Running a successful pack budget is just like running one for your household. You need to understand all of your expenses and income and ensure you’re not spending more than you’re taking in. That’s the simplistic overview… but we all know it’s easier said than done!
In this article, we’ll take a look at how to create a smart Cub Scout pack budget. We’ll review planning, expenses, income, fundraising, and saving. Of course, while all Cub Scout packs should offer the same core supplies and activities, they differ in their operations and traditions! 😀
PS. This article is a guest post collaboration between Cub Scouting volunteer Jaci H and Cole 🙂
#CubChatLive! has a wonderful episode: The Dollars and Cents of Cub Scouts (41:12). As I always say, don’t worry about watching the video, but do listen. There’s so much we can learn from other Scouting leaders!
Plan the Cub Scout Pack Calendar
Before you create a budget, you have to know what the year’s plans are! The Cub Scout pack committee should plan the next year’s calendar several months in advance. #CubChatLive suggests calling it the “annual program planning party” to make it more enticing 😜
If you need ideas for events, check out our article, Cub Scout Annual Calendars: Monthly Ideas For Pack Activities!
After you have determined your calendar for the year, estimate the costs for each of the events and activities. Expenses might include the following:
- Fees (campgrounds, events, facilities)
- Food
- Supplies (crafts, teaching)
- Awards (pins, loops, and rank badges)
Don’t forget about the dens! Will a $2 per Scout per meeting fee cover any costs associated with den crafts and supplies? Or, would you like to have the pack cover those fees? And…think bigger! Is there a Scouts BSA Council event that your pack missed last year? Be sure to include that on your calendar and note the associated fee.
Free Events to Put on Your Cub Scout Calendar
Not everything in your pack calendar will cost money. For example, if you set up a visit to the local police or fire station, that’s free. You could even host a community Bike Rodeo for free. Some packs spend money on a bike decorating station, but you could easily skip that. This news clip (1:12) gives a rodeo overview!
If your Cub Scouts walk in a holiday parade, that could be free, depending on if there is a parade fee and if you plan to decorate a vehicle or make a float. Having guests — like veterans — speak at a pack meeting is another free pack event idea!
Calendar Items That May Cost Money
You will have annual events that cost money, like your Pinewood Derby, a huge Cub Scout tradition where the Scouts create, decorate, and race wooden cars. Or…you could turn your Pinewood Derby into a fundraiser! Seth N. from a pack in Fort Scott, Kansas, helped do just that. Read the “Fun Variations” section of Cub Scout Pinewood Derby Events for details.
Your annual Blue & Gold banquet, an event celebrating the birthday of Scouting, usually has costs associated with food, decor, or entertainment. Want to turn that into a no-cost event? Host the event where you typically hold your pack meetings and have a potluck dessert. For entertainment, have the dens perform skits!
Estimate the Pack Size
Hopefully your pack is going strong and you can rely on the current Cub Scouts to continue into the next year. 😉 When you estimate the number of Scouts for the pack, you’ll do your best to guess how many new kindergarteners will join and how many new kids in other grades might join. Check out how this Wisconsin pack estimated Scouts per rank!
Typical Budget Items for Every Cub Scout Pack
While calendars vary by pack, there are some budget items that are the same for all Cub Scout packs. All Cub Scout packs should consider the following potential annual fees, which are outlined in this sample pack operating budget worksheet from Scouts BSA. It’s also recommended to include a reserve fund for the unexpected, as noted in this budget guide.
- Registration fees (per adult and per Scout)
- Unit charter fee
- Scout Life magazine subscriptions
- Accident insurance fees (details from your council)
- Advancement (pins, loops, ranks)
- Program materials (den crafts, supplies, flags, videos, books)
- Recognition (handbooks/neckerchiefs, leader awards)
- Leader training
- Registration scholarships (to help families in need)
Cub parent Shannon P. shared her pack’s process in 2023. She said their costs per Scout were around $600 and that their annual pack fee of $200 covered the recharter, rank book, neckerchief, slide, and badge. The rest went to awards/advancement.
“Our pack does a lot — camping two to four times a year, depending on how much we raise. Each Scout is given a minimum to sell during our two fundraisers, popcorn and ribs. If they don’t meet the minimum, the parents understand that they will cover the gap,” she said.
Estimate Pack Income
After you have gone through the budget expenses, you’ll want to figure out how much your pack needs to earn from fundraising. Be sure to deduct the parent and other contributions from the fundraising needs number. A pack in Hawaii shared its 2018 “averages” and a sample budget.
