Volunteer Staffing Calculator
Determine how many volunteers you need for your kids group based on the recommended ratio of 1 adult per 5-7 children.
Enter the number of children to see how many volunteers you'll need.
* Recommended ratio: 1 adult for every 5-7 children (based on NZ child safety guidelines)
Want to give local kids a safe, fun place to hang out after school? Setting up a kids group can be as simple as gathering a few volunteers and finding a room, but skipping the homework can lead to hiccups later. This guide walks you through every piece of the puzzle - from getting permission to planning activities - so you can launch a thriving after‑school club that parents trust and kids love.
What a Kids Group Actually Is
Kids group is a community‑run gathering for children aged 5‑12 that meets regularly outside school hours. Its core purpose is to provide supervised play, learning activities, and social interaction in a safe environment. Think of it as a mini‑club that runs on local volunteers rather than a commercial service.
Job #1 - Define Your Group’s Purpose and Structure
Before you talk to a council officer or book a room, decide what you want the group to achieve. Common goals include:
- Boosting homework help
- Encouraging outdoor play
- Teaching basic life skills (cooking, budgeting)
- Fostering community spirit
Write a one‑page mission statement. Include the age range, meeting frequency, and whether you’ll charge a small fee. This document becomes the backbone for every later decision.
Job #2 - Secure Permissions and Meet Legal Requirements
In New Zealand, any regular gathering of children counts as a child safety policy requirement. You’ll need to:
- Register the group with your local council’s community services department. They’ll ask for the mission statement, a risk‑assessment form, and evidence of volunteer background checks.
- Complete a mandatory risk assessment. Identify hazards (e.g., sharp objects, unsupervised areas) and outline mitigation steps.
- Obtain Working With Children Checks (WWCC) for every adult involved. The process is online and typically takes 10‑14 days.
Keeping copies of all paperwork in a shared folder (Google Drive works well) makes future audits painless.
Job #3 - Choose a Convenient Community Space
The venue sets the tone. Below is a quick comparison of three popular options. The table uses Schema.org microdata so search engines can surface it as a rich result.
| Venue | Cost (NZD/month) | Capacity | Safety Features | Booking Flexibility |
|---|---|---|---|---|
| School Hall (after hours) | Free (if partnered) | 150 | Secure doors, fire exits | Limited to school calendar |
| Local Library Meeting Room | $50 | 30 | Staff‑controlled entry | Weekly slots available |
| Community Centre Multipurpose Room | $120 | 80 | Child‑proof fixtures, CCTV | Any weekday evening |
Pick the venue that matches your expected group size and budget. If you start small, the library is a low‑risk launch pad.
Job #4 - Recruit Volunteers and Set Roles
Every successful kids group runs on a handful of dedicated adults. Typical roles include:
- Parent volunteer - primary caregiver during sessions.
- Activity coordinator - designs weekly programs.
- Finance manager - tracks any fees and expenses.
- Communications lead - sends newsletters and updates.
Post a short, clear call on community Facebook pages, school noticeboards, and local libraries. Emphasize the WWCC requirement up front to weed out unqualified applicants.
Job #5 - Build an Engaging Activity Plan
Kids thrive on routine mixed with surprise. Create a simple template you can reuse each week:
- Opening circle (5min) - quick check‑in, weather talk.
- Focused activity (30min) - could be a craft, science demo, or sports game.
- Snack break (10min) - encourage healthy options; keep allergens documented.
- Free play or structured game (20min).
- Wrap‑up (5min) - share what was learned, preview next week.
Align each activity with your mission statement. For instance, if you aim to improve homework outcomes, schedule a short tutoring slot after the snack break.
Job #6 - Set Up Registration and Funding
Even a modest fee can cover materials and venue costs. Use an online form (Google Forms works fine) to collect:
- Child’s name, age, and medical info
- Parent contact details
- Emergency contact
- Permission for photos (optional)
For funding, explore these avenues:
- Local council community grant - usually $500‑$2,000 for youth projects.
- Parent‑paid contribution - $5-$10 per session.
- Sponsorship from nearby businesses - they get a shout‑out in newsletters.
Document all income and expenses in a simple spreadsheet; transparency builds trust.
Job #7 - Launch, Promote, and Evaluate
Plan a low‑key kick‑off day with games and a welcome snack. Hand out a one‑page flyer that lists the schedule, contact info, and a brief FAQ.
After the first month, run a quick survey with parents. Ask what’s working, what needs tweaking, and whether the current time slot fits families’ routines. Use the feedback to adjust the activity plan or venue.
Key Takeaways
- Start with a clear mission and written safety policy.
- Secure council approval and WWCC‑checked volunteers before meeting kids.
- Choose a venue that matches size, cost, and safety needs.
- Build a repeatable weekly activity template to keep sessions smooth.
- Track registration, fees, and expenses from day one.
Frequently Asked Questions
Do I need a formal business structure to run a kids group?
No. Most community‑run groups operate as an unincorporated association. The key is to have clear record‑keeping and a designated adult responsible for legal compliance.
How many volunteers are enough for a group of 20 children?
A good rule of thumb is one adult for every 5‑7 children. For 20 kids, aim for at least three reliable volunteers, plus a backup if someone falls ill.
What insurance do I need?
Check if your venue’s existing public liability cover extends to community groups. If not, a small group insurance policy (often under $200 per year) will protect you against accidents.
Can I charge a fee without a formal business?
Yes, as long as the fee is labelled as a contribution for materials and venue costs, not profit. Keep receipts and be transparent with parents.
What’s the best way to keep parents informed?
A simple email newsletter sent monthly works well. Include photos (with permission), upcoming activities, and any important dates.
