How to plan and track the budget of your climbing gym [template]
How to plan and track the budget of your climbing gym [template]

Copy the best climbing gyms!

There are climbing gym owners that make way more profit than you. We have analyzed their tactics. Get them now!

If you don’t plan and track your climbing gym's budget properly, you're setting yourself up for failure.

When we developed our strategy pack for climbing gym owners, we saw a lot of gym 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 members and visitors.

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 climbing gym's finances around and set you on the path to success!

Get the budget tracker tailored for climbing gyms

Most climbing gym owners don't know how to plan and track their budget. This spreadsheet will help you.

budget tracker and planner template for a climbing gym

Example of a full budget for climbing gyms

Here is an example of a (very) detailed budget for a climbing gym, to give you some inspiration

1. Rent and Utilities

Item Description Monthly Cost Annual Cost
Rent Lease for climbing gym space $7,000 $84,000
Electricity Power consumption for lighting and equipment $1,000 $12,000
Water Water usage for showers and restrooms $300 $3,600
Internet & Phone Internet service and business phone $150 $1,800
Waste Removal Garbage and recycling services $100 $1,200
Pest Control Monthly pest control services $50 $600
Insurance Property and liability insurance $600 $7,200

2. Salaries & Wages

Position Number of Employees Monthly Cost per Employee Total Monthly Cost Annual Cost
Head Coach 1 $4,500 $4,500 $54,000
Assistant Coaches 2 $3,000 $6,000 $72,000
Front Desk Staff 3 $2,000 $6,000 $72,000
Janitorial Staff 1 $2,500 $2,500 $30,000
Manager 1 $4,000 $4,000 $48,000

3. Equipment & Maintenance

Item Description Monthly Cost Annual Cost
Climbing Holds New holds and replacements $1,000 $12,000
Ropes & Harnesses Safety equipment $500 $6,000
Crash Pads Padding for bouldering areas $300 $3,600
Cleaning Supplies Detergents, sanitizers, etc. $200 $2,400
Maintenance Tools Tools for equipment upkeep $150 $1,800

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 promotions $200 $2,400

5. Miscellaneous Expenses

Item Description Monthly Cost Annual Cost
Equipment Maintenance Regular maintenance of climbing equipment $500 $6,000
Uniforms Staff uniforms and gear $200 $2,400
Licenses & Permits Business permits, safety certifications, 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

Some climbing gyms make 5x more profit than you!

We have studied the strategies of the best climbing gyms in the world. Replicate them now!

marketing strategy for a climbing gym

What are the biggest expenses for a climbing gym?

Be mindful of these critical expenses. Here are five major costs every climbing gym owner needs to consider, along with some tips on how to manage them effectively.

    • Climbing equipment and gearThese can take up a significant portion of your budget. You're dealing with specialized equipment that needs to be safe and durable. Prices can vary based on quality and brand. To keep these costs in check, focus on buying in bulk, negotiating better prices with suppliers, and maintaining the gear properly. It's easy to overspend by purchasing too much or opting for high-end gear that doesn’t add enough value.
    • Your climbing gym staffYour staff is your backbone, but paying for their wages, benefits, and training can be expensive. This cost is always high because you need a certain number of employees to provide excellent service and ensure safety. 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 climbing gymPrime locations come with high rent, but they can attract more climbers. 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 lighting and heating systems. 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 climbing gym, 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.
    • Facility maintenance and upgradesThis includes everything from climbing walls to safety mats. These are expensive because quality facilities and regular maintenance are crucial for smooth operations and customer satisfaction. Optimize by investing in durable, high-quality materials and maintaining them regularly to avoid costly repairs. You can overspend by going for the latest high-tech features you don’t really need.

How to spend less with your climbing gym?

Here are practical tips to help you, as a climbing gym owner, optimize your budget and manage expenses more effectively.

Expense Tips to Optimize
Equipment Costs Partner with local suppliers for bulk discounts on climbing holds, ropes, and other gear.
Labor Costs Implement a scheduling software to optimize staff hours and reduce overtime.
Utilities Install LED lighting and energy-efficient HVAC systems to reduce energy consumption.
Marketing Run social media contests for your climbing gym and collaborate with local influencers for free exposure.
Cleaning Supplies Train staff on efficient use of cleaning supplies to reduce waste and maintain a clean environment.
Equipment Maintenance Set up a maintenance log for regular checks and servicing of climbing walls and safety gear.
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.
Staff Training Conduct regular in-house training sessions and use free online resources to keep staff updated on safety protocols and climbing techniques.
Waste Management Implement a recycling program for used climbing gear and encourage members to participate.
Technology Invest in a robust gym management software for member check-ins, bookings, and payments.
Uniforms Choose durable, easy-to-clean uniforms and offer staff a stipend for maintenance instead of using an external service.
Licensing and Permits Stay up-to-date with local regulations to avoid fines and costly renewals.
Transportation Plan delivery routes for equipment and supplies to maximize efficiency and reduce fuel costs.
Office Supplies Purchase supplies in bulk and go paperless where possible with digital systems for member management and bookings.
Inventory Management Use inventory management software to track stock levels of climbing gear and retail items.
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 climbing events or competitions during off-peak times.

Copy the tactics of the best climbing gyms in the world!

There are climbing gyms that make way more money than you do. We have studied their tactics. Get them now!

marketing strategy for a climbing gym

Expenses that are just useless for a climbing gym

Yes, some expenses for your climbing gym are just unnecessary. They don't contribute to increasing revenue or improving the climber's experience.

Climbing Gym Expense Reason It's Useless
Overly Elaborate Wall Designs Intricate wall designs don't necessarily attract more climbers and can be a drain on the budget.
Premium Chalk Brands Most climbers are satisfied with standard chalk options, making premium brands unnecessary.
Excessive Route Variety Having too many routes can increase maintenance costs and lead to underutilized wall space.
High-End Climbing Holds Top-of-the-line holds 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 climbing gym.
Multiple Staff Uniform Styles Having various uniform styles increases costs without adding significant value to the climber's 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 climbers.
Exclusive Climbing Gear Using rare gear can inflate costs and complicate supply chains.
Costly Furniture High-end furniture in the lounge area is not always appreciated by climbers and can be a significant expense.
Custom Printed Towels Personalized towels are a minor detail that most climbers 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 climbers are content with filtered tap water, making expensive bottled water unnecessary.
Extra Rental Gear Maintaining more rental gear 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 Wall Art Elaborate wall art is often ignored by climbers and adds to the cost.
High-End Rental Shoes Luxury rental shoes are prone to damage and expensive to replace, often going unnoticed by climbers.
Excessive Staff Meetings Too many meetings can reduce productivity and increase labor costs.
Expensive Membership Cards Frequently redesigning membership cards 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 Event Equipment Specialized event equipment is often unnecessary and adds to costs without a proportional benefit.

Stop working with a tight budget for your climbing gym!

Managing a budget for a climbing gym when funds are tight can feel like an uphill battle. It's like being stuck on a challenging route where any unexpected expense can throw you off balance.

This constant pressure makes it nearly impossible to invest in new equipment or facility upgrades, leaving you always scrambling to cover costs. It's a life filled with stress and sleepless nights.

Yes, you can continue down this path, pinching 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 resources to enhance your gym.

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 climbing gyms just like yours. Get them now!

Make your climbing gym more profitable

We have studied the strategies of the best climbing gyms in the world. All their tactics are explained in our pack!

marketing strategy for a climbing gym
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