Scout Camp Cost Planner

Cost your camp

Fill in what you know. The fee per youth updates as you type, so you can test headcounts before committing.

How the fee is worked out

The planner adds campsite + food + transport + miscellaneous, then a contingency buffer. That total is divided by the number of youths, unless “Leaders also pay” is ticked.

Leaders’ food is usually in the total so youths cover it. Leaders are only asked to pay the advertised camp fee when that checkbox is on.

Campsite modes differ. Hybrid is hire plus a per-head rate. Clifford-style sites charge an event fee per youth, then camping per person: first night at one rate, extra nights at another. Leaders often camp but pay $0 event fee.

Food is priced per person per food-day, not per calendar day. Friday dinner to Sunday lunch is normally 2 food-days.

If numbers change, hire, buses and extras stay fixed. Food and per-head site fees scale. Always confirm the site quote before you advertise the fee.

Camp details

Who is going and when. Dates are for the plan and PDF only; nights away drives the site fee.

Camp name Shown on the PDF and in the saved-plan list.

Section Start date End date

Youths Youth members you expect. The comparison table tests other headcounts. Leaders / adults Leaders, parent helpers and drivers. Used for food and camping counts. Nights away Camping nights charged by the site. Fri–Sun is usually 2.

Notes Printed on the PDF. Keep it short.

Campsite

$0.00

Pick a preset to load rates, then check them against the booking officer’s quote. Fields change with the pricing mode.

Campsite Presets are starting figures only. Edit them if this weekend is priced differently. Pricing mode Flat = one hire figure. Hybrid = hire plus a rate × people × nights. Event + camping = program fee plus first night and extra nights (Clifford Park).

Hire / facility Hall, shelter or site booking fee that does not change with headcount. Youth / event rate Per youth. In Clifford-style mode this is the event or program fee, not camping. Adult / event rate Per leader for hire or event. Often $0. Leaders may still pay camping below. First night camp $ Once per camper, including leaders. Example: Clifford Park $8.50. Extra night camp $ Each night after the first, including leaders. Example: Clifford Park $6.50.

Exact quote override Paste the quoted site total here to ignore the rate maths. Clear it to go back to the formula.

Confirm campsite quotes before you advertise the youth fee.

Food

$0.00

Costed per person, per food-day — breakfast, lunch, dinner and snacks for about 24 hours.

Food-days Not calendar days. Fri night to Sun lunch is 2. Use a chip or type a custom figure. Rate $ Typical guide is $25 per person per food-day. Raise it for a shop-heavy menu.

Include leaders in food cost

Adds leaders into the food total. It does not make them pay the youth fee unless “Leaders also pay” is on.

Transport

$0.00

Fuel kitty, bus hire, tolls or parking. These stay fixed when youth numbers change. Add a row only if you have a cost.

Miscellaneous

$0.00

Activity fees, firewood, first aid, printing, badges. Add a row only if you have a cost.

Contingency % Buffer on the subtotal for price rises. 5% is typical.

Camp details

Campsite

Food

Transport

Miscellaneous

Save this plan

Email this plan