How to Plan Your Childcare Business Year in Advance: A Step-by-Step Guide
This post may contain affiliate links, which means I'll receive a commission if you purchase through my link, at no extra cost to you.If you've ever found yourself forgetting to schedule picture day or scrambling at the last minute to organize a field trip, I’ve got you! The beginning of the year is the perfect time to map out your childcare year so you’re not constantly playing catch-up.
Now, let me be clear—you don’t have to plan every single detail right now. You don’t need to book vendors, send out flyers, or order supplies today. But at the very least, you should get the dates on your calendar so you have a clear roadmap for the year. Trust me, your future self will thank you!
So grab your planner, a fresh cup of coffee, and let’s map out the year together.
Before we get started, If you're new to my site, remember to Grab my FREE Daycare Starter Guide to start your own childcare business. If you don’t know where to start, this 12 step guide to starting your own center or in-home daycare is perfect for you! Click here to get instant access and download. It’s super easy and absolutely free! 🙌
Let’s dive into how to plan your entire daycare or childcare business calendar…
1. Set Your School Year Calendar
Most structured childcare programs and preschools follow a school-year schedule, with curriculum-based learning from August through May and a summer program in between. Start by setting these key dates:
First and Last Day of School – Establish these dates first so everything else can fit around them.
School Registration Dates – If you require your families to register for K-3 and/or K-4 in advance, go ahead and lock in your registration deadlines.
K4 Graduation Ceremony – If you host a Pre-K (K4) graduation, schedule it in May before the last day of school. Do you want my Preschool Graduation Outline? Download it here for free!
Teacher/Parent Conference Dates – If you offer parent-teacher conferences, scheduling them in the fall and spring gives families time to prepare.
Classroom Holiday Parties – Mark dates for classroom celebrations, keeping in mind that parents may want to contribute or attend.
Common classroom parties to include:
Halloween/Fall Party (Costume Parade & Trick-or-Treating)
Thanksgiving Feast (Great for a family-style meal)
Christmas/Holiday Party (Pajama Day, crafts, and hot cocoa)
Valentine’s Day Party (Card exchange & sweet treats)
Easter Party (egg hunt & special snacks)
End-of-Year Celebration (Water play, games, and outdoor fun)
2. Plan for Holiday Closures & Professional Development Days
To avoid confusion and last-minute schedule changes, mark all closures and training days on your calendar in advance. Be sure to also list holiday closures in your policies or parent handbook since these will not change from year to year.
Holiday Closures
Most centers close for major holidays. Decide which holidays you will observe and notify families in advance. Common closures include:
New Year’s Day
Martin Luther King Jr. Day
Good Friday
Memorial Day
Juneteenth
Independence Day (if open in summer)
Labor Day
Thanksgiving (Thursday & Friday)
Christmas Eve & Christmas Day
New Year’s Eve (Optional, but great to implement)
Side Note: In recent years, many providers—especially home daycare owners—have started extending their holiday breaks, with some closing for one to two weeks around Christmas and New Year's and others taking the entire summer off. Remember, this is your business, and you have the flexibility to choose what works best for you.
While it's important to serve the needs of your families, it's just as important to create a schedule that supports your well-being and prevents burnout. Finding the right balance ensures that both you and your families can thrive.
Professional Development Days
If your team needs training days, schedule them early so parents can plan for child care alternatives. Some centers schedule one or two days per year where staff can receive continuing education, CPR/first aid training, or team-building sessions.
Teacher Training Days – Consider scheduling at least one in the fall and another in the spring to refresh policies, classroom management techniques, and emergency preparedness.
3. Plan Your Summer Program
Summer programs fill up fast, and they can be a lot of work, so plan ahead.
First and Last Day of Summer Program – If you offer summer care, block off these dates to create a smooth transition between the school year and summer schedule. Know when your summer program will start and end.
Set Registration Dates – Start advertising summer programs early in February or March. Offer early-bird discounts to lock in enrollment.
Order Summer Shirts – If your summer program includes field trips, order matching shirts ahead of time.
Schedule Field Trip Days or In-House Guest Visits – Even if you’re not sure exactly where you’ll go, marking designated field trip days on the calendar helps with planning and avoids last-minute scheduling issues. Keep reading for more field trip info.
4. Plan Your Fundraisers for the Year
I recommend keeping things simple with just two fundraisers per year—one in the fall and one in the spring. More than that, and it can quickly feel overwhelming.
