I need to clarify this... they are given a set amount for food, and then their gas is paid for according to how far they drove. We have rarely had to pay extra at the end of the season as it's all included in our lump sum. Regionals and Nationals is separate, and only those that go have to pay.Our coaches' fees are included in our lump sum meet fees. Each coach gets paid per session, they get an allowance for fuel and for food. They don't turn in receipts, they are given a set amount. Ask around what other gyms pay their coaches per session to help you come up with an amount. And include it in the team handbook or payment information you hand out at the beginning of each competition season so that there are no surprises for the parents.