How to Deliver Care Home Activities Without a Budget
A practical guide for Activity Coordinators and Directors in care homes
Nothing is more frustrating than wanting to brighten residents’ days, yet being told, “There’s no budget.” If that sounds familiar, this guide is for you. In this article, we explore the realities of working without a reasonable activity budget and offer practical support to help you manage the situation professionally and sustainably. You will find ideas for no-cost or low-cost activities, tips on raising funds where possible, and clear advice on how to approach difficult conversations with management. Above all, we want you to feel supported, not alone.
Why the Budget Gap Matters
A tight or nonexistent activities budget can lead to boredom, low mood, and even regulatory problems. Residents expect meaningful engagement just as much as they expect meals and medication. When coordinators are asked to bridge the gap with their own money or time, everyone loses.
The Hidden Cost to You
If you are regularly buying activity supplies with your own money, consider what that means in real terms. For example, spending just £40 a month while earning £14 per hour equates to nearly three hours of unpaid work every month. Over a year, you could be hundreds of pounds out of pocket.
But the financial cost is only part of the picture. Many activity professionals also find themselves spending time outside of work writing up notes, researching ideas, planning sessions, or shopping for materials. These extra hours, when unpaid, further reduce your hourly wage in real terms. What starts as goodwill can quietly lead to stress, resentment, and burnout.
Masking the Problem
Often, spending personal time or money feels like the right thing to do in the moment. You do it to avoid disappointing residents, especially when they are excited about an event or are depending on you to brighten their day. But this personal sacrifice can unintentionally mask the real issue. If everything looks fine on the surface, management may assume the activities program is well resourced and working as intended.
It is worth remembering that this would not happen in other departments. The chef is not expected to buy ingredients with their own money. The maintenance team is not expected to bring tools from home. Activities are just as essential to residents’ wellbeing, and should be treated with the same level of support and respect. Recognising and speaking up about this issue is not a complaint. It is a professional response to a structural problem.
Simple Fundraising Ideas for Care Home Activities
If your organisation cannot commit enough to the activity budget, light-touch fundraising can help fill the gaps. However, any fundraising must be done with management’s permission and with clear boundaries around your role.
Here are some realistic and manageable fundraising ideas:
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Wish-list wall
Display a list of needed items where families and visitors can see it. Be specific — for example, “pack of felt tips” or “large-piece jigsaw.” This allows people to donate directly and see exactly how they can help.
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Community support
Reach out to local shops or businesses who may be willing to donate small items or prizes in return for a thank-you photo or public mention in a newsletter or on social media.
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Craft or bake sale
Organise a simple event where residents help make cards, decorations, or baked goods to sell at a coffee morning or seasonal fair. These events can also bring families and the community into the home.
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Sponsored events
Staff or relatives could take part in a sponsored walk, quiz, or other challenge. Residents may enjoy cheering them on or helping create posters and decorations to mark the occasion.
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Local partnerships
Contact schools, churches, hobby groups, or community volunteers who may be willing to donate time, resources, or activity materials on a regular or one-off basis.
Keep things simple and realistic. Focus on one project at a time and communicate the impact clearly. For example, “Thanks to donations this month, we were able to hold a baking afternoon with all the ingredients provided.” Families and the wider community are often happy to help, they just need to know what is needed.
Fundraising can make a big difference, but it should support a funded program, not replace one. The responsibility for funding activities ultimately sits with the provider, not the staff.
Talking Money with Management
Having a conversation with management about funding can feel awkward, but it is both professional and necessary. A clear, respectful conversation can open doors to longer-term solutions.
Step-by-Step Approach
1. Gather your evidence
Keep a record of cancelled or reduced activities due to lack of funds. Note how much you have personally spent. Collect any resident or family comments that highlight the importance of meaningful engagement.
2. Link your request to outcomes
Make the case for how your work improves resident wellbeing, reduces behaviours like agitation or withdrawal, and contributes to inspection readiness.
3. Prepare a modest, itemised budget
Break down the cost per resident per month. Present two options if possible, a minimum and a preferred version, so management can see the difference even a small increase would make.
