Set capacity using the lowest limit across staffing, rooms, toilets, backup space and activities. Check early and late care as well as the main day. Track places by date and age group so flexible bookings do not overfill a session.
Capacity is the smallest safe limit that applies at a given time. It may be set by local rules, the building, staff, toilets, indoor backup space, transport, or an activity provider.
Write a capacity record for each age band and time block. Early care can have fewer places than the main day. Swimming can have fewer places than indoor games. One more child may require another group leader, not just another chair.
For a fictional camp, suppose the room has space for 36 participants, but the approved operating plan supports only 30. Sell no more than 30. If the wet-weather arrangement supports only 24, solve that problem before selling 30. Do not plan to send six children home only when it rains.
Never count a person twice. A director who is collecting fees at the gate is not also supervising a distant field. A lifeguard has a specific water-safety role; do not assume that replaces all camp supervision.
Hold back places only for a stated reason. For example, you may need time to review support arrangements. Do not label a general space “available” until it can safely be used.
Do this next: Record the limit, reason, reviewer, and backup cover for every part of the day.
