Step-by-Step Guide to Setting Up an Out of School Club for Kids

Picture this: school’s out, and a bunch of kids are heading home to empty houses. Parents are stuck at work, scrambling for childcare, and, for a lot of families, options are limited. Out of school clubs fix this gap—they’re more than just babysitting. They’re safe zones full of games, learning, snacks, and laughter. And right now, the need’s bigger than ever. Demand for wraparound childcare in the UK has jumped by 19% in the past five years. Crunch the numbers and you’ll see over two million British kids need a place to go after the bell.

Why Start an Out of School Club?

Let’s be real: keeping kids busy and happy isn’t just about giving parents a break. At a good out of school club, children mix with friends, get help with homework, and learn skills you don’t always pick up in a classroom. Think of teamwork, resilience, how to lose at board games without flipping the table—you get the idea. There’s big research backing this: a 2023 report from the Sutton Trust found that access to quality afterschool programs boosts confidence, social skills, and even long-term academic results. Plus, for communities, these clubs can be lifelines. They support local jobs, put life into empty school halls, and help stitch families together.

And here’s the kicker: Out of school clubs aren’t just for the little ones. Some cater for up to age 14, or even older. There’s real flexibility. Whether you want to set up a breakfast club at 7 am or juggle dance lessons and science experiments till 6 pm, the formula is yours to shape. The main thing? Clubs should deliver value: safe space, staff who care, and sessions packed with stuff kids love.

You don’t need to be a superhero to run one, either. Ordinary people launch clubs all the time—PTA parents, childminders, teachers, even small businesses. The UK government estimates one in eight kids now relies on some form of out of school care during term-time. The need is huge. That’s where you come in.

Planning Your Out of School Club

So, how do you get started? First up: nail down why you’re opening a club and who it’s for. Is it a breakfast club for tired parents? After school arts for creative kids? Do families nearby need more affordable care, or is this about giving children a safe space until pickup? Start with a proper needs assessment. There are handy free survey tools online (like Google Forms), or you could simply chat with local parents at the school gate. Find out ages, timings, price points, even what sort of snacks kids like (you’d be amazed how divisive raisins can be).

Budgeting is critical. Factor in rent, insurance, staff pay, snacks, supplies, and some extras. Look at funding options. Local councils sometimes offer grants for afterschool initiatives, and there are great support networks such as Family Action, the National Lottery Community Fund, and YMCA’s Step Up To Serve. You might even partner with local businesses to sponsor materials.

Then comes the location. Most clubs use school halls, church rooms, or community centres. Make sure the spot’s safe: fire exits, kitchen access (safer toast, happier kids!), toilets, and storage for games or resources. Transport can be a deciding factor too—some clubs pick up kids from school, while others expect parents to drop off and collect.

Next, shape your offer. Kids thrive on variety: free play, crafts, mini sports tournaments, help with homework, maybe even guest sessions (think: firefighters or therapy dogs visiting). Balance is the secret sauce—a dash of structure and loads of fun. Want inspiration? Check out Play England or Out of School Alliance for tried-and-tested activities.

Meeting Legal and Safety Requirements

Forget the red tape at your peril—out of school club setup comes with proper legal hoops. In England, clubs for children under eight, running more than two hours, three or more days a week, usually must be registered with Ofsted. You’ll face inspections, but it’s all about keeping kids safe and standards high. Scotland and Wales have their own systems, so check local rules.

Your team makes or breaks the club. All staff and regular volunteers need an enhanced DBS (Disclosure and Barring Service) check—it’s not just best practice, but the law. Training is a must: paediatric first aid, safeguarding, food hygiene if you’re dishing out snacks. At least half of your staff must hold a relevant childcare qualification (like NVQ Level 2 in Playwork or Early Years). The National Day Nurseries Association (NDNA) runs useful starter courses.

Policies are your friend. Think behaviour management, equal opportunities, fire evacuation, and complaints. Don’t panic—you don’t have to write them from scratch. Out of School Alliance shares great templates; adapt them to your group.

Safety isn’t just about paperwork. Risk assess like a boss: wobbly chairs, loose wires, slippery floors, dodgy playground equipment. Do a daily walk-around before kids arrive. Stock the first aid kit and keep emergency contacts up-to-date. Dickie Davies, a playworker in Manchester, swears by using a big-print checklist taped to the storeroom door—practical and kid-proof.

And insurance? Don’t skimp. Public liability, employers’ liability (if you’ve got staff), and contents insurance are essential. Some providers specialize in childcare cover; Morton Michel and PACEY are solid bets.

Staffing, Structure, and Programming

The right staff can turn any rainy Wednesday into magic. People make clubs work, not just policies. Your staffing ratio matters—a standard rule is one adult to eight children under eight, and one to ten for older. Stick to it. Kids deserve close supervision, and insurers demand it.

Recruit for attitude, not just qualifications. Kindness, energy, and patience win the day. Fancy a bonus? Hire staff with music or sport skills (or both). Training’s ongoing—block out Wednesday evenings for in-house workshops, share tips, or bring in safeguarding speakers. Don’t forget to look after your team: regular breaks, a cosy staff area, and heaps of appreciation go a long way.

How about programming? Good clubs blend fun and food. Plan weeks ahead: theme days (superheroes, wild science, world snacks), challenges (build the tallest Lego tower), and occasional outings. Community links are gold—team up with local libraries, parks, or animal rescues. Max, my Labrador, was the star guest at our last animal day—never seen so many giggling kids or lost squeaky toys.

Snack time is more than just filling bellies. It’s downtime, comfort, a chance to build social skills. Fresh fruit, toast, and water should be staples. Allergies? Lock down a bulletproof allergy log (colour-coded spreadsheets help). For inspiration, Jamie Oliver’s School Dinners archive is a goldmine.

Track what works by surveying kids and parents every term. Don’t get stuck in a rut—the best clubs evolve with their community.

Funding, Promotion, and Keeping Things Fresh

Money’s always tight, and the cost of living crisis bites hard. The 2024 Childcare Survey found half of providers struggled to break even last year. Keep costs affordable for families, but don’t sell yourself short. Offer discounts for siblings or subsidies for families receiving benefits—local authorities often help with these.

Promote like you mean it. Posters in the school lobby, Facebook posts, WhatsApp parent groups—use whatever gets the word out. Forge links with the school, council, and parent networks. Most clubs fill up through word of mouth, so keeping parents happy is the secret sauce.

Track your finances in sharp detail. Keep a simple spreadsheet: income, outgoings, petty cash. Get to grips with basic bookkeeping or ask a local accountant for tips. It’s worth applying for grants that fit your mission—try Children in Need, Tesco Community Grants, or Magic Little Grants. Little boosts add up over time.

Keep things fresh so families stick around. Mix up activities, invite feedback, and celebrate milestones: one year open, 100th new member, even weird holidays (“National Bring Your Cat To Work Day”—sadly, Whiskers said no). Organize an annual show or parents’ afternoon, where kids get to display crafts, perform, or just share their favourite club memory.

There you go—the nuts and bolts of setting up an out of school club that really works. You don’t need to reinvent the wheel, just commit to building something that listens, adapts, and puts kids first. Who knows—maybe your club becomes the highlight of the week. That’s what happened with Max and me, anyway. Kids and wagging tails don’t lie.