Fall Fundraiser – Brochure fundraisers, selling fall treats, or a ‘Parents’ Night Out’ babysitting event.
Spring Fundraiser – Flower sales, a coin war competition between classrooms, or a spaghetti dinner with takeout orders.
There are so many fundraiser options! Click here to read my article on 57 Fundraising Ideas for Childcare Centers.
Even if you’re not choosing your exact fundraiser today, go ahead and block off the dates so you can start planning when the time comes.
5. Don’t Forget Picture Days
If you don’t put picture day on the calendar early, it’s easy to forget to schedule it altogether.I recommend scheduling at least two picture days per year—one in the fall and one in the spring—where each child gets an individual photo, and siblings have the opportunity to take pictures together.
Other pictures to consider:
Holiday Pictures with Santa (A fun option for families in December)
Cap & Gown Photos & Class Pictures (Great for Pre-K graduates in May)
One of the easiest ways to handle picture day is by hiring a professional photography company to come to your center. Many companies set up, collect all payments, and deliver the photos—so you don’t have to do a thing. Parents love the convenience since they’re often too busy to schedule professional photos on their own.
Some companies even offer a percentage of sales back to the center, making picture day a stress-free fundraiser while providing families with high-quality, memorable photos. If you don’t already have a company you use, start researching photographers now so you can book early.
6. Plan Daycare Field Trips & Special Guests
Field trips and in-house visitors break up the routine and add excitement!
I recommend keeping off-campus field trips manageable by scheduling just two per year for 4-year-olds—one in the fall and one in the spring. However, during the summer, many programs plan bi-weekly trips for 4- to 5-year-olds and weekly field trips for 6- to 12-year-olds to keep them engaged and active.
🚍 Plan Field Trip Days in Advance – Even if you’re not sure exactly where you’ll be going, set aside dedicated dates for field trips or in-house guest visits. This makes it easier to book activities later and ensures you won’t be scrambling at the last minute.
Here are some great field trip and in-house options to consider:
🚒 Fire truck visit (Fire Safety Month is a great time for this!)
🎭 Puppet show or children’s theater performance
🐍 Reptile show or petting zoo for little animal lovers
🎨 Pottery painting activity for a fun hands-on experience
🎳 Bowling, skating, or trampoline park trips for older kids
Even if you’re not ready to book these today, setting the dates aside ensures you’ll have time to coordinate when the time comes.
For more in-house and off-site ideas, click here to read 48 Field Trip Ideas: Your Guide to Safe and Fun Outings and In-House Activities for Your Childcare Center.
7. Keep Parents in the Loop
Once your calendar is set, make sure parents (and staff) know what’s happening.
Print & Post a Yearly Calendar – Have a physical copy at drop-off and send a digital version.
Set Up Automatic Reminders – Use email, social media, and text messages to remind parents of upcoming events.
Hand Out Monthly Overviews – A simple one-page “What’s Happening This Month” sheet helps parents stay on track. Here is our Summer Blast Flyer we used for our summer activities. It’s a Canva template that you can edit for your needs ♥️
If you need a printable or digital calendar to organize your dates, here are some great free options:
Canva – Search for "2025 calendar" in Canva’s free templates and customize it with your center’s key dates.
PrintableCalendar.com – Offers free, blank printable calendars for each month or the full year.
Microsoft Office or Google Docs – Use their free calendar templates to create and edit your own.
It’s also a great idea to buy one big physical master calendar where you write everything down—including important team dates that may not be advertised to parents. Keep it at the front desk or in your office where it’s easy to access. I always bought my weekly/monthly planner on Amazon.
Final Thoughts
By taking the time to plan your childcare year in advance, you set yourself up for less stress, smoother operations, and happier parents and staff. A well-organized calendar ensures that nothing sneaks up on you, giving you plenty of time to prepare and communicate important dates effectively.
Remember, you don’t have to finalize every tiny detail today—just block off key dates and milestones so you have a roadmap to follow throughout the year.
Start filling in your calendar now, and you’ll thank yourself later!
Happy planning!
Here are some other articles packed with valuable content you are sure to enjoy:
10 Ways To Increase Revenue In Your Daycare Business
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How To Avoid Burnout in Childcare
How To Screen Families For Your Daycare
6 Tips To Ace Your Licensing Inspections
30 Daycare Policies You Need in Your Parent Handbook
Important Daycare Forms You Need For Your Childcare Business
How To Deal With Parents Who Consistently Pay Tuition Late!
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