Include preparation, day and night cover, food, cleaning, laundry, utilities, repairs and admin in the price. Budget using the beds you can actually sell. Compare full operating duties with the fee before deciding whether the session works.
Overnight costs include far more than beds and food. Add staff preparation, round-the-clock cover, health arrangements, laundry, cleaning, utilities, repairs, activities, transport plans, insurance, and administration.
Separate startup costs from each session. Initial training and equipment may support several weeks, but they still need to be funded. Decide how each session contributes to replacement and future maintenance.
Check supplier minimums. A venue may charge for a minimum number of beds or meals even if fewer participants arrive. Treat that commitment as fixed within the model rather than pretending it disappears with cancellations.
Budget for staff housing and meals. Include owner work at a realistic cost. A plan that only works because the owner is always unpaid and awake is not a sustainable business.
Keep a reserve for refunds, extra transport, repairs, and other duties. A reserve is cash kept available, not a promise that a bank loan will appear during an emergency.
Build a cash calendar from the first deposit through final payroll and refunds. Ask an accountant to review tax, advance payments, and cost treatment for your actual setup.
Your task: List every service that continues after the activity day ends and show where it appears in the budget.
