Planning Ahead for Child Care Holiday Closures

By Our Child Care Referral Central Team

Managing a household and caring for loved ones can feel overwhelming, especially when unexpected challenges arise. Every family faces its own pressures and responsibilities, and planning for child care during holiday closures can be difficult. Please know that you are not alone. Planning ahead can reduce some of the stress, and Child Care Referral Central is here to help.

Confirm Your Child Care Program’s Holiday Schedule

The first step is to find out when your child care program will be closed. Ask your provider for a copy of its annual calendar and keep it somewhere easy to find. You may also want to ask:

• Which holidays does the program observe?
• Are there staff development days, teacher workdays or planning days when the program will be closed?
• Will the program close early on any days?
• How much notice will families receive if the schedule changes?
• Does the program offer backup or drop-in care during closures?
• Are there other programs or resources the provider recommends for backup care?
• What have other families used for care during past closures?

Add these dates to your family calendar as soon as possible and set reminders several weeks before each closure.

Make a Backup Care Plan Early

Your most important step is to begin planning early. Knowing your child care program’s closure dates can help you consider different options and avoid having to make a last-minute decision.

Not every family has relatives nearby or a flexible work schedule, so it can be helpful to identify more than one possible backup plan. Options may include:

• Asking a trusted family member, friend or neighbor for help.
• Trading child care days with a coworker or another family you know well.
• Taking turns with another trusted family to cover planned closure days.
• Looking for child care programs that offer drop-in care, holiday camps, intersession care or teacher workday care.
• Hiring a trusted babysitter or nanny who has been interviewed and properly screened.
• Checking with local community centers, parks and recreation departments, faith communities, YMCAs or other youth-serving organizations.
• Asking a responsible college student or older high school student with child care experience and reliable references.

Keep a list of possible caregivers and programs, along with their contact information, availability, rates, registration requirements and the ages they serve. Contact programs early because holiday and teacher workday spaces may fill quickly.

Early Years can also assist you with exploring child care options.

Check the Safety and Suitability of Backup Care

Before leaving your child with a backup caregiver or program, take time to make sure the arrangement is appropriate for your child’s age, needs and comfort level.

Consider the following:

• How well do you know the caregiver, and have you checked reliable references?
• Does the caregiver have experience caring for children of your child’s age?
• Is the environment clean, safe and properly supervised?
• Are smoke detectors working, and is a fire extinguisher available?
• Are medications, cleaning products, weapons, pools, pets and other possible hazards secured?
• Are safe sleep practices and appropriate sleeping arrangements provided for infants?
• Does the caregiver know how to reach you and what to do during an emergency?
• Who will care for your child if the caregiver has an emergency?
• Who else may be present while your child is there?
• Will your child be transported anywhere? If so, who will drive, and will the correct car seat or seat belt be used?
• Does the caregiver understand your child’s allergies, medications, routines, dietary needs and any special accommodations?
• Is the caregiver trained in CPR and first aid?

When considering someone you do not already know well, interview the person, check multiple references and use an appropriate background-screening service when possible. A quick online search or public-record check may provide limited information, but it should not replace references, an interview and careful observation.

Trust your judgment. If something does not feel right, continue looking for another option.

Talk With Employers as Early as Possible

Once you know the closure dates, notify your employer as early as possible. While flexibility may not be available in every workplace, advance notice can provide more time to discuss possible arrangements.

Depending on your workplace, options might include:

• Requesting paid time off.
• Switching shifts with a coworker.
• Adjusting your schedule or work hours.
• Working remotely, if permitted.
• Coordinating staff coverage in advance.
• Dividing closure days with a spouse, co-parent, or another adult who shares caregiving responsibilities.
• Taking different days off so one person does not have to cover every closure.

When speaking with your employer, clearly explain the dates you need to plan for and bring one or two possible solutions to the conversation.

Prepare Children for a Change in Routine

Infants and toddlers

• Try to keep feeding, sleeping and comfort routines as consistent as possible.
• