Getting the budget right is one of the most important parts of planning a school camp. It affects everything from where you can go to how many students can take part and it’s often one of the first questions parents ask.
This page walks through what to include in your camp budget, how to reduce costs for families, and ways to manage payments clearly and fairly. With a solid plan in place, you can make sure cost doesn’t become a barrier to a great camp experience.
Understand the Full Cost of Camp
Before you can start setting prices or planning fundraising, you’ll need a clear idea of what the camp will actually cost. It’s easy to underestimate how quickly the little things add up, so it’s worth sitting down early and listing every expense, even the small ones.
Common costs to include:
- Camp fees: Accommodation, catering, instructor-led activities, and any facility charges
- Transport: Bus hire, fuel costs, or vehicle use for gear or extra staff
- Gear or equipment hire: Tents, outdoor gear, or safety equipment (if not included in the camp package)
- Staff or helper costs: Relief teacher cover, food and transport for parent helpers
- Admin costs: Printing, phone calls, stationery, or signage
- Contingency fund: It’s a good idea to build in a buffer for last-minute changes, extra gear, or emergencies
Having a complete list from the start makes it easier to price fairly and avoid unexpected costs down the line.
Note: School policies on charges for camps and trips must follow Ministry of Education guidelines. Please consult your school’s policy and refer to the Ministry’s full guidance here.
Build a Working Budget
Once you’ve listed all your expected costs, the next step is to turn that into a clear, workable budget. This will help you set realistic expectations, communicate with families, and guide any fundraising or school support.
Estimate Per-Student Costs
Start by dividing your total estimated costs by the number of students attending. Be sure to include:
- All fixed and variable costs from your planning list
- A small buffer in case some students drop out or unexpected expenses arise
- Any planned support for students needing financial assistance
If some costs are being covered by the school or through fundraising, note those separately so you can clearly see the gap to be filled by families.
Communicate Costs Early
The sooner you share the expected cost with families, the better. Even if the final amount might change slightly, giving an early estimate:
- Helps parents plan ahead
- Reduces the likelihood of late withdrawals
- Builds trust through transparency
It can also be helpful to provide a simple breakdown, even a rough one. Showing how the cost has been calculated. This avoids confusion and shows that careful planning has gone into it.
Reducing the Cost for Families
Keeping costs manageable is key to making camp accessible for all students. Even a small reduction in the per-student cost can make a big difference and with a bit of creativity, there are often ways to bring the overall cost down.
Fundraising Ideas
Fundraising is a great way to offset part of the cost, and it can also help build a sense of teamwork before the camp even begins. Some popular options include:
- Sausage sizzles or bake sales
- Raffles with prizes donated by local businesses
- Car washes, quiz nights, or community events
- Sponsored challenges (e.g. fun runs, read-a-thons)
Get fundraising organised early so families have time to contribute and plan around other school events. Send home forms and info well in advance, especially for events that require volunteers, donations, or sponsorship.
It’s also worth having a back-up plan for fundraising days in case a key parent helper is unavailable at the last minute. Having one or two standby helpers or a simplified version of the activity can help things go ahead smoothly.
School Contributions and Grants
Check if your school has discretionary funds that can be used for camps, especially to support students who might otherwise miss out. You can also look into:
- PTA or Board funding
- Local business sponsorships
- Community or education grants
- Support from local service clubs (e.g. Lions or Rotary)
Even small contributions from different sources can help lower the amount you need to ask from families.
Collecting Payments and Managing Money
Clear communication and simple systems make it easier for families to stay on top of payments — and for you to keep everything organised.
Set Payment Timelines
Establish a simple payment schedule and share it with parents as early as possible. For example:
- A deposit to secure the student’s place
- One or two instalments leading up to the full balance
- A clear deadline for final payment
If you’re using a school app or online payment platform, check whether it charges transaction fees. Some systems add around 3% at checkout, so you may need to either:
- Adjust the total amount slightly to cover the fee, or
- Communicate this clearly so parents aren’t caught off guard at payment time
Try to align payment dates with any planned fundraising so families have time to contribute before payments are due.
Using School Accounts and Receipts
If your school has a system for managing trip payments, use it. It keeps things transparent and traceable. You might also consider:
- Providing payment tracking sheets
- Offering online payment options through the school portal
- Issuing receipts so families have a record
Staying organised not only helps with admin, it also makes it easier to report back to leadership or manage similar camps in the future.
Once your budget is in place and funding sorted, the next priority is making sure your camp meets all the right safety requirements. Head over to our guide on Health and Safety Planning for School Camps for help with RAMS forms, supervision ratios, and keeping everyone safe.
