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If you don’t plan and track your martial arts school budget properly, you're setting yourself up for failure.
When we developed our strategy pack for martial arts school owners, we saw a lot of school owners struggling with finances and planning.
They were disorganized, had no grasp of cash flow, and were drowning in financial troubles despite having substantial student enrollment.
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 martial arts school's finances around and set you on the path to success!
Get the budget tracker tailored for martial arts schools
Most martial arts school owners don't know how to plan and track their budget. This spreadsheet will help you.
Example of a full budget for martial arts schools
Here is an example of a (very) detailed budget for a martial arts school, to give you some inspiration
1. Rent and Utilities
| Item | Description | Monthly Cost | Annual Cost |
|---|---|---|---|
| Rent | Lease for dojo space | $3,000 | $36,000 |
| Electricity | Power consumption for lighting and equipment | $400 | $4,800 |
| Water | Water usage for showers and restrooms | $150 | $1,800 |
| Internet & Phone | Internet service and business phone | $100 | $1,200 |
| Waste Removal | Garbage and recycling services | $80 | $960 |
| Insurance | Property and liability insurance | $300 | $3,600 |
2. Salaries & Wages
| Position | Number of Employees | Monthly Cost per Employee | Total Monthly Cost | Annual Cost |
|---|---|---|---|---|
| Head Instructor | 1 | $4,000 | $4,000 | $48,000 |
| Assistant Instructors | 2 | $2,500 | $5,000 | $60,000 |
| Administrative Staff | 1 | $2,000 | $2,000 | $24,000 |
| Cleaning Staff | 1 | $1,500 | $1,500 | $18,000 |
3. Equipment & Supplies
| Item | Description | Monthly Cost | Annual Cost |
|---|---|---|---|
| Training Equipment | Mats, punching bags, pads, etc. | $500 | $6,000 |
| Uniforms | Gi, belts, and protective gear | $300 | $3,600 |
| Cleaning Supplies | Detergents, sanitizers, etc. | $100 | $1,200 |
| Office Supplies | Stationery, pens, printer ink, etc. | $50 | $600 |
4. Marketing & Advertising
| Item | Description | Monthly Cost | Annual Cost |
|---|---|---|---|
| Online Advertising | Google Ads, Facebook Ads, etc. | $200 | $2,400 |
| Social Media Management | Managing social media accounts | $300 | $3,600 |
| Print Advertising | Flyers, posters, newspaper ads | $150 | $1,800 |
| Website Maintenance | Hosting, domain, updates | $100 | $1,200 |
| Email Marketing | Email campaigns and newsletters | $100 | $1,200 |
| Promotional Events | Special events and promotions | $150 | $1,800 |
5. Miscellaneous Expenses
| Item | Description | Monthly Cost | Annual Cost |
|---|---|---|---|
| Equipment Maintenance | Regular maintenance of training equipment | $200 | $2,400 |
| Licenses & Permits | Business licenses, certifications, etc. | $100 | $1,200 |
| Contingency Fund | Emergency repairs and unexpected costs | $300 | $3,600 |
| Staff Training | Training programs and materials | $150 | $1,800 |
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What are the biggest expenses for a martial arts school?
Be mindful of these challenges. Here are five major costs every martial arts school owner needs to consider, along with some tips on how to manage them effectively.
- Facility and Equipment CostsThese can take up a significant portion of your budget. You're dealing with specialized equipment like mats, punching bags, and protective gear, which can be costly. To keep these expenses in check, focus on purchasing durable, high-quality equipment that will last. Additionally, consider leasing options and buying used equipment in good condition. Avoid overspending on the latest gadgets that may not add substantial value to your training programs.
- Instructor Salaries and TrainingYour instructors are the heart of your school, but their wages, benefits, and ongoing training can be expensive. This cost is always high because you need skilled instructors to provide quality training and maintain student satisfaction. Optimize labor costs by scheduling classes efficiently, offering part-time positions, and cross-training staff. However, be cautious not to underpay or overwork your instructors, as this can lead to high turnover and a decline in the quality of instruction.
- Rent and Utilities of Your DojoPrime locations come with high rent, but they can attract more students. Utilities like electricity, heating, and water 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.
- Marketing and AdvertisingYou need to spread the word about your martial arts school, but advertising can be costly, whether it's online ads, social media campaigns, or traditional media. Optimize this expense by focusing on cost-effective methods like the ones we recommend in our guide. Overspending can occur if you invest in flashy campaigns without a clear return on investment.
