# Camp budget worksheet

Source: https://backpr.com/resources/templates/camp-budget-worksheet. Last updated: 2026-11-06.

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

Free download: PDF https://backpr.com/media/templates/backpr-camp-budget-worksheet.pdf · Word https://backpr.com/media/templates/backpr-camp-budget-worksheet.docx

> 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: ______

### How to use it
- 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.

**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.

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.