Athletic Training Center Running Costs
Running an Athletic Training Center requires high fixed overhead, primarily driven by specialized payroll and facility costs Expect total monthly running costs to average around $48,400 in the first year (2026), with payroll accounting for over 50% of that total While the model projects breakeven in January 2026, initial revenue of $39,900/month means you must manage a tight margin until occupancy rates increase from the starting 450% The biggest financial lever is controlling the $26,000 monthly wage bill and the $10,000 facility lease You defintely need a robust cash buffer the minimum cash requirement hits $783,000 early in the startup phase
7 Operational Expenses to Run Athletic Training Center
| # | Operating Expense | Expense Category | Description | Min Monthly Amount | Max Monthly Amount |
|---|---|---|---|---|---|
| 1 | Staff Wages | Payroll | Payroll is the single largest expense, totaling $26,000 monthly in 2026, driven by 45 FTEs including the $95,000/year Head Coach and two $68,000/year Performance Coaches | $26,000 | $26,000 |
| 2 | Facility Lease | Fixed Overhead | The fixed Facility Lease cost is $10,000 per month, representing the largest non-payroll fixed overhead and requiring careful negotiation of multi-year terms | $10,000 | $10,000 |
| 3 | Client Acquisition | Variable (Marketing) | Marketing & Client Acquisition is a variable cost, budgeted at 100% of revenue, which translates to $3,990 per month in 2026 based on $39,900 revenue | $3,990 | $3,990 |
| 4 | Utilities | Fixed Overhead | Utilities are a fixed monthly expense of $1,500, covering high usage for HVAC, lighting, and specialized equipment power required for the Athletic Training Center | $1,500 | $1,500 |
| 5 | Consumables (COGS) | Cost of Goods Sold | Training Consumables are a direct cost of 30% of revenue, estimated at $11,970 monthly based on the $39,900 revenue baseline | $11,970 | $11,970 |
| 6 | Equipment Maintenance | Fixed Overhead | Equipment Maintenance is a fixed cost of $800 monthly, necessary to ensure the longevity and safety of high-value Strength & Conditioning and Performance Testing equipment | $800 | $800 |
| 7 | Software Licensing | Fixed/Variable Overhead | Software Licensing includes $700 monthly for fixed operatonal software plus 20% of revenue ($798) for variable Performance Software Usage Fees, totaling $1,498 in 2026 | $1,498 | $1,498 |
| Total | All Operating Expenses | $55,758 | $55,758 |
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What is the total monthly running budget needed for the Athletic Training Center?
The Athletic Training Center needs a minimum monthly operating budget of $48,381, which currently exceeds the estimated initial revenue of $39,900, meaning you start with a monthly shortfall of $8,481. Before you even start servicing clients, mapping these fixed and variable expenses is key to survival; if you haven't done this detailed projection yet, review What Are The Key Steps To Write A Business Plan For Your Athletic Training Center? to ensure your assumptions are sound. Honestly, seeing that initial gap means you need to focus on driving volume fast, or secure bridging capital. This initial deficit is your monthly burn rate (the speed at which you spend cash before becoming profitable).
Fixed Overhead
- Payroll for expert coaches is the largest fixed cost.
- Rent for the specialized facility is a steady monthly draw.
- Include utilities, insurance, and software subscriptions here.
- These costs must be covered regardless of client count.
Bridging the $8,481 Shortfall
- Variable costs include specialized equipment COGS.
- Marketing spend must be aggressive to acquire athletes.
- If revenue holds at $39,900, you are defintely losing money.
- Focus on increasing the average revenue per athlete immediately.
Which cost categories represent the largest recurring monthly expenses?
You need to know where your money goes immediately, especially when starting up; Have You Considered The Best Strategies To Launch Your Athletic Training Center Successfully? For this Athletic Training Center, payroll and rent defintely dominate the fixed cost structure, requiring tight management from day one.
Payroll Expense Weight
- Personnel costs hit $26,000 per month.
- This wage bill represents 72.2% of the $36,000 in identified operating expenses.