- Insurance and Safety MeasuresThis includes liability insurance, first aid supplies, and safety equipment. These are essential for protecting your students and your business, but they can be expensive. Optimize by shopping around for the best insurance rates and investing in high-quality safety gear. You can overspend by opting for excessive coverage or unnecessary safety gadgets that don't significantly enhance student safety.
How to spend less with your martial arts school?
Here are practical tips to help you, as a martial arts school owner, optimize your budget and manage expenses more effectively.
| Expense | Tips to Optimize |
|---|---|
| Instructor Salaries | Offer part-time positions to experienced practitioners and use a tiered pay structure based on class size and experience. |
| Facility Rent | Negotiate lease terms during renewal or consider sharing space with complementary businesses like yoga studios. |
| Utilities | Install energy-efficient lighting and climate control systems to reduce utility costs. |
| Marketing | Run social media challenges for your martial arts school and collaborate with local fitness influencers for free exposure. |
| Equipment | Invest in high-quality, durable training equipment and regularly maintain it to extend its lifespan. |
| Insurance | Regularly review insurance policies to ensure they meet current needs and compare rates annually. |
| Uniforms | Offer students the option to purchase uniforms through the school at a discounted rate, and buy in bulk to save costs. |
| Cleaning Supplies | Train staff on efficient use of cleaning supplies to reduce waste and maintain hygiene standards. |
| Technology | Utilize martial arts school management software for scheduling, billing, and student tracking. |
| Staff Training | Conduct regular in-house training sessions and use free online resources to keep instructors updated on the latest techniques. |
| Licensing and Permits | Stay up-to-date with local regulations to avoid fines and costly renewals. |
| Office Supplies | Purchase supplies in bulk and go paperless where possible with digital registration and communication systems. |
| Waste Management | Implement a recycling program and encourage students to bring reusable water bottles to reduce waste. |
| Events and Competitions | Host in-house tournaments and collaborate with other local schools to share costs and increase participation. |
| Membership Management | Use membership management software to track attendance, payments, and renewals efficiently. |
| Transportation | Plan carpooling options for students attending off-site events to maximize efficiency and reduce fuel costs. |
| Decor and Ambiance | Use simple, cost-effective decor that reflects the martial arts culture and can withstand wear and tear. |
| Community Engagement | Offer free introductory classes and participate in local events to build community relationships and attract new students. |
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Expenses that are just useless for a martial arts school
Yes, some expenses for your martial arts school are just unnecessary. They don't contribute to improving student experience or increasing enrollment.
| Martial Arts School Expense | Reason It's Useless |
|---|---|
| Luxurious Decorations | Overly lavish decorations don't necessarily attract more students and can be a drain on the budget. |
| Premium Training Gear | Unless you are catering to elite athletes, most students are satisfied with mid-range options. |
| Excessive Class Offerings | A large variety of classes increases operational costs and can lead to under-enrolled sessions. |
| High-End Equipment | Top-of-the-line training 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 martial arts school. |
| Multiple Uniform Styles | Having various uniform styles increases costs without adding significant value to the student experience. |
| Excessive Staff | Overstaffing leads to higher labor costs without necessarily improving class quality. |
| Premium Subscription Services | Expensive subscriptions for music or magazines often go unnoticed by students. |
| Exclusive Training Programs | Using rare or specialized programs can inflate costs and complicate scheduling. |
| Costly Furniture | High-end furniture in common areas is not always appreciated by students and can be a significant expense. |
| Custom Printed Merchandise | Personalized merchandise like water bottles or towels are a minor detail that most students 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 students are content with filtered tap water, making expensive bottled water unnecessary. |
| Extra Training Spaces | Maintaining more training spaces 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 Decorations | Elaborate decorations are often ignored by students and add to the cost. |
| High-End Training Mats | Luxury training mats are prone to damage and expensive to replace, often going unnoticed by students. |
| Excessive Staff Meetings | Too many meetings can reduce productivity and increase labor costs. |
| Expensive Marketing Materials | Frequently redesigning marketing materials 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 martial arts school!
Managing a budget for a martial arts school when funds are tight can feel like a nightmare. It's like being trapped in a never-ending sparring match where any unexpected expense can knock you out.
This constant pressure makes it nearly impossible to invest in growth projects, 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 resources to invest in your school.
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 martial arts schools just like yours. Get them now!
Make your martial arts school more profitable
We have studied the strategies of the best martial arts schools in the world. All their tactics are explained in our pack!
