Organising a school holiday camp not only benefits the community by providing engaging and...
Are you thinking of starting an out-of-school club?
It’s a rewarding way to engage with children and provide valuable services for families, but setting up your own club requires thoughtful planning, creativity, and dedication.
In this guide, we’ll walk you through the steps to help you set up and run your out-of-school club smoothly.
1. Understand Your Community Needs
Take a moment to assess the needs of your local community. Is there a gap in after-school services? Research the demographic of the area and speak with parents, schools, and local organisations. Try to also conduct some surveys. This will ensure your club provides something truly beneficial that families will value and take advantage of.
Your Checklist:
□ Survey local families to gauge interest
□ Identify any gaps in current after-school options
□ Research local school schedules to optimise your club hours
□ Consider forming a parent advisory group to gather ongoing feedback and ensure your club continues to meet family needs
2. Design a Unique Programme
What will make your out-of-school club stand out? Focus on what kind of experience you want to offer.
Will it be a space for creative expression, physical activity, academic support, or a combination? Tailor your programme to fit the needs and interests of the children you plan to serve. Offering a niche experience, like art classes, STEM workshops, or outdoor adventures, can help you carve out your place in the market.
Make your club welcoming and accessible to children of all abilities and backgrounds. Design activities that accommodate diverse needs, train staff in inclusive practices, and ensure everyone feels included.
Your Checklist:
□ Define the niche or focus areas of your club
□ Choose a theme or unique selling point (e.g., eco-friendly, wellness-focused, or arts-driven)
□ Set clear goals for what you want kids to gain from the experience
□ Incorporate inclusivity and accessibility into your programme design
□ Train staff on how to support children with diverse needs
3. Develop a Sustainable Business Model
To run your club successfully, you’ll need a sustainable business model. Consider the pricing structure, payment options, and potential discounts for siblings or multiple bookings. You’ll also need to decide how to handle finances. Will parents pay monthly, per session, or offer bulk rates for longer-term commitments? Make sure your pricing aligns with the value you’re offering and is competitive in the local market.
Your Checklist:
□ Determine your fee structure and payment options
□ Set up accounting and financial management systems
□ Offer flexible payment plans to meet families' needs
□ Think about potential funding/sponsorship options
4. Secure a Safe and Flexible Location
The location of your club is key. Ideally, it should be close to schools or neighbourhoods where your target families live. Think about accessibility, safety, and space requirements. Will you be operating from a community centre, renting a school facility, or setting up your own premises? Ensure the space is flexible enough to accommodate different activities, such as sports, arts, games, or quiet study.
Your Checklist:
□ Visit potential locations and assess safety, security, and accessibility
□ Consider space needs: large rooms for activities, smaller spaces for quiet time, and outdoor areas
□ Check the legal and zoning requirements for using a facility for childcare or educational purposes
Finding the right venue is easy with Vivify Connect. Browse through available venues that suit your needs and book your preferred venue online, hassle-free.
The platform allows you to secure your spot with flexible options, including block bookings, which are perfect for ensuring long-term access to your preferred facilities.
Payment is straightforward, giving you peace of mind while managing your bookings efficiently.
5. Hire Passionate and Skilled Staff
The people you hire will be the backbone of your club. Not only do they need to have experience working with children, but they should also share your passion for the activities your club offers. For example, if your club is arts-focused, hiring staff with a background in teaching or mentoring in the arts can create a more enriching environment. Look for individuals who can bring energy, patience, and creativity to their roles.
Your Checklist:
□ Write clear job descriptions for each role (e.g., activity leaders, supervisors)
□ Conduct thorough background checks on all staff
□ Offer training in first aid, child protection, and any specialised skills needed for activities
6. Create Policies That Ensure Safety and Well-being
The safety and well-being of children are so essential in an out-of-school club. Develop a comprehensive set of policies that cover safeguarding, child behaviour management, and emergency procedures. Parents will need to trust you with their children, so having clear guidelines for handling emergencies, accidents, and challenging behaviours will help build that trust.
Your Checklist:
□ Draft policies for safeguarding, health & safety, and behaviour management including DBS checks
□ Prepare emergency protocols and evacuation plans
□ Have clear procedures for handling allergies, medical needs, and medications
□ Check your local regulations regarding child care and education services to make sure your club meets all legal requirements, including insurance and staff-to-child ratios
7. Build an Engaging Enrolment Process
An easy, user-friendly enrolment process is key to ensuring parents can quickly sign up their children. Consider using online registration platforms to streamline bookings and payments. Make sure parents have a clear understanding of your programme’s structure, pricing, and policies before enrolling. Consider offering early bird discounts or incentives to boost initial sign-ups.
Your Checklist:
□ Set up an online registration system with payment options
□ Provide clear instructions and important information for parents
□ Create a welcome pack for new enrolments with details on the programme and expectations
8. Promote Your Club and Build Relationships with Parents
Once your club is ready to go, it’s time to promote it! Word-of-mouth is one of the most powerful marketing tools for businesses that work with children. Create a strong online presence with a website and active social media accounts. Consider hosting an open house or free trial sessions to get families interested. Also, build relationships with parents through newsletters, updates, and regular communication about their child’s progress and activities. Using the Vivify platform means your club can get in front of 1000s of local users every week.
Your Checklist:
□ Launch a marketing campaign using local advertising, social media, and word-of-mouth
□ Offer referral incentives for parents who bring in new clients
□ Maintain strong communication with parents through newsletters or parent-teacher meetings
9. Continuously Improve and Adapt
Your first year of operation will likely involve trial and error, and that’s okay! Use feedback from parents, children, and staff to refine your programme and improve the overall experience. Whether it’s adjusting your activities, staffing levels, or operational processes, staying flexible and open to change is essential for long-term success.
Your Checklist:
□ Collect feedback from parents and staff regularly
□ Evaluate your programme’s success through attendance rates, satisfaction surveys, and child outcomes
□ Adapt your services based on feedback to ensure continuous improvement
If you’re passionate about supporting your local community and creating opportunities for children and young adults, these steps will guide you toward building a thriving out-of-school club.
By fostering a safe, engaging, and enriching environment, you can empower young people, inspire their creativity, and equip them with valuable skills for the future. With thoughtful planning and dedication, your club can become a cherished resource for families and a rewarding venture for you.
Vivify can simplify the process for you... Contact Vivify or click to find your perfect venue!