- Coaches are your primary variable cost driver tied to service delivery.
- You must ensure client volume justifies this high fixed personnel spend.
Facility Fixed Costs
- The facility lease is a flat $10,000 commitment monthly.
- This overhead accounts for 27.8% of the combined known OpEx.
- This cost must be covered before you see any training revenue.
- Focus on maximizing membership density per square foot to leverage this asset.
How much working capital or cash buffer is required to sustain operations before profitability?
The Athletic Training Center needs a minimum cash buffer of $\mathbf{\$783,000}$ to cover initial setup costs and operational losses until it hits positive cash flow in month 8, so planning your runway is defintely critical right now. If you're mapping out your initial outlay, check out How Much Does It Cost To Open An Athletic Training Center? for context on these upfront numbers.
Cash Runway Needed
- Minimum required cash buffer sits at $\mathbf{\$783,000}$.
- This figure covers initial operating losses before breakeven.
- Projected time to reach positive cash flow is $\mathbf{8}$ months.
- You need enough cash to cover 8 months of negative burn.
Initial Spend Impact
- The facility build-out requires $\mathbf{\$150,000}$ in Capital Expenditures (CapEx).
- This $\mathbf{\$150k}$ hits liquidity before the first membership dollar arrives.
- That build-out cost must be secured outside the operating cash requirement.
- If membership sales lag by even one month, your runway shortens fast.
How will we cover running costs if membership enrollment or team contracts fall below projections?
If revenue drops 20% at the Athletic Training Center, you must immediately model that scenario and activate cost controls like eliminating all variable marketing spend and postponing the planned Sport Scientist hiring; this proactive adjustment keeps you solvent while you focus on filling capacity, which is why Have You Considered The Best Strategies To Launch Your Athletic Training Center Successfully? is critical planning.
Modeling the 20% Revenue Shock
- Model revenue loss: If baseline is $50,000/month, a 20% shortfall means losing $10,000 immediately.
- Variable Marketing: Cut this spend 100% until enrollment recovers, as acquisition costs are the easiest lever.
- Fixed vs. Variable: Know exactly what costs remain when sales drop off tomorrow.
- Cash Runway: Calculate how many months you survive on current reserves, defintely plan for six.
Deferring Non-Essential Headcount
- Personnel Lever: Delay hiring the planned 0.5 FTE Sport Scientist until Q3 projections are met.
- Cost Impact: This defers approximately $3,500 in monthly payroll burden, plus associated benefits.
- Hiring Threshold: Only proceed with new hires when facility utilization hits 85% capacity.
- Contract Review: Re-negotiate payment terms with key vendors for 90 days to preserve working capital.
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Key Takeaways
- The total estimated monthly running cost for the Athletic Training Center in 2026 is projected to average around $48,400, driven heavily by fixed overhead.
- Staff wages ($26,000) and the facility lease ($10,000) are the two largest recurring expenses, collectively dominating over 50% of the total operational budget.
- Founders must secure a significant minimum cash buffer of $783,000 to cover initial capital expenditures and operational deficits before reaching positive cash flow.
- The initial operational model features a tight margin, requiring rapid scaling of membership occupancy from 45% to quickly surpass the $50,377 breakeven revenue target.
Running Cost 1 : Staff Wages
Wages: Biggest Expense
Payroll is your biggest drain, hitting $26,000 monthly by 2026. This cost supports 45 FTEs, including high-value roles like the $95,000 Head Coach and two $68,000 Performance Coaches. Managing this headcount directly controls your largest operating outflow.
Staff Cost Inputs
To nail payroll estimates, you need headcounts and target salaries. The $26,000 monthly figure assumes 45 FTEs. Remember, calculating this requires annual salary figures (like the $95k for the lead coach) converted to monthly expense, plus employer taxes, which aren't defintely listed here. That's a lot of people.
- Count total FTEs (45).
- Define key salary tiers.
- Calculate monthly gross pay.