4. Time your request well
Find out when the organisation sets its annual budget and prepare your proposal in advance. Include a simple plan showing your activity aims and what funding is needed to deliver them. The earlier you are part of the planning process, the more likely your budget will be taken seriously.
5. Offer solutions, not just problems
Let them know you use free resources and explore fundraising ideas, but explain clearly that some items and events still require support from the organisation.
6. Set clear boundaries
Politely explain that while you care deeply about your role, spending your own time and money regularly is not sustainable. Ask for a clear process for purchasing or reimbursement so there is no confusion in future.
7. Keep it professional
Avoid emotional language or frustration. Use calm, resident-focused examples. “We would love to do more small group work with residents who find large events overwhelming, but we cannot afford the materials for it at the moment.”
8. Follow up in writing
After your conversation, send a short follow-up email to confirm what was discussed. This helps ensure accountability and creates a paper trail if things do not progress.
By preparing well and staying calm, you increase the chance of being heard and respected and of making long-term improvements that benefit everyone.
Free and Low-Cost Activity Ideas
While financial support is important, creativity and community spirit can go a long way. If you are currently running your program with little or no budget, here are some realistic, meaningful activity ideas that require minimal spending.
Everyday Engagement
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Music afternoons
Use a Bluetooth speaker or CD player to stream favourites from YouTube or a playlist. Invite residents to request songs and sing along. -
Reminiscence boxes
Ask families to donate old photos, postcards, ration books, or vintage clothing. Use these to prompt storytelling and group conversations. -
Time outdoors
A simple walk in the garden, some gentle weeding, or planting in pots can provide sensory stimulation and a calming routine.
Digital and Printable Resources
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Free online packs
Download ready-made activity packs from Activity Circle and other providers, including seasonal quizzes, word searches, conversation prompts, and themed games. -
Streaming content
Use a laptop or TV to show nature webcams, historic documentaries, or virtual museum tours. Many high-quality videos are free online. -
Tablet-based games
Use simple apps like jigsaw puzzles, colouring apps, or large-print crosswords for cognitive engagement.
Resident-Led Moments
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Invite a retired baker to demonstrate cake decorating using ingredients you already have.
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Encourage a former teacher to run a quiz or reading group.
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Ask residents to share skills such as knitting, gardening, or storytelling.
Make-and-Do Crafts
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Recycle toilet roll tubes, cereal boxes, and buttons into crafts. Residents often enjoy creating something from simple, familiar materials.
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Decorate jam jars as tealight holders or make paper flower arrangements for dining tables.
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Paint stones or pebbles for a garden trail or display shelf.
Frugal Games and Fun
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Run bingo (we also have a free bingo caller and card generator) with small donated prizes or certificates like “choose the next song” or “lead the next quiz.”
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Host a “radio hour” where residents take turns requesting songs and sharing memories related to them.
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Borrow books or board games from the local library or swap games with a neighbouring care home.
Creativity and connection often matter more than the cost of materials. With the right mindset and some support, even a minimal budget can still deliver moments of joy.
Conclusion
Running an activities program with little or no budget is incredibly tough. But with the right support, it is possible to find creative, community-based ways to keep residents engaged and uplifted.
Start by recognising the issue for what it is, not a personal failing, but a lack of structural support. If you are spending your own money, or putting in extra hours planning and shopping in your free time, you are effectively working unpaid. It is important to notice this, not only for your own wellbeing, but because it may be hiding a problem that needs addressing.
Use free resources, including Activity Circle’s downloadable packs. Explore simple, manageable fundraising with management’s support. And when the time is right, speak up, professionally and clearly, about what residents need and how management can help.
You should not have to carry the weight of the activities program alone. With careful planning, community creativity, and clear communication, your residents can continue to enjoy meaningful, joyful engagement without it costing you personally.
Why not run an intergenerational session?
Our practical online course shows you how to design and deliver intergenerational activities that are safe, inclusive, and meaningful, especially for people living with dementia.
Planning & Leading Intergenerational Activities
Intergenerational Activities Course
