Yep, it's expensive. It really is amazing how many things slip in.
I'll see if I can dredge up a copy of the budget from the last time I hosted the nationals to post. It's not like it's a big secret.
I think that Trophies and lumber were my biggest expense, but in different parts of the country, it's different things. Ie. Poco had a nice hall for the meetings and food, whereas Guelph needed to rent a bigass tent.
Porta potties are nasty. You can't just rent em - you gotta pay to get them cleaned out every couple of days and there's never enough toilet paper...
Then you look over at one of your best helpers make his tenth run in his 3/4 ton truck for lumber and think - man he's spending a fortune on gas to do this, better help that out...
As annoying as range vehicles can be, they're a necessity for stats collection and range masters and keeping things rolling, etc.
I've never had a problem with a club making a small profit off a large match. (ie $2K on a nationals)
The way I look at it, it helps for the organization to still be there when we come back. I've seen too many organization run things "totally non-profit" and get themselves into binds. You have to think "profit, but not much."
I usually run our provincials at a loss here. If the section's kitty is well stocked with funds (from target sales and mission fees, etc from the year) then I spend it on the provincials to show the members a good time. If the kitty's tight, the match is run tight to budget.
Back to topic, Prizes are always a challenge. You have to recognize the best - but then where do you stop on the rest? There would be no match without the rest of the competitors, hence the classes...you gotta do something there. Make it serious cash and the daggers get drawn...make it nothing and you don't get participation. It's a tough balance where you never please everyone.