Controlling Staff Spend
Since payroll is your top expense, efficiency matters most. Avoid hiring too fast before membership revenue stabilizes. If you need specialized skills, consider contractors or part-time help instead of adding permanent FTEs too soon. Overstaffing crushes early contribution margin fast.
- Defer non-essential hires.
- Use contractors initially.
- Tie hiring to utilization rates.
Hiring Threshold
If your revenue projections don't support 45 staff members at these rates, you must adjust the service model or delay hiring. Every extra coach hired before demand justifies it directly eats into your runway. This cost demands rigorous justification.
Running Cost 2 : Facility Lease
Lease Anchor Cost
Your facility lease is a major fixed drain at $10,000 monthly. This is your biggest overhead cost outside of payroll, so locking in favorable, long-term rates now defintely dictates your baseline profitability later.
Lease Inputs
This $10,000 covers the physical space for specialized equipment and training zones. To estimate this accurately, you need signed quotes for square footage, lease duration, and any required tenant improvement allowances. It sits right below Staff Wages ($26,000) as a core operational anchor.
- Get quotes based on square footage.
- Confirm lease length targets five years.
- Factor in build-out costs now.
Lease Optimization
Avoid short leases; they force expensive renegotiations during growth peaks. Target five-year terms with clear escalation caps, maybe 3% annually. Look for spaces zoned for high-volume HVAC use, since utilities are already $1,500 fixed.
- Negotiate free rent periods upfront.
- Cap annual rent increases strictly.
- Verify HVAC load allowances now.
Fixed Burden
Since this $10,000 is fixed, it must be covered regardless of membership levels. If your variable costs (like Consumables at 30% of revenue) are high, this fixed base pressures your required minimum sales volume significantly.
Running Cost 3 : Client Acquisition
Acquisition Cost Structure
Client acquisition spending is currently budgeted as a 100% variable cost against revenue. For 2026, assuming $39,900 in monthly revenue, this means marketing spend is fixed at $3,990 monthly. This aggressive budget structure demands immediate scrutiny during scaling phases.
Calculating Client Spend
This $3,990 covers all spending to bring high school and collegiate athletes into the training center. Since it is 100% of revenue, every dollar earned immediately pays for the marketing that generated it. The calculation is simple: $39,900 (2026 Revenue) multiplied by 100% equals $3,990.
- Target market acquisition costs.
- Spend tied directly to sales volume.
- Monthly spend projected for 2026.
Managing Variable Spend
A 100% marketing budget is unsustainble long-term; you need to aggressively drive down the Customer Acquisition Cost (CAC). Focus on organic growth channels like athlete referrals or high school partnerships to lower the effective percentage. If you hit $50,000 revenue, this cost jumps to $5,000, eating margins quickly.
- Shift budget to lower CAC channels.
- Measure cost per initial consultation.
- Implement referral bonuses defintely.
Margin Risk Assessment
Budgeting acquisition at 100% of revenue means you have zero margin to cover fixed costs like the $26,000 in staff wages or the $10,000 lease. You must reduce this variable rate to maybe 15% quickly, or you’ll never cover overhead, even if revenue hits $39,900.
Running Cost 4 : Utilities
Fixed Utility Spend
Utilities for the Athletic Training Center are a fixed monthly cost of $1,500. This covers the high power draw from HVAC, lighting, and running specialized training equipment needed daily. This cost is predictable, unlike variable marketing spend, but it requires constant monitoring.
Cost Inputs
This $1,500 monthly utility budget must cover significant power needs for peak performance. The inputs are the square footage requiring intense HVAC, the hours the facility is lit, and the operational demands of performance testing gear. It’s a fixed operating expense, not tied to daily client volume.
- HVAC demand for climate control
- Lighting load for training floor
- Power draw from specialized gear
Optimization Tactics
Managing this fixed cost means focusing on efficiency upgrades now. Look at Energy Star ratings for new equipment purchases. Schedule power-down protocols to ensure high-draw systems aren't running overnight. Energy audits help defintely control the $1,500 baseline without sacrificing training quality.
