Sports Camp Terms Explained

Word or phrase	What it means in this guide
Accessibility	Making a place, service, or information usable by people with different needs.
Accommodation or adjustment	A change that helps someone take part or do a job. Legal meanings vary by place.
Accreditation	A formal review against a particular organisation's standards. It is not the same as every required legal approval.
AED	An automated external defibrillator. It is an emergency device used under its instructions and the trained response plan.
Anaphylaxis	A serious allergic reaction that can be life-threatening. It needs an urgent trained response.
Asset	Something the business owns that has value, such as equipment or cash.
Attendance	The record of who actually came, stayed, moved, and left.
Audit	A structured check of records or practices. Different audits check different things.
Backup	A person, plan, supply, or data copy ready to help when the main one fails.
Booking	A request or purchase for a place. Your terms must say when it becomes confirmed.
Break-even	The point where sales cover the costs included in the calculation.
Budget	A plan for money coming in and going out.
Camper-week	One person's place for one full week in the defined camp model.
Capacity	The maximum number you can serve under the approved safe plan.
Cash flow	When money actually enters and leaves the business.
Chargeback	A payment disputed through a bank or card provider.
Code of conduct	Written rules for safe and respectful behaviour.
Compliance	Meeting the rules that apply to the business and activity.
Consent	Agreement to a stated action or use of information, where the person can lawfully give it.
Contribution	The amount left from a sale after its variable costs, to help pay fixed costs.
Contractor	A person or business providing work under an arrangement whose legal status depends on the real facts and local rules.
Conversion rate	The share of people who take a defined next step, such as making a paid booking.
Cross-contact	An allergen getting into food through shared tools, hands, surfaces, or ingredients.
Customer acquisition cost	The defined cost of gaining one new paying customer.
Deductible	An amount you may have to bear under an insurance policy when a covered claim occurs. Check the policy.
Deposit	Money paid early. Its use and refund terms depend on the agreement and law.
Emergency action plan	A site-specific plan for getting help and protecting people during an emergency.
Exclusion	Something an insurance policy or agreement does not cover, subject to its exact wording and law.
Fixed cost	A cost treated as unchanged within a stated period and delivery plan. It may jump when the plan changes.
Forecast	A reasoned estimate of what may happen. It is not a promise.
Gross sales	Sales before the deductions defined in your reporting method. State exactly what is included.
Handover	The clear transfer of responsibility from one authorised person to another.
Incident	An event needing attention, such as injury, harm, or a significant safety failure.
Invoice	A bill that says what is owed and when to pay.
Liability	A legal responsibility or, in accounts, an amount or duty the business owes. The context matters.
Margin	The share of sales left after the costs named in the calculation.
Marketing	Helping the right people learn about and understand your offer.
Markup	The amount added to a cost, measured against that cost.
Near miss	Something that could have caused harm but did not.
Net sales	Sales after the discounts, refunds, and other deductions defined in the report.
Offering	One dated run of a program at a stated place, with its own bookings and limits.
Opt in	Actively choose to receive or allow something.
Opt out	Choose to stop receiving or allowing something, within the relevant rules.
Owner draw	Money an owner takes out of the business. It is not automatically an employee wage or business expense.
Payroll	The process of calculating, paying, and recording worker pay and related amounts.
Permit or licence	Official permission for a specified activity, subject to its conditions.
Pilot	A small, properly approved test of the service.
Policy	A written rule or approach that guides decisions.
Prepayment	Money paid before the related service or cost is used.
Privacy	Protecting people's information and handling it for lawful, clear purposes.
Procedure	The steps used to carry out a task or policy.
Program	The overall camp or coaching product, such as Beginner Basketball.
Reconcile	Check two records against each other and resolve any difference.
Refund	Money returned to the customer.
Registration	The record linking one participant to a specific offering.
Reserve	Money kept for future needs or risk. Setting it aside is not automatically an accounting expense.
Retention	In sales, keeping or regaining customers; in records, how long information is kept.
Revenue	Money earned from the business's services or products, under its accounting method. It is not the same as every bank deposit.
Risk register	A working list of hazards, controls, owners, and required decisions.
Roster	The current list of people assigned to a group, session, shift, or vehicle.
Safeguarding	The work of protecting people from abuse, exploitation, neglect, and other harm.
Sales funnel	The path from first interest to a paid booking.
Scope	The exact work and activities included in your plan or agreement.
Session	One scheduled meeting or activity period within a program or offering.
Staffing ratio	The number of participants per eligible staff member under the applicable requirements.
Surplus	What is left after the costs included in a stated plan or report. A loss is the opposite.
Variable cost	A cost that changes as the number of participants or sold units changes.
Waiver	A legal document that may seek to limit certain claims. It does not erase safety duties or guarantee protection.
Waitlist	A list of people asking to be offered a place when one becomes available.
Working cash	Money available to cover ordinary business payments as they come due.

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