![How to plan and track the budget of your board game cafe [template]](http://onlineyougrow.com/cdn/shop/articles/cov-budget-2_bc98c52c-d656-4c00-9222-91899eed3ae6.png?v=1715856593&width=1100)
If you don’t plan and track your board game cafe budget properly, you're setting yourself up for failure.
When we developed our strategy pack for board game cafe owners, we saw a lot of cafe owners struggling with finances and planning.
They were disorganized, had no grasp of cash flow, and were drowning in financial troubles despite having a steady stream of customers.
Don’t let this be you—stand out and succeed.
We’ve created a small, free tool to help you get started: our Budget Tracker and Planner. Let’s turn your board game cafe's finances around and set you on the path to success!
Get the budget tracker tailored for board game cafes
Most board game café owners don't know how to plan and track their budget. This spreadsheet will help you.
Example of a full budget for board game cafes
Here is an example of a (very) detailed budget for a board game cafe, to give you some inspiration
1. Rent and Utilities
| Item | Description | Monthly Cost | Annual Cost |
|---|---|---|---|
| Rent | Lease for cafe space | $4,000 | $48,000 |
| Electricity | Power consumption for lighting and gaming areas | $600 | $7,200 |
| Water | Water usage | $150 | $1,800 |
| Internet & Phone | High-speed internet and business phone | $200 | $2,400 |
| Waste Removal | Garbage and recycling services | $100 | $1,200 |
| Pest Control | Monthly pest control services | $50 | $600 |
| Insurance | Property and liability insurance | $400 | $4,800 |
2. Salaries & Wages
| Position | Number of Employees | Monthly Cost per Employee | Total Monthly Cost | Annual Cost |
|---|---|---|---|---|
| Manager | 1 | $3,500 | $3,500 | $42,000 |
| Game Masters | 3 | $2,500 | $7,500 | $90,000 |
| Baristas | 2 | $2,000 | $4,000 | $48,000 |
| Servers | 2 | $2,000 | $4,000 | $48,000 |
| Cleaner | 1 | $1,800 | $1,800 | $21,600 |
3. Game & Beverage Costs
| Item | Description | Monthly Cost | Annual Cost |
|---|---|---|---|
| Board Game Inventory | New games, expansions, and replacements | $1,000 | $12,000 |
| Beverage Inventory | Coffee, tea, soft drinks, etc. | $2,000 | $24,000 |
| Snacks & Light Bites | Pastries, sandwiches, etc. | $1,500 | $18,000 |
| Cleaning Supplies | Detergents, sanitizers, etc. | $200 | $2,400 |
| Paper Goods | Napkins, paper towels, to-go containers | $300 | $3,600 |
| Dishware & Glassware | Cups, plates, glasses, etc. | $200 | $2,400 |
4. Marketing & Advertising
| Item | Description | Monthly Cost | Annual Cost |
|---|---|---|---|
| Online Advertising | Google Ads, Facebook Ads, etc. | $300 | $3,600 |
| Social Media Management | Managing social media accounts | $500 | $6,000 |
| Print Advertising | Flyers, posters, newspaper ads | $200 | $2,400 |
| Website Maintenance | Hosting, domain, updates | $100 | $1,200 |
| Email Marketing | Email campaigns and newsletters | $150 | $1,800 |
| Promotional Events | Special events and game nights | $200 | $2,400 |
5. Miscellaneous Expenses
| Item | Description | Monthly Cost | Annual Cost |
|---|---|---|---|
| Equipment Maintenance | Regular maintenance of coffee machines and gaming equipment | $300 | $3,600 |
| Uniforms | Staff uniforms and aprons | $150 | $1,800 |
| Licenses & Permits | Health permits, business licenses, etc. | $100 | $1,200 |
| POS System | Point of Sale software and hardware | $150 | $1,800 |
| Contingency Fund | Emergency repairs and unexpected costs | $500 | $6,000 |
| Office Supplies | Stationery, pens, printer ink, etc. | $100 | $1,200 |
| Staff Training | Training programs and materials | $200 | $2,400 |
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We have studied the strategies of the best board game cafes in the world. Replicate them now!
