Skip to content

Free template · Planning and reports

Camp budget worksheet

A worksheet for planning a summer camp budget: staff, food, supplies, venue, insurance and other costs, against enrollment, fees and scholarships.

Download PDFWord version

What's in it

What the camp budget covers

At the top: Fill in your expected costs and enrollment. Try a low, expected and high number of campers to see where you break even.

Basics

  • Number of weeks
  • Campers per week (low / expected / high)
  • Weekly price per camper
  • Scholarships or discounts (total)

Staff

  • Counselors (number x hours x pay rate)
  • Director and other staff
  • Payroll taxes and workers' comp
  • Training and background checks

Program

  • Food and snacks
  • Supplies and equipment
  • Field trips and transportation
  • T-shirts and camper gear

Facility and overhead

  • Venue or facility rental
  • Insurance
  • Licensing and permit fees
  • Marketing
  • Software and card processing fees

Income

  • Camper fees
  • Grants and donations
  • Meal program reimbursement (such as USDA summer meals or CACFP)
  • Childcare subsidy or voucher payments
  • In-kind donations
  • Extended care, store or other income

Result

  • Total income
  • Total costs
  • Difference (income minus costs)
  • Break-even campers per week

Free to use and change, but not legal or medical advice. Check your state's licensing rules and your insurer's requirements, and have a lawyer review any consent or waiver language.

Tips

How to use it well

  • Separate fixed costs (venue, insurance, director) from costs that grow with campers (food, supplies, counselors).
  • Budget a little extra for no-shows, refunds and price changes.
  • Plan scholarships into the budget rather than giving them as you go.

Rules on ratios, medication and reporting vary by state. See your state in our state-by-state rules for youth programs.

FAQ

Questions, answered

How do you make a summer camp budget?

List every cost by week (staff, food, supplies, venue, insurance, transportation, marketing and payment fees), estimate campers per week, and compare total costs with fees, grants and other income.

How do you find a camp's break-even point?

Subtract each camper's weekly costs (such as food and supplies) from the weekly fee. Divide your weekly fixed costs by that amount and round up. That's how many campers per week you need to break even.

More free templates

Camp daily scheduleA sample day camp schedule from drop-off to pickup, plus a blank weekly grid for planning each group's activities.
Summer camp planning checklistA month-by-month checklist for running a summer camp, from setting dates and prices in the fall to hiring, registration, staff training and closing out the summer.
Youth program registration formAn all-in-one registration form for camps, after-school programs and classes: child and parent details, emergency contacts, pickup, health and payment.
Medical and allergy formCollects the allergy, medication and medical details staff need, plus emergency contacts and consent for emergency care.
Emergency contact formA one-page form for each child: parents, up to three emergency contacts, doctor, insurance and the health details staff need when something goes wrong.
Allergy action planA plan for one child with a serious allergy: what the child is allergic to, signs of a reaction, what staff do for mild and severe symptoms, and the doctor's sign-off.
Camp registration softwareCollect these forms online when families register, with payment plans, waitlists and pickup PINs. Free for nonprofits.
All templates58 free forms, logs, policies and plans for daycares, camps, after-school programs and classes, as PDF and Word files: registration, pickup, medical and more.

Open registration
with BackPR

Free for nonprofits. No long-term contract. We set you up and import your data at no cost.

Get startedBook a demo