by Don MacDowall

It’s easy to spend money but it’s better to be sure you’re spending your money on the right things. A simple budget will provide a useful element in your planning framework. ­The format and nature of your camp will determine the sort of costs you need to cover in your budget.
Some costs will depend on local circumstances or specific needs — a school or community bus will reduce transport costs while the hire of activity staff or equipment will increase the activity component.

Each camp you conduct needs to be viewed afresh. Some costs may vary with the season, the time of the week and the number of campers. Don't assume costs haven’t changed — always check. If you're not certain of current figures, allow last year's figure with a 5–10% increase. Check that staff or items you normally get at no cost are still available for your use.

Major Budget Items

Accommodation:

Campsites quote prices on different bases
• per day
• per night
• per 24 hours
• per week
• per weekend
• a fixed amount for the hire of the site regardless of the group size.
Be clear how you are going to be charged.
Some campsites require a bond, others offer 1:10 staff: student ratio free of charge.
A few campsites which offer self-catering, have extra charges for cleaning or electricity, etc.
What extra charges apply to you?
When are you expected to arrive and depart?
Deposits, booking fee and cancellation costs vary considerably; be clear which fees are refundable and which are not.

Full Catering:

Many campsites offer catering as part of the hire package.
Often it will include morning and afternoon teas and supper. Some provide a cooked breakfast, others a continental breakfast. Be clear also about which is to be the first and last meal to be provided by the campsite.

Self Catering:

Investigate economical food suppliers (close to home or close to the camp — which is best for you?).
Some meals may be brought from home. Family camps may have smorgasbords in which each family brings a small portion.
Get someone, preferably with experience, to take responsibility for this task otherwise it may be false economy. Match your menu to the equipment available — then keep it simple.
Don't forget snacks, fruit and plenty of drinks. Match the menu to the season, age and tastes of the group.

Transport:

Coaches can be hired with a driver, self-drive vehicles are also available or you can use private vehicles.
What transport do you need on-site during the camp? A coach and driver kept on-site may be a heavy cost — perhaps use a local coach company for local travel. A car on-site can give useful flexibility and safety back up.
Public transport is a limited option; the campsite would be able to advise on times and practicalities, perhaps using a combination of train and local bus.

Program:

There may be large, obvious charges as well as some hidden costs depending on your choice of program.
The budget items may include:
• Specialist staff (offered by the campsite or hired by you).
• Specialist equipment (hire or buy).
• Campsite charges (if any).
• Activities en-route or off-site (entry fees, etc.)
• Small games and sports equipment.
• Art-craft materials.
• First aid gear.

Other:

Your camp will have its own special needs. It might be:
• Pre- and post-camp information, postage and promotion.
• Insurance of staff, volunteers and equipment (hired or in transit), if not covered by the organisation.
• Contingencies — what happens if your estimate is wrong? If your plans have to be changed? If you've overlooked items?
• Security, cleaning and damage bonds may need to be negotiated. The terms and conditions of the bond need to be clearly understood before entering into any agreement. Why is it needed? Under what conditions may it be withheld? At what stage will the bond be returned?

Calculations:

Some charges — such as campsite fees — may be on a per head basis (often with a minimum number). Other charges will be a fixed amount, such as coach hire. When calculating the cost per head, remember if the number of campers fall, the fixed amount items rapidly push up the per head cost.
If numbers fall significantly, it may mean the coach hire cost per person increases. Also the campsite may have a minimum number and if your numbers fall below this, the campsite fee may increase.

Example:

You need to have some flexibility in the budget to handle these eventualities.

Balancing The Books:

As well as budgeting to spend money, you need to budget for income. It can come from many sources, depending on the nature of your organisation.
Schools and Cub Scout Packs may contribute from funds collected in small amounts each week while certain groups may be eligible to apply for grants. The usual sources will be camper fees, perhaps collected in two or three instalments, well in advance.
Fund-raising (apples, chocolates, honey, lollies, coathangers, raffles, fetes, car washes, progressive dinners) - preferably beyond the camper group and their families - may need to be considered.

Sponsorship and support (in cash or kind) may be available from local businesses, service clubs and local or state governments.

Build YOUR budget for YOUR camp