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If you don’t plan and track your cycling club's budget properly, you're setting yourself up for failure.
When we developed our strategy pack for cycling club managers, we saw a lot of club managers struggling with finances and planning.
They were disorganized, had no grasp of cash flow, and were drowning in financial troubles despite having a strong membership base.
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 cycling club's finances around and set you on the path to success!
Get the budget tracker tailored for cycling clubs
Most cycling club owners don't know how to plan and track their budget. This spreadsheet will help you.
Example of a full budget for cycling clubs
Here is an example of a (very) detailed budget for a cycling club, to give you some inspiration
1. Rent and Utilities
| Item | Description | Monthly Cost | Annual Cost |
|---|---|---|---|
| Rent | Lease for club space and storage | $2,000 | $24,000 |
| Electricity | Power consumption for lighting and equipment | $300 | $3,600 |
| Water | Water usage for showers and maintenance | $100 | $1,200 |
| Internet & Phone | Internet service and business phone | $100 | $1,200 |
| Waste Removal | Garbage and recycling services | $50 | $600 |
| Insurance | Property and liability insurance | $200 | $2,400 |
2. Salaries & Wages
| Position | Number of Employees | Monthly Cost per Employee | Total Monthly Cost | Annual Cost |
|---|---|---|---|---|
| Club Manager | 1 | $3,000 | $3,000 | $36,000 |
| Assistant Manager | 1 | $2,500 | $2,500 | $30,000 |
| Mechanics | 2 | $2,000 | $4,000 | $48,000 |
| Instructors | 3 | $2,000 | $6,000 | $72,000 |
| Receptionist | 1 | $1,800 | $1,800 | $21,600 |
3. Equipment & Maintenance
| Item | Description | Monthly Cost | Annual Cost |
|---|---|---|---|
| Bikes & Gear | Purchase and maintenance of bikes and gear | $2,000 | $24,000 |
| Tools & Supplies | Tools for bike maintenance and repair | $500 | $6,000 |
| Cleaning Supplies | Detergents, sanitizers, etc. | $100 | $1,200 |
| Uniforms | Staff uniforms and cycling kits | $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 promotions | $200 | $2,400 |
5. Miscellaneous Expenses
| Item | Description | Monthly Cost | Annual Cost |
|---|---|---|---|
| Equipment Maintenance | Regular maintenance of bikes and equipment | $300 | $3,600 |
| Licenses & Permits | Event permits, business licenses, etc. | $100 | $1,200 |
| Office Supplies | Stationery, pens, printer ink, etc. | $50 | $600 |
| Staff Training | Training programs and materials | $200 | $2,400 |
| Contingency Fund | Emergency repairs and unexpected costs | $500 | $6,000 |
Some cycling clubs make 5x more profit than you!
We have studied the strategies of the best cycling clubs in the world. Replicate them now!
What are the biggest expenses for a cycling club?
Be mindful of these critical expenses. Here are five major costs every cycling club owner needs to consider, along with some tips on how to manage them effectively.
- Bicycle and gear costsThese can take up a significant portion of your budget. You're dealing with high-quality equipment, and prices can vary based on brand, technology, and durability. To keep these costs in check, focus on bulk purchasing, negotiate better prices with suppliers, and maintain your gear to extend its lifespan. It's easy to overspend by buying too many bikes or opting for top-tier models that don’t add enough value.
- The staff at your cycling clubYour 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 operations 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 clubPrime locations come with high rent, but they can attract more members. Utilities like electricity, water, and heating are essential but can 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 large or too luxurious for your needs.
- MarketingYou need to spread the word about your cycling club, but advertising can be expensive, whether it's online ads, social media campaigns, or traditional media. Optimize this expense by focusing on cost-effective methods like the ones we provide in our pack. Overspending can occur if you invest in flashy campaigns without a clear return on investment.
- Maintenance and repair costsThis includes everything from bike maintenance to facility upkeep. These are expensive because quality maintenance and regular repairs are crucial for smooth operations and member satisfaction. Optimize by investing in durable, high-quality 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 cycling club?