Incorporate Parent and Other Contributions
While the bulleted budget items listed above are typical for packs across the country, how they are paid depends on the pack. Some packs pay the registration fees and magazine subscriptions. Sometimes, the pack’s charter organization makes additional contributions beyond the recharter fee. Typically, families pay for the uniform.
The Gateway Council in Wisconsin has an online form called “No Scout Left Behind Assistance” to help families who need financial assistance. You could budget a small amount of your popcorn fundraiser to go into such a fund in your own pack. Scouting magazine has a great article about offering assistance to families!
Think about incorporating most costs into your budget instead of asking parents regularly to pay for things. This was discussed in that #CubChatLive! video shared at the start of this article. Then you can let your parents know up front that the fees they pay at the start of the year will cover the year, along with pack fundraising.
Scouting Experience: Having had my son in Scouts for more than 10 years, I definitely prefer having all the costs outlined up front. It’s less stressful to pay a fee at the beginning and then assist with a couple of fundraisers. I much prefer that over asking friends and family every other month to buy something!
Participate in Your Council Fundraiser
Instead of dues, try giving all Scouts the incentive to raise X dollars and have that cover their own dues. Make sure that information is clear at the start. If their fundraising doesn’t cover the X amount, they can pay the difference. It’s important that parents understand where funds come from and where they will be spent!
Popcorn is the most popular Cub Scout fundraiser in councils across the country. It’s important to take part in your council’s fundraiser as that also benefits your local area. 😀 Camp cards are another common fundraiser supported by the councils.
Scouting Tip: When you’re fundraising, don’t make selling the focus. Have the Scouts’ first words be: “Would you please support my Cub Scout pack?” Then the Scout can continue, “I’m selling popcorn/camp cards.” The sales pitch can continue from there!
For parents who simply don’t want to participate in the fundraisers, come up with a dollar amount they can pay instead. While your Scout may not enjoy the fundraising process, I think it’s a learning experience. After all, Scouts are supposed to “earn their way”! If your Scout doesn’t make the fundraising goal set forth by the pack, you can then supplement the funds.
Scouting Experience: When my son was a Cub Scout, he sold popcorn. As an older Scout, he sold the camp cards. Some of the Scouts sold enough of those to offset the entire cost for a trip to summer camp. That was pretty awesome and a perfect example of how a Scout can earn their way!
Schedule an Additional Fundraiser
If your popcorn fundraising is not bringing in the full funds needed, consider scheduling just one more major fundraiser at a different time of year. If you want to sell something else, find what works best for your pack. Some units across the country do really well with meat sticks, while others sell wreaths!
Check out 20+ Effective Fundraising Ideas for inspiration. Depending on your area, pack size, and skills, you might find yourself selling pinecone fire starters, bird houses, or services (e.g., Scouts help customers with certain tasks). Or, maybe your pack does well preparing and selling spaghetti dinners or pancake breakfasts!
For any non-council fundraising, remember to complete the Unit Money-Earning Application. Your event will likely be approved unless it doesn’t follow the guidelines. For example, you can’t have a fundraiser in direct competition with council’s (e.g., selling competing popcorn) nor sell raffle tickets. Read the guidelines on the application for full details!
Tips to Save on Uniforms
Uniforms can be a major cost in Scouting, but there are lots of creative ways to save! Have a member of the pack keep old uniforms that Cub Scouts have outgrown and would like to donate to the supply. When new Scouts join the pack, offer clothing from this supply to help them get started. One Scout leader said his pack looks for uniforms at local thrift shops!
Scouting Experience: Another way for new Scouts to save money is to “buy big.” I remember when my son started Cub Scouts and we were told to buy him a larger shirt so it would last longer. Cub Scouts typically have the same shirt from the Tiger to Bear years (first to third grades). Check out our article on Cub Scout uniforms for more tips!
Cub parent Daniel A. shared the system his pack uses: “When it comes to uniforms, I have started a pack closet of the blue ones. I keep about 20 uniforms on hand in reasonably good condition. If parents want to keep a shirt they can buy one. If they want to borrow one, I have them all ready to be borrowed!”
Conclusion
We hope you’ll remember to entice as many participants as possible to your Cub Scout planning party so that you can thoroughly plan the year ahead, making accurate estimates for expenses, scheduling worthy fundraising, and determining the financial commitment from your pack families.
Throughout the article, I’m sure you’ve noticed some other resources from our site. We have hundreds of articles on all aspects of Scouting. Be sure to look around. You might be surprised at what you find! Meanwhile, enjoy the time with your Scout. Trust me, it will go by in a flash. Before you know it, your Scout will be an Eagle! 🙂