{"content":{"layouts":[{"type":"singleColumn","areas":[{"items":[{"gridType":"RichTextBlock","content":"\u003Cp\u003EThe success of any major event may, eventually, be measured by its ability to break even-or not! This means that careful consideration needs to be given to all aspects of financing the event. The Finance Committee needs to be established early to ensure that full consideration is given to all financial aspects of the camp, certainly before the camp\u2019s fee is\u0026nbsp;set.\u003C/p\u003E\n\u003Cp\u003EOf prime importance will be the responsibility to underwrite the camp. Charity legislation requires Counties/Areas to make careful provision for money administered by charities. The County needs to have official representation on the Finance Committee of the camp if the County/Area is underwriting the camp.\u003C/p\u003E\n\u003Cp\u003EYou may need to discuss the possibility or need for VAT registration, if this is not already in place. It\u0027s possible to have a temporary registration. A staff bar, commercial catering and certain hire costs are subject to VAT, while activities are exempt.\u003C/p\u003E\n\u003Cp\u003EGiven the need to estimate certain expenditure and income, adequate provision will need to be made for contingencies. In addition, standard budgeting would suggest increasing costs by 5% for each year removed from the event. As the single largest element of the camp\u2019s revenue, the camp fee should adequately reflect the requirements and expectations of participants in the camp. In fixing the fee, the committee will need to consider which services will be provided within the fee:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EWill the fee include cost of food?\u003C/li\u003E\n\u003Cli\u003EWill the fee cover the complete cost of programme?\u003C/li\u003E\n\u003Cli\u003EHas the cost of hire of the site been agreed?\u003C/li\u003E\n\u003Cli\u003EUpon what are prospective numbers based: past experience, advance publicity, competition from other camps, other major international events such as a World Jamboree?\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EIn reconciling the income and expenditure, there are a number of key sources of income.\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EThe fees of participants\n\u003Cul\u003E\n\u003Cli\u003EHow many are expected?\u003C/li\u003E\n\u003Cli\u003EIs the overseas fee the same or more?\u003C/li\u003E\n\u003C/ul\u003E\n\u003C/li\u003E\n\u003Cli\u003EThe fees of staff\n\u003Cul\u003E\n\u003Cli\u003EHow many staff?\u003C/li\u003E\n\u003Cli\u003EThe same fee as participants or less?\u003C/li\u003E\n\u003Cli\u003EDoes the fee include food?\u003C/li\u003E\n\u003C/ul\u003E\n\u003C/li\u003E\n\u003Cli\u003ECatering and retail outlets\n\u003Cul\u003E\n\u003Cli\u003ENeed for commercial contracts\u003C/li\u003E\n\u003Cli\u003EAgreed percentage of profits\u003C/li\u003E\n\u003C/ul\u003E\n\u003C/li\u003E\n\u003Cli\u003ECommercial sponsorship\n\u003Cul\u003E\n\u003Cli\u003EBased on well-documented presentation\u003C/li\u003E\n\u003Cli\u003EAccept payments/services in kind\u003C/li\u003E\n\u003C/ul\u003E\n\u003C/li\u003E\n\u003Cli\u003EGrant aid\n\u003Cul\u003E\n\u003Cli\u003ELocal government sources\u003C/li\u003E\n\u003Cli\u003EConsult directory of grant making trusts\u003C/li\u003E\n\u003Cli\u003EConnect Youth cannot give grant aid to international camps\u003C/li\u003E\n\u003C/ul\u003E\n\u003C/li\u003E\n\u003C/ul\u003E","gtmId":"","gtmClass":""},{"gridType":"accordion","gtmId":"","gtmClass":"","showExpand":true,"items":[{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cul\u003E\n\u003Cli\u003ESite hire costs - own site or outside body.\u003C/li\u003E\n\u003Cli\u003ESite services - central and sub-camp - consider tenders for some or all services.\u003C/li\u003E\n\u003Cli\u003EProgramme costs - central, sub-camp, ticketed, spare-time.\u003C/li\u003E\n\u003Cli\u003EAdministrative costs - publicity, committees, post, fax, phone, insurance, guests.\u003C/li\u003E\n\u003Cli\u003EContingencies and emergencies.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EWhen budgets have been compiled, in consultation with the team leaders of the various areas of operation (programme, services, administration etc.), the team leaders should be allowed to manage their own budgets, with regular reports to the finance committee. Any major over-spends or reallocation of finance needs to be agreed in advance.\u003C/p\u003E","label":"Expenditure items include:"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cul\u003E\n\u003Cli\u003EThere may be an advantage in offering an early payment discount.\u003C/li\u003E\n\u003Cli\u003EUK banks often charge for receiving electronic transfer of money, so ask those paying in this way to meet these costs.\u003C/li\u003E\n\u003Cli\u003EConsider taking fees in instalments to meet cash flow requirements during the camp.\u003C/li\u003E\n\u003Cli\u003EThe finance committee should hold regular meetings to ensure adequate control of expenditure and to meet contingencies.\u003C/li\u003E\n\u003Cli\u003EThere needs to be good supervision of finance and adequate provision for safe storage and removal of money.\u003C/li\u003E\n\u003C/ul\u003E","label":"Collecting the fees"}]}]}],"config":null}]},"prev":{"link":"/volunteers/running-your-section/programme-guidance/international-scouts-and-events/organising-uk-based-events/international-camps-in-the-uk/services-and-technical-arrangements/","title":"Services and technical arrangements"},"next":{"link":"/volunteers/running-your-section/programme-guidance/international-scouts-and-events/organising-uk-based-events/international-camps-in-the-uk/staffing-and-safeguarding/","title":"Staffing and safeguarding"},"allParts":[{"link":"/volunteers/running-your-section/programme-guidance/international-scouts-and-events/organising-uk-based-events/international-camps-in-the-uk/services-and-technical-arrangements/","title":"Services and technical arrangements"},{"link":"/volunteers/running-your-section/programme-guidance/international-scouts-and-events/organising-uk-based-events/international-camps-in-the-uk/finance-and-financial-planning/","title":"Finance and financial planning"},{"link":"/volunteers/running-your-section/programme-guidance/international-scouts-and-events/organising-uk-based-events/international-camps-in-the-uk/staffing-and-safeguarding/","title":"Staffing and safeguarding"},{"link":"/volunteers/running-your-section/programme-guidance/international-scouts-and-events/organising-uk-based-events/international-camps-in-the-uk/publicity-and-public-relations/","title":"Publicity and public relations"},{"link":"/volunteers/running-your-section/programme-guidance/international-scouts-and-events/organising-uk-based-events/international-camps-in-the-uk/contingency-and-emergency-planning-a-checklist/","title":"Contingency and emergency planning \u2013 a checklist"}],"link":"/volunteers/running-your-section/programme-guidance/international-scouts-and-events/organising-uk-based-events/international-camps-in-the-uk/finance-and-financial-planning/","id":46830,"nodeName":"Finance and financial planning","title":"Finance and financial planning","type":"codexPart","image":{"url":"/media/16627/190722-3825-cwr.jpg?width=800\u0026height=450\u0026v=1db2178ac1040a0","caption":"Explorer in UK necker shaking hands with USA Scout at WSJ","type":"jpg","size":1669649,"width":2100,"height":1400,"altText":"An Explorer in UK necker shakes hands with a USA Scout at the World Scout Jamboree."},"assets":null,"headerOptions":{"headerTitle":"Finance and financial planning","headerSubTitle":null,"headerCta":null,"headerCtaText":null,"headerCtaLink":null,"headerBackgroundColour":null,"showSEOImage":false,"headerBackgroundImage":null,"quickLinks":null},"searchDescription":"Find support to organise international camps in the UK and address some of the important issues that can arise.","subHeader":"Find support to organise international camps in the UK and address some of the important issues that can arise.","browserTitle":null,"silktide":"eyJjbXMiOiJVbWJyYWNvIiwiZWRpdG9yVXJsIjoiaHR0cHM6Ly9wcm9kLWNtcy5zY291dHMub3JnLnVrLy91bWJyYWNvIy9jb250ZW50L2NvbnRlbnQvZWRpdC80NjgzMCJ9","canonicalUrl":"https://www.scouts.org.uk/volunteers/running-your-section/programme-guidance/international-scouts-and-events/organising-uk-based-events/international-camps-in-the-uk/finance-and-financial-planning/"}