What are the biggest expenses for a board game cafe?
Watch out for these pitfalls. Here are five major costs every board game cafe owner needs to consider, along with some tips on how to manage them effectively.
- Board game inventoryThese can take up a significant portion of your budget. You're dealing with a variety of games, and prices can vary based on popularity, rarity, and supplier. To keep these costs in check, focus on curating a balanced selection of games, negotiate better prices with distributors, and keep an eye on customer preferences. It's easy to overspend by buying too many games or opting for high-end editions that don’t add enough value.
- The staff at your cafeYour staff is essential, but paying for their wages, benefits, and training can be costly. This expense is always high because you need a certain number of employees to provide excellent service and keep things running smoothly. You can optimize labor costs by scheduling efficiently, cross-training staff, and monitoring productivity. However, be careful not to underpay or overwork your staff, as this can lead to high turnover and poor service.
- Rent and utilities of your cafePrime locations come with high rent, but they can attract more customers. Utilities like electricity, heating, and water are essential but add up quickly. To optimize these costs, negotiate favorable lease terms and invest in energy-efficient appliances and lighting. Overspending often happens when you choose a location that's too big or too fancy for your needs.
- MarketingYou need to get the word out about your board game cafe, but advertising can be pricey, whether it's online ads, social media campaigns, or traditional media. Optimize this expense by focusing on cost-effective methods like the ones we give in our pack. Overspending can happen if you invest in flashy campaigns without a clear return on investment.
- Cafe equipment and maintenance costsThis includes everything from coffee machines to seating arrangements. These are expensive because quality equipment and regular maintenance are crucial for smooth operations and customer satisfaction. Optimize by investing in durable, energy-efficient equipment and maintaining it regularly to avoid costly breakdowns. You can overspend by going for the latest high-tech gadgets you don’t really need.
How to spend less with your board game cafe?
Here are practical tips to help you, as a board game cafe owner, optimize your budget and manage expenses more effectively.
| Expense | Tips to Optimize |
|---|---|
| Board Game Collection | Partner with local game stores or publishers for discounts and exclusive deals. |
| Labor Costs | Implement a scheduling software to optimize staff hours and reduce overtime. |
| Utilities | Install LED lighting and energy-efficient appliances to reduce energy consumption. |
| Marketing | Run social media contests for your cafe and collaborate with local influencers for free exposure. |
| Cleaning Supplies | Train staff on efficient use of cleaning supplies to reduce waste. |
| Equipment Maintenance | Set up a maintenance log for regular equipment checks and servicing. |
| Rent/Mortgage | Negotiate lease terms during renewal or consider moving to a less expensive location. |
| Insurance | Regularly review insurance policies to ensure they meet current needs and compare rates annually. |
| Food and Beverage Costs | Source ingredients from local suppliers and offer a limited, high-quality menu to reduce waste. |
| Tableware | Purchase high-quality, durable tableware that can withstand frequent use. |
| POS System | Choose a POS system that offers essential features with low transaction fees and integrates with other systems. |
| Staff Training | Conduct regular in-house training sessions and use free online resources. |
| Waste Management | Implement a waste tracking system to minimize waste and donate excess food and materials. |
| Technology | Invest in multi-functional appliances and utilize cafe management software for reservations and orders. |
| Furniture | Choose durable, easy-to-clean furniture that can withstand frequent use. |
| Menu Printing | Use digital menu boards or QR codes for menu access to reduce printing costs. |
| Licensing and Permits | Stay up-to-date with local regulations to avoid fines and costly renewals. |
| Transportation | Plan delivery routes to maximize efficiency and reduce fuel costs. |
| Office Supplies | Purchase supplies in bulk and go paperless where possible with digital order systems. |
| Inventory Management | Use inventory management software to track stock levels and reduce spoilage. |
| Pest Control | Schedule monthly pest control services and maintain cleanliness standards to prevent infestations. |
| Music and Entertainment | Use a streaming service for background music and host local musicians or game nights during off-peak times. |
| Uniforms | Choose durable, easy-to-clean uniforms and offer staff a stipend for maintenance instead of using an external service. |
Copy the tactics of the best board game cafes in the world!
