![How to plan and track the budget of your escape room [template]](http://onlineyougrow.com/cdn/shop/articles/cov-budget-1_66e0ee30-e8d5-4cc0-9c94-47466d4716b2.png?v=1715856501&width=1100)
If you don’t plan and track your escape room's budget properly, you're setting yourself up for failure.
When we developed our strategy pack for escape room owners, we saw a lot of escape room operators struggling with finances and planning.
They were disorganized, had no grasp of cash flow, and were drowning in financial troubles despite having substantial bookings.
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 escape room's finances around and set you on the path to success!
Get the budget tracker tailored for escape rooms
Most escape room owners don't know how to plan and track their budget. This spreadsheet will help you.
Example of a full budget for escape rooms
Here is an example of a (very) detailed budget for an escape room, to give you some inspiration
1. Rent and Utilities
| Item | Description | Monthly Cost | Annual Cost |
|---|---|---|---|
| Rent | Lease for escape room space | $4,000 | $48,000 |
| Electricity | Power consumption for lighting and electronics | $600 | $7,200 |
| Water | Water usage | $100 | $1,200 |
| Internet & Phone | Internet service and business phone | $150 | $1,800 |
| Waste Removal | Garbage and recycling services | $100 | $1,200 |
| Insurance | Property and liability insurance | $400 | $4,800 |
2. Salaries & Wages
| Position | Number of Employees | Monthly Cost per Employee | Total Monthly Cost | Annual Cost |
|---|---|---|---|---|
| Game Master | 2 | $2,500 | $5,000 | $60,000 |
| Customer Service Rep | 1 | $2,000 | $2,000 | $24,000 |
| Manager | 1 | $3,500 | $3,500 | $42,000 |
3. Room Setup & Maintenance
| Item | Description | Monthly Cost | Annual Cost |
|---|---|---|---|
| Props & Decor | Items for room themes and puzzles | $1,000 | $12,000 |
| Technology | Audio-visual equipment, sensors, etc. | $500 | $6,000 |
| Room Maintenance | Repairs and upkeep of rooms | $300 | $3,600 |
| Cleaning Supplies | Detergents, sanitizers, etc. | $100 | $1,200 |
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 tech equipment | $300 | $3,600 |
| Uniforms | Staff uniforms and costumes | $150 | $1,800 |
| Licenses & Permits | Business licenses and permits | $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 escape rooms make 5x more profit than you!
We have studied the strategies of the best escape rooms in the world. Replicate them now!
What are the biggest expenses for an escape room?
Be careful with these pitfalls. Here are five major costs every escape room owner needs to consider, along with some tips on how to handle them wisely.
- Room Design and PropsThese can consume a significant portion of your budget. You're dealing with intricate designs, custom props, and technology that can vary in cost. To keep these expenses in check, focus on creating versatile props that can be reused in different scenarios, negotiate better prices with suppliers, and minimize waste. It's easy to overspend by opting for overly elaborate designs or high-end materials that don’t add enough value.
- The staff at your escape roomYour 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 customer service and ensure smooth operations. 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 escape roomPrime 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 escape room, 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.
- Technology and Maintenance CostsThis includes everything from surveillance cameras to interactive puzzles. These are expensive because quality technology 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 escape room?
Here are practical tips to help you, as an escape room owner, optimize your budget and manage expenses more effectively.
| Expense | Tips to Optimize |
|---|---|
| Room Design | Partner with local artists and craftsmen for unique, cost-effective decor and props. |
| 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 escape room and collaborate with local influencers for free exposure. |
| Cleaning Supplies | Train staff on efficient use of cleaning supplies to reduce waste and maintain room hygiene. |
| Equipment Maintenance | Set up a maintenance log for regular checks and servicing of locks, puzzles, and other equipment. |
| 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. |
| Props and Puzzles | Use cost-effective, durable materials for props and puzzles, and consider DIY solutions where possible. |
| Room Technology | Invest in reliable, multi-functional tech solutions for room monitoring and puzzle integration. |
| Staff Training | Conduct regular in-house training sessions and use free online resources to keep staff updated on best practices. |
| Waste Management | Implement a waste tracking system to minimize waste and recycle materials where possible. |
| Technology | Utilize escape room management software for bookings, customer feedback, and performance tracking. |
| 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 props and supplies to maximize efficiency and reduce fuel costs. |
| Office Supplies | Purchase supplies in bulk and go paperless where possible with digital booking and management systems. |
| Inventory Management | Use inventory management software to track stock levels of props, puzzles, and other materials. |
| Pest Control | Schedule monthly pest control services and maintain cleanliness standards to prevent infestations. |
| Music and Sound Effects | Use a streaming service for background music and sound effects to enhance the escape room experience. |
Copy the tactics of the best escape rooms in the world!
There are escape rooms that make way more money than you do. We have studied their tactics. Get them now!
Expenses that are just useless for an escape room
Yes, some expenses for your escape room are just unnecessary. They don't contribute to enhancing the experience or increasing revenue.
| Escape Room Expense | Reason It's Useless |
|---|---|
| Overly Complex Puzzles | Extremely intricate puzzles can frustrate players and detract from the overall experience. |
| High-End Props | Expensive props are often not necessary to create an immersive experience and can strain your budget. |
| Multiple Room Themes | Having too many themes can dilute your brand and increase maintenance costs. |
| Premium Lighting Systems | Top-of-the-line lighting is not always needed and can be a significant expense. |
| Paper Advertising | Traditional paper ads often have a lower return on investment. Don’t include them in the marketing strategy of your escape room. |
| Custom Uniforms | 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 Puzzle Components | Using rare components 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 Materials | Personalized materials 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 Room Decorations | Elaborate decorations are often ignored by customers and add to the cost. |
| High-End Room Accessories | Luxury accessories are 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 Puzzle Designs | Frequently redesigning puzzles 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 escape room!
Managing a budget for an escape room when funds are tight can feel like you're trapped in one of your own puzzles. It's like being locked in a room where any unexpected expense can throw you off course.
This constant pressure makes it nearly impossible to invest in new themes or upgrade your facilities, leaving you always scrambling to cover costs. It's a life filled with stress and sleepless nights.
Yes, you can continue down this path, cutting corners 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 flexibility and more resources to enhance your escape room experience.
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 escape rooms just like yours. Get them now!
Make your escape room more profitable
We have studied the strategies of the best escape rooms in the world. All their tactics are explained in our pack!