Here are practical tips to help you, as a cycling club owner, optimize your budget and manage expenses more effectively.
| Expense | Tips to Optimize |
|---|---|
| Bike Maintenance | Partner with local bike shops for discounted rates on regular maintenance and repairs. |
| Staff Costs | Use scheduling software to optimize staff hours and reduce overtime, ensuring instructors and support staff are utilized efficiently. |
| Utilities | Install energy-efficient lighting and equipment in your club facilities to reduce electricity costs. |
| Marketing | Run social media contests for your cycling club and collaborate with local influencers and cycling enthusiasts for free exposure. |
| Cleaning Supplies | Train staff on efficient use of cleaning supplies to reduce waste and maintain a clean environment for members. |
| Equipment Maintenance | Set up a maintenance log for regular checks and servicing of bikes and other equipment. |
| Rent/Mortgage | Negotiate lease terms during renewal or consider moving to a less expensive location if feasible. |
| Insurance | Regularly review insurance policies to ensure they meet current needs and compare rates annually to get the best deal. |
| Event Costs | Use cost-effective, eco-friendly materials for event setups and offer discounts for members who bring their own gear. |
| Club Gear | Purchase high-quality, durable gear that can withstand frequent use and offer it to members at a reasonable price. |
| Membership Management System | Choose a system that offers essential features with low transaction fees and integrates with other club management tools. |
| Staff Training | Conduct regular in-house training sessions for staff and use free online resources to keep them updated on best practices. |
| Waste Management | Implement a recycling program and encourage members to minimize waste by using reusable water bottles and gear. |
| Technology | Invest in multi-functional equipment and utilize club management software for scheduling, memberships, and event planning. |
| Uniforms | Choose durable, easy-to-clean uniforms for staff and offer 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, ensuring all club activities are compliant. |
| Transportation | Plan group ride routes to maximize efficiency and reduce fuel costs for support vehicles. |
| Office Supplies | Purchase supplies in bulk and go paperless where possible with digital systems for member management and communication. |
| Inventory Management | Use inventory management software to track stock levels of club gear and supplies, reducing the risk of overstocking or shortages. |
| Pest Control | Schedule regular pest control services and maintain cleanliness standards in club facilities to prevent infestations. |
| Music and Entertainment | Use a streaming service for background music in the club and host local musicians or DJs during special events. |
Copy the tactics of the best cycling clubs in the world!
There are cycling clubs that make way more money than you do. We have studied their tactics. Get them now!
Expenses that are just useless for a cycling club
Yes, some expenses for your cycling club are just unnecessary. They don't contribute to enhancing member experience or improving club operations.
| Cycling Club Expense | Reason It's Useless |
|---|---|
| High-End Clubhouse Decor | Overly lavish clubhouse decorations don't necessarily attract more members and can be a drain on the budget. |
| Premium Bike Brands | Unless you are catering to elite cyclists, most members are satisfied with mid-range bike options. |
| Excessive Event Offerings | Hosting too many events increases costs and can lead to lower attendance per event. |
| Top-of-the-Line Equipment | High-end cycling equipment is 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 cycling club. |
| Multiple Jersey Styles | Having various jersey styles increases costs without adding significant value to the member 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 members. |
| Exclusive Nutrition Products | Using rare nutrition products can inflate costs and complicate supply chains. |
| Costly Furniture | High-end furniture in the clubhouse is not always appreciated by members and can be a significant expense. |
| Custom Printed Water Bottles | Personalized water bottles are a minor detail that most members 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 members are content with filtered tap water, making expensive bottled water unnecessary. |
| Extra Support 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 the clubhouse decor and layout can be costly and disrupt operations. |
| Expensive Event Decorations | Elaborate event decorations are often ignored by members and add to the cost. |
| High-End Tableware | Luxury tableware in the clubhouse is prone to damage and expensive to replace, often going unnoticed by members. |
| Excessive Staff Meetings | Too many meetings can reduce productivity and increase labor costs. |
| Expensive Event Flyers | Frequently redesigning event flyers 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 for events is often unnecessary and adds to costs without a proportional benefit. |
Stop working with a tight budget for your cycling club!
Managing a budget for a cycling club when funds are tight can feel like an uphill battle. It's like being stuck in a never-ending race where any unexpected expense can throw you off course.
This constant pressure makes it nearly impossible to invest in growth projects, leaving you always pedaling just to keep up with expenses. It's a life filled with stress and sleepless nights.
Yes, you can continue down this path, scraping together resources 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 club's activities and events.
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 cycling clubs just like yours. Get them now!
Make your cycling club more profitable
We have studied the strategies of the best cycling clubs in the world. All their tactics are explained in our pack!
