After-School Club P&L Calculator 2025/26
Model revenue, staffing cost and profit for an after-school or holiday club. Enter session pricing, capacity, staff ratios and venue cost to see your gross margin and break-even occupancy. Ideal for school-based clubs, community organisations and private childcare operators.
Key Inputs
- Session price per child (typically £6–£20/session depending on location and length)
- Maximum capacity per session
- Actual or target occupancy %
- Number of sessions per week
- Staff-to-child ratio (Ofsted guidance: 1:8 for school-age children)
- Staff hourly cost (NLW or above)
- Venue hire or room cost per session
- Weekly overhead: insurance, consumables, activities budget
What You'll Get
- Weekly and annual revenue at target occupancy
- Weekly staffing cost based on ratio and session length
- Gross profit and gross margin %
- Break-even number of children per session
- Profit per session at full capacity
Important Notes — 2025/26 Rates & Caveats
After-school clubs in England for children under 8 must be registered with Ofsted. Clubs for children aged 8 and over do not require Ofsted registration, but many choose to register voluntarily to accept Tax-Free Childcare payments. Recommended ratio for school-age children (5–8 years) is 1:8 in group settings. From April 2025, National Living Wage is £12.21/hour — staff costs are the largest variable in club economics. Holiday clubs operating on school premises typically pay market rent of £10–£40/hour for hall and classroom space.
Frequently Asked Questions
Does an after-school club need to register with Ofsted?
Yes, if it cares for children under 8 for more than 2 hours per day. After-school clubs caring for children aged 8 and over do not legally need Ofsted registration. However, Ofsted registration is required to accept Tax-Free Childcare payments, which many parents rely on — so voluntary registration even for clubs for older children is commercially sensible.
What ratio of staff to children is required in an after-school club?
Ofsted guidance for registered after-school clubs caring for children under 8 recommends a minimum ratio of 1:8 for children aged 5–7, and 1:6 for children under 5 (though children under 5 at after-school clubs are less common). For clubs caring only for children aged 8 and over, there is no statutory ratio, but most clubs operate at 1:10–1:15 for safety and insurance purposes.
How do I set session prices for an after-school club?
Session pricing should cover: direct staffing cost (staff hourly rate × hours × number of staff based on ratio), venue hire, consumables and a margin for overhead and profit. A typical after-school session (3pm–6pm, 3 hours) for 20 children at 1:8 ratio needs 3 staff. At £13/hour staff cost, 3 staff for 3 hours = £117 staffing. Add £30 venue, £20 consumables = £167 cost. At 20 children, break-even is £8.35/child — price at £10–£12 for a healthy margin.
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