Event Margin Report
Event Margin Report — How It Works
A guide to where the data comes from, what each column means, and how to use the Run? recommendation each week.
Every Monday morning, this report pulls live registration counts and financial projections for all upcoming showcase events, groups them by weekend, and calculates a margin tier for each. The goal is to surface at-risk events early enough to act — whether that means combining two low-registration events, adjusting staffing, or flagging for a cancel decision.
The report covers events in the current planning window (roughly the next 4–6 weeks) and is refreshed automatically each Monday with the latest registration data from Snowflake.
Each column in the report draws from one of three sources. Nothing is entered manually — every figure is pulled fresh each time the report is generated.
Revenue and expenses use the standard budget template amounts unless a specific tab in the Margin Calculator has been manually updated — in that case, the actual figures from that tab are used instead.
The column order in the report never changes. Here's what each one means:
| Column | What it shows |
|---|---|
Brand | Which PrepNetwork brand is running the event. PHPGHPD |
Event | Full event name as it appears in the system. |
Status | Recurring — this event has run before (matched in the 2025 historical import). New — first time this event is being held. |
Actual | Live registration count as of when the report was last generated. This is what drives the margin calculation. |
Budget | The planned / budgeted attendee target for this event, from the events system. |
Courts | Number of playing surfaces booked for the event, pulled from the events system. |
Actual Revenue | Actual Registrations × Registration Fee per head (from the budget template for that brand + event type). Reflects what the event will actually earn at current registration levels. |
Budgeted Expenses | Total projected expenses from the budget template (facilities, staff, videographer, apparel, etc.). Uses the manually-updated tab figure if one exists. |
Margin % | The core profitability metric. See formula below. |
Run? | Margin tier recommendation. See tier guide below. |
Margin % = (Actual Revenue − Budgeted Expenses) ÷ Actual Revenue
Margin is always calculated on actual registrations, not budgeted projections. A high budget target doesn't help a low-registration event — the math reflects where things stand right now.
Every event gets one of four tier labels based on its current margin. The colored stripe on each row in the report corresponds to its tier.
Combine recommendations in the report only suggest events within the same brand on the same weekend — cross-brand or cross-weekend combines are not flagged automatically.
It shows total registrations and a count of events by tier — a quick read on how the upcoming period looks overall.
These are the ones that need decisions. Red stripe = immediate attention. Orange = watch but not urgent.
The "At-Risk Events" section at the bottom of each weekend surfaces potential combines — two low-registration events in the same brand on the same weekend that could be merged.
If expenses for a specific event have been updated manually in the Margin Calculator, flag it when sending the Events Overview CSV so the report uses the actual tab figure instead of the template.
To generate a fresh report, send the updated Events_Overview.csv (four columns: EVENT, BRAND, START DATE, REGISTRATIONS ACTUAL) along with any notes on manually-updated expense tabs or combine/cancel decisions already made. The report will be regenerated and the artifact link updated — same URL every week.
The artifact link is permanent and can be bookmarked or shared. It always reflects the most recently published version.