This fictional example is a five-day day camp with up to forty participants. The fee is $225 per participant. The approved staff and site plan must independently support the real group.
Fixed costs
| Item | Fictional cost |
|---|---|
| Paid team and operating work | $6,200 |
| Site | $1,400 |
| Screening and training | $500 |
| Administration and allocated insurance | $1,100 |
| Access and participation support allowance | $600 |
| Total fixed costs | $9,800 |
Cost per participant
| Item | Fictional cost |
|---|---|
| Food | $25 |
| Materials | $20 |
| Payment and individual booking costs | $10 |
| Total variable cost | $55 |
Each paid place contributes $225 − $55 = $170. Fees alone would need $9,800 ÷ $170 = 57.65, rounded up to fifty-eight paid places. That is impossible in a forty-place camp. More enthusiasm does not fix the arithmetic.
Now assume $3,500 of confirmed support is eligible for these costs and available at the needed time. Remaining fixed costs are $9,800 − $3,500 = $6,300. Break-even becomes $6,300 ÷ $170 = 37.06, rounded up to thirty-eight paid places.
| Paid places | Fee income | Confirmed support | Total modeled cost | Operating result |
|---|---|---|---|---|
| 24 | $5,400 | $3,500 | $11,120 | −$2,220 |
| 32 | $7,200 | $3,500 | $11,560 | −$860 |
| 38 | $8,550 | $3,500 | $11,890 | $160 |
| 40 | $9,000 | $3,500 | $12,000 | $500 |
Without support, a fictional $315 fee would leave $600 at forty places: $12,600 − $12,000. That is an alternative teaching model, not a recommended price.
Your task: Show the board both the mission goal and the exact funding gap before sales open.