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If you don’t plan and track your swimming school budget properly, you're setting yourself up for failure.
When we developed our strategy pack for swimming school owners, we saw a lot of swimming 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 enrollment numbers.
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 swimming school's finances around and set you on the path to success!
Get the budget tracker tailored for swimming schools
Most swimming school owners don't know how to plan and track their budget. This spreadsheet will help you.
Example of a full budget for swimming schools
Here is an example of a (very) detailed budget for a swimming school, to give you some inspiration
1. Rent and Utilities
| Item | Description | Monthly Cost | Annual Cost |
|---|---|---|---|
| Rent | Lease for swimming school facility | $6,000 | $72,000 |
| Electricity | Power consumption for lighting and heating | $1,000 | $12,000 |
| Water | Water usage for pools and showers | $500 | $6,000 |
| 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 | $500 | $6,000 |
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 |
| Swim Instructors | 4 | $2,500 | $10,000 | $120,000 |
| Receptionist | 1 | $2,000 | $2,000 | $24,000 |
| Maintenance Staff | 2 | $2,500 | $5,000 | $60,000 |
| Manager | 1 | $3,500 | $3,500 | $42,000 |
3. Pool & Facility Maintenance
| Item | Description | Monthly Cost | Annual Cost |
|---|---|---|---|
| Pool Chemicals | Chlorine, pH balancers, etc. | $1,000 | $12,000 |
| Cleaning Supplies | Detergents, sanitizers, etc. | $300 | $3,600 |
| Equipment Maintenance | Regular maintenance of pool equipment | $500 | $6,000 |
| Facility Repairs | Repairs and upkeep of the facility | $400 | $4,800 |
| Uniforms | Staff uniforms and swim gear | $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 |
|---|---|---|---|
| Licenses & Permits | Health permits, business licenses, etc. | $100 | $1,200 |
| Office Supplies | Stationery, pens, printer ink, etc. | $100 | $1,200 |
| Staff Training | Training programs and materials | $200 | $2,400 |
| Contingency Fund | Emergency repairs and unexpected costs | $500 | $6,000 |
Some swimming schools make 5x more profit than you!
We have studied the strategies of the best swimming schools in the world. Replicate them now!
What are the biggest expenses for a swimming school?
Be mindful of these significant expenses. Here are five major costs every swimming school owner needs to consider, along with some tips on how to manage them effectively.
- Pool maintenance and suppliesMaintaining a clean and safe pool is crucial, but it can be costly. You’re dealing with chemicals, cleaning supplies, and regular maintenance. To keep these costs in check, you should focus on efficient use of chemicals, negotiate better prices with suppliers, and schedule regular maintenance to prevent bigger issues. Finally, it's easy to overspend by buying too many supplies or opting for high-end products that don’t add enough value.
- The staff at your swimming schoolYour instructors and support staff are 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 quality instruction 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 swimming schoolPrime locations come with high rent, but they can attract more students. Utilities like electricity, water, and heating are essential but add up quickly. To optimize these costs, negotiate favorable lease terms and invest in energy-efficient systems 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 swimming school, 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.
- Swimming equipment and facility maintenance costsThis includes everything from swim gear to facility upkeep. 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 swimming school?
Here are practical tips to help you, as a swimming school owner, optimize your budget and manage expenses more effectively.
| Expense | Tips to Optimize |
|---|---|
| Pool Maintenance | Partner with local suppliers for bulk chemicals and schedule regular maintenance to prevent costly repairs. |
| Instructor Salaries | Implement a scheduling software to optimize instructor hours and reduce overtime. |
| Utilities | Install energy-efficient pool heaters and LED lighting to reduce electricity costs. |
| Marketing | Run social media contests for your swimming school and collaborate with local influencers for free exposure. |
| Cleaning Supplies | Train staff on efficient use of cleaning supplies to reduce waste and maintain hygiene standards. |
| Equipment Maintenance | Set up a maintenance log for regular checks and servicing of pool 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. |
| Swim Gear | Use cost-effective, durable swim gear and offer discounts for customers bringing their own equipment. |
| Pool Supplies | Purchase high-quality, durable pool supplies that can withstand frequent use. |
| Booking System | Choose a booking 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 recycle where possible. |
| Technology | Invest in multi-functional pool equipment and utilize management software for scheduling and customer management. |
| Towels and Laundry | Partner with a cost-effective linen service and consider reusable towels. |
| Brochure Printing | Use digital brochures or QR codes for information access to reduce printing costs. |
| Licensing and Permits | Stay up-to-date with local regulations to avoid fines and costly renewals. |
| Transportation | Plan routes for any transportation services to maximize efficiency and reduce fuel costs. |
| Office Supplies | Purchase supplies in bulk and go paperless where possible with digital 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 events 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 swimming schools in the world!
There are swimming schools that make way more money than you do. We have studied their tactics. Get them now!
Expenses that are just useless for a swimming school
Yes, some expenses for your swimming school are just unnecessary. They don't contribute to improving the quality of lessons or enhancing the student experience.
| Swimming School Expense | Reason It's Useless |
|---|---|
| Luxurious Pool Decorations | Overly lavish decorations don't necessarily attract more students and can be a drain on the budget. |
| Premium Swim Gear Brands | Unless you are catering to professional 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 Pool Equipment | Top-of-the-line pool 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 swimming 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 lesson quality. |
| Premium Subscription Services | Expensive subscriptions for music or magazines often go unnoticed by students and parents. |
| Exclusive Pool Chemicals | Using rare chemicals can inflate costs and complicate supply chains. |
| Costly Furniture | High-end furniture in waiting areas is not always appreciated by students and parents and can be a significant expense. |
| Custom Printed Towels | Personalized 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 and parents are content with filtered tap water, making expensive bottled water unnecessary. |
| Extra Pool Maintenance 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 Poolside Decorations | Elaborate decorations are often ignored by students and parents and add to the cost. |
| High-End Swimwear | Luxury swimwear is 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 Brochure Designs | Frequently redesigning brochures 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 Training Equipment | Specialized training equipment is often unnecessary and adds to costs without a proportional benefit. |
Stop working with a tight budget for your swimming school!
Managing a budget for a swimming school when funds are tight can feel overwhelming. It's like being stuck in deep water where any unexpected expense can pull you under.
This constant pressure makes it nearly impossible to invest in growth projects, leaving you always treading water just to cover 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 swimming schools just like yours. Get them now!
Make your swimming school more profitable
We have studied the strategies of the best swimming schools in the world. All their tactics are explained in our pack!
