“Kids Club HQ has substantially reduced the time I spend on finance and registers. On top of that queries are answered efficiently and in good time. The customer service has been fantastic since I subscribed to the system in 2018”
Shetal Karia-Patel
Simply Out of School-St Marks

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Embarking on the adventure of starting an out of school club can be a rewarding journey. It’s not just about giving kids exciting activities to dive into after the school bell rings; it’s about creating a vibrant community hub that brings a sense of togetherness and joy. If you’re passionate about making a difference but are working with a tight budget, don’t worry! Here are a few tips to help you kickstart your club, proving that big hearts—and not big budgets—make all the difference in crafting a space where children can thrive, explore, and belong.

  • Understanding Your Local Community

    The first step in setting up a successful club is understanding what children and parents in your area are looking for. Are they looking for general childcare or are they interested in sports, arts, or academic clubs like coding or science? This can be as simple as having conversations with parents at local schools, conducting a small survey, or observing which local programs are most popular. Tailoring your club to fit the community’s needs not only ensures engagement but also lays the foundation for a supportive network.

  • Crafting a Budget-Savvy Plan

    Once you have a clear idea of your club’s focus, the next step is budgeting. Start by listing all potential expenses, including materials, rental costs (if applicable), and any other resources you might need. Remember, frugality is key – you don’t need the fanciest equipment or space to make your club a success. You can always reach out to local businesses that offer support in educational and community initiatives, either through donations or sponsorships

  • Finding the Right Space

    The location of your club is crucial. Renting a dedicated space can be expensive, so consider low-cost alternatives like community centers, public libraries, or local parks. Here is a list of alternative spaces you can consider for your club. These venues often support community programs with either free or reduced-cost space. Another option is partnering with local schools to use their facilities during after-school hours.

  • Funding and Grants

    While keeping costs low is essential, some expenses are unavoidable. Look into local grants specifically designed for community programs. Crowdfunding platforms can also be a great way to raise initial funds, and they have the added benefit of increasing community engagement and awareness of your club.

  • Marketing and Communication

    Getting the word out about your club doesn’t have to cost a fortune. Social media platforms are a free and effective way to reach parents and the community. Additionally, word-of-mouth, community bulletin boards, and collaboration with local schools for newsletters or announcements can be powerful tools. Engaging marketing materials, like flyers and posters, can be created using free online tools and distributed in local businesses or community centers.

    ‘School mail’ (where children take leaflets home in their book bags) is a great way to get the work out if you can get the school to agree to this.

  • It’s important to ensure that your club complies with local and Ofsted regulations. This includes any necessary permits, safety regulations, and insurance coverage. Although this might require some upfront cost, it’s crucial for the protection of the children and the club’s long-term success.

  • Hire the right staff

    The quality of care you provide at your club is significantly impacted by the staff you hire. It’s crucial to hire the right people who can drive your initiative and make your club a success. Here is a guide on how to navigate staffing for your club, including the legal staffing ratios and qualifications you might need.

  • Building a Community-Focused Club

    The heart of your club should be the sense of community it fosters. Engage with parents and children to receive feedback, and be prepared to adapt and evolve. Organise events or open days to strengthen the community bond and raise awareness of your club

Starting an out-of-school club on a budget is undoubtedly challenging, but with creativity, community engagement, and strategic planning, it’s entirely achievable. The key is to focus on your club’s value to the children and the community rather than the budget. With passion and dedication, your club can become a cherished part of the local landscape, providing a fun, safe, and enriching environment for children to learn, play, and grow.