There are board game cafes that make way more money than you do. We have studied their tactics. Get them now!
Expenses that are just useless for a board game cafe
Yes, some expenses for your board game cafe are just unnecessary. They don't contribute to increasing revenue or improving customer experience.
| Board Game Cafe Expense | Reason It's Useless |
|---|---|
| Overly Themed Decor | Excessive thematic decorations don't necessarily attract more customers and can be a drain on the budget. |
| Premium Coffee Brands | Unless you are a high-end cafe, most customers are satisfied with mid-range coffee options. |
| Too Many Game Titles | Having an overly extensive game library increases inventory costs and can overwhelm customers. |
| High-End Gaming Tables | Top-of-the-line gaming tables are not always necessary and can be cost-prohibitive. |
| Paper Advertising | Traditional paper ads often have a lower return on investment. Don’t include them in the marketing strategy of your board game cafe. |
| Multiple Uniform Styles | Having various uniform styles increases costs without adding significant value to the customer experience. |
| Excessive Staff | Overstaffing leads to higher labor costs without necessarily improving service quality. |
| Premium Subscription Services | Expensive subscriptions for music or magazines often go unnoticed by customers. |
| Exclusive Game Editions | Using rare game editions can inflate costs and complicate supply chains. |
| Costly Furniture | High-end furniture is not always appreciated by customers and can be a significant expense. |
| Custom Printed Napkins | Personalized napkins are a minor detail that most customers overlook, and they can be expensive. |
| Unnecessary Software | Paying for software with features you don’t use is a waste of resources. |
| Premium Water Brands | Most customers are content with filtered tap water, making expensive bottled water unnecessary. |
| Extra Delivery Vehicles | Maintaining a larger fleet than needed increases operational costs. |
| Excessive Membership Fees | Paying for multiple industry memberships often yields little benefit. |
| Overly Frequent Renovations | Constantly updating decor and layout can be costly and disrupt operations. |
| Expensive Table Centerpieces | Elaborate centerpieces are often ignored by customers and add to the cost. |
| High-End Tableware | Luxury tableware is prone to damage and expensive to replace, often going unnoticed by customers. |
| Excessive Staff Meetings | Too many meetings can reduce productivity and increase labor costs. |
| Expensive Menu Designs | Frequently redesigning menus is costly and often unnecessary. |
| Unused Promotional Materials | Ordering more promotional items than needed leads to waste and unnecessary expense. Get our marketing budget planner template. |
| Paid Directory Listings | Many free listing options are available, making paid listings often redundant. |
| High-End Catering Equipment | Specialized catering equipment is often unnecessary and adds to costs without a proportional benefit. |
Stop working with a tight budget for your board game cafe!
Managing a budget for a board game cafe when funds are tight can feel like a nightmare. It's like being stuck in a game where any unexpected expense can set you back significantly.
This constant pressure makes it nearly impossible to invest in new games, events, or improvements, leaving you always chasing after expenses. It's a life filled with stress and sleepless nights.
Yes, you can continue down this path, scraping together pennies and barely making ends meet. But there's another part of the equation you might be overlooking. Instead of just trying to cut costs, you can focus on growing your revenue. More income means more breathing room and more money to invest in your cafe.
And no, you don't necessarily have to spend money to grow. There are plenty of zero-cost initiatives and strategies that can help you increase your revenue by 10%, 20%, or more. We've detailed all of these strategies in our guides, after studying dozens of board game cafes just like yours. Get them now!
Make your board game cafe more profitable
We have studied the strategies of the best board game cafes in the world. All their tactics are explained in our pack!