- Audit HVAC efficiency annually
- Schedule equipment shutdowns
- Implement smart lighting controls
Overhead Context
Compared to $26,000 in monthly staff wages or the $10,000 facility lease, utilities are small but mandatory overhead. At $1,500 monthly, this represents about 1.4% of the total projected $105,000 in fixed operating expenses before variable client acquisition costs.
Running Cost 5 : Consumables (COGS)
Consumables Impact
Consumables are a direct cost tied to service delivery, eating up 30% of revenue. For your projected 2026 run rate, budget $1,197 monthly for tape, recovery gear, and small equipment replacements.
Estimating Supply Needs
This cost covers items used during training sessions, like tape and recovery supplies. Estimate by tracking usage per athlete session, but the model uses a simpler input: 30% of revenue. This is a variable cost, unlike your fixed facility lease of $10,000.
- Usage per training slot.
- Directly scales with volume.
- Set at 30% of revenue.
Controlling Direct Supply Costs
You can’t eliminate this cost without hurting service quality for serious athletes. Focus on procurement efficiency for high-volume items. Standardize suppliers to capture volume discounts, especially on tape and basic recovery items.
- Bulk buy standard supplies.
- Standardize recovery kits.
- Audit small equipment replacement frequency.
Cost Sensitivity Check
Given the 30% COGS rate, this cost structure is sensitive to pricing errors. If revenue projections shift, this $1,197 estimate changes instantly. Keep tight inventory control on specialized gear to prevent leakage, defintely.
Running Cost 6 : Equipment Maintenance
Fixed Gear Costs
This maintenance cost is a non-negotiable fixed overhead of $800 monthly. It safeguards your investment in specialized Strength & Conditioning and Performance Testing gear. Ignoring this budget line defintely risks expensive emergency repairs or safety liabilities down the road.
Budgeting Maintenance Inputs
This $800 covers scheduled servicing for your high-value assets. You need quotes from specialized technicians for the Strength & Conditioning machines and the testing platforms. Since it's fixed, it hits your budget before you see any revenue. It's small compared to the $26,000 staff payroll, but it's mandatory.
- Service contracts must cover all specialized rigs.
- Factor in annual calibration costs.
- It is a fixed cost, regardless of membership volume.
Controlling Maintenance Spend
Don't cut corners here; safety compliance is key for elite athletes. Avoid letting preventative maintenance slip to save a few bucks now. A good tactic is bundling service contracts for all specialized gear into one annual agreement to potentially negotiate a small discount off the monthly rate.
- Never skip required safety checks.
- Bundle vendor services annually.
- Track downtime caused by poor upkeep.
Operational Risk
If you delay servicing your Performance Testing equipment, you lose data integrity, which undermines your core value proposition. This cost is essential insurance; budget it consistently, even during slow months when revenue dips below the projected $39,900 target.
Running Cost 7 : Software Licensing
Licensing Cost Snapshot
Software licensing for the Athletic Training Center totals $1,498 monthly in 2026. This includes a fixed base plus a significant variable fee tied directly to performance software usage, which you must track.
Software Cost Breakdown
This expense covers essential operational software plus specialized tools for athlete analytics. The total is $700 fixed for core systems and 20% of revenue ($798) for performance tracking fees. Watch that variable component defintely.
- Fixed operational software quote.
- Revenue projections for the 20% calculation.
- Number of active athletes using premium features.
Managing Software Spend
Since $798 is variable based on usage, control costs by auditing feature adoption. Don't pay for premium analytics if only basic tracking is needed. Negotiate tiered pricing based on active users, not gross revenue share.
- Audit unused premium features.
- Negotiate usage tiers, not revenue splits.
- Challenge the necessity of the fixed $700 tool.
Watch the Variable Rate
If revenue scales faster than expected, that 20% variable fee balloons quickly. If 2026 revenue hits $50,000 instead of the projected base, this cost jumps by over $2,000 monthly.
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Frequently Asked Questions
Total monthly running costs start around $48,400 in 2026, with fixed payroll ($26,000) and the facility lease ($10,000) being the primary drivers of expense;