Summer Holiday Activity Planner and Cost Sheet

Who this is for

The whole school summer break on one sheet. Each line is an activity, club or holiday with the child, the dates, who is looking after them and the cost, so gaps in cover and the running spend are both visible.

Working parents piecing together holiday clubs, grandparents and days off, and any family who wants to see the cost of the summer before it is booked.

What this helps you track

• What each child is doing in each week of the holiday
• Who is supervising on every day, including gaps in cover
• Start and finish times for drop-off and pick-up
• What each activity or club costs
• What is booked, what is paid and what is left in the budget

How to use it

1. Write the holiday dates, the children and your own budget for the summer at the top.
2. Add a line for each activity, club, trip or day with family, with the week number, days and child.
3. Fill in who is supervising and the times, then read down the week column for any day with nobody against it.
4. Enter the cost from the provider's booking page or your own estimate, and tick booked and paid as you go.
5. The totals and the budget left are worked out in the browser and the workbook; filter by week or child there to see the cost of each.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

How do I see the cost per week or per child?

In the browser or workbook, filter or sort the table by the week or child column and the costs for that week or child sit together. On paper, keep each week's lines together and add them up.

What goes in the supervising column?

The person responsible for the child at that time: a club, a named relative, a parent on leave or a friend's family. A blank there is a day that still needs cover.

Should free days go on the sheet?

Yes, with a cost of nothing. A day at a grandparent's or a parent's day off is still a day that needs arranging, and leaving it off makes the plan look emptier than it is.

Can I use it for other school holidays?

Yes. Write the dates of the half-term or Easter break at the top instead; the sheet works for any stretch of days off school.