Separate startup purchases from each week's running costs. Tables, easels, keyboards, storage shelves, and reusable tools may serve many sessions. Paint, paper, strings, printing, and packaging may be used up.
Include teacher preparation, sample projects, staff training, permits, insurance, deposits, signs, cleaning supplies, and a launch reserve. Do not spend the full budget on attractive equipment and leave nothing for payroll.
Decide whether to buy, hire, or partner. A music school may supply tuned instruments and suitable rooms. A ceramic studio may supply firing and specialist staff. Compare the full cost, including transport and setup.
Allow for wear. Shared headphones, brushes, cables, scissors, and cases need replacement. Keep a maintenance and replacement fund rather than treating every failure as a surprise.
For projects finished later, record the future work you still owe. A camp can look profitable on Friday while carrying weeks of firing, editing, mailing, or collection work.
Build a cash calendar through those final obligations. Supplier deposits and customer refunds may fall before you have all the income.
Your task: Mark each cost as startup, reusable allowance, weekly fixed, per-person, or work owed after camp.