Startup costs happen before the first camp day. List them separately from the cost of running each week.
A day-camp startup list may include site deposits, business setup, contract review, insurance deposits, first-aid supplies, radios, signs, staff screening, paid training, program planning, storage bins, booking setup, and the first supply order.
Also allow for time. Someone must answer questions, read forms, hire workers, test bookings, and prepare the rooms. Put a value on owner work even if cash is tight.
Make three columns: the full cost, the payment due date, and whether the money is refundable. A $2,000 refundable site deposit is still $2,000 you cannot use to pay wages while it is held.
Do not spend all advance fees on decoration and advertising. Those fees may still need to pay for the promised service or be returned under your terms and local law.
Use a simple cash diary: opening bank balance, money received, bills due, refunds due, tax money held, and closing balance. Review it by week before camp and more often during a busy launch.
The SBA provides startup-cost and break-even planning guidance.1 Your actual budget should use quotes for this site and this season.
Do this next: Mark every cost that must be paid before you know whether the week will fill.
Sources for this page
- U.S. Small Business Administration, Plan your business. Business planning and cost-model guidance. The camp examples in this book are original, fictional teaching models. ↩