selling Avon, then whatever their own, personal profit was, this was the amount applied to their account.

Each member had a separate spreadsheet and received a monthly statement of what they could apply to competitions.

WHen they wanted to pay for something, they had to turn in a payment request form. We would then apply that money towards what they were paying (comp fees, workshops, etc.) but none of the money ever went into their hands.

If they quit team and had money left, that money reverted to the team and was divided equally.

Personally, I would put it just towards the fees and not transportation and hotel. I think that your idea is just fine. Do not give any money to the parents.

Agree with JLL don't just give it out to the parents.
I would use that money towards entry fees, classes, etc.

Let them use their individual act money to pay for their hotel and transportation.

The only thing that you could do if it was necessary and if needed was to provide a bus for transportation to and from the event(that is only if your not staying in the same hotel)...for us baton competition are never held in hotels so renting a bus to go to/from comps work.

we do it that way too. individual sales go to their own account (candy bars, brochure sales)
group events have a sign in sheet. we add the total hours worked, divide & give each working hour a profit share. We're having a BBQ this weekend & if one person works 4 hours & another works 8, they are appropriately credited. The parents that helped with set up & acquiring supplies will also get to count those hours, so they will benefit more.
But it's got to be done in advance....unless you know how much each person worked at your fundraisers, it's going to be hard to go back & divy up the money now.
I don't know that I would want the breakfast thing set up as part of my compensation...most hotels have free continental breakfasts anymore, so that wouldn't be a savings for me.
Apply it to the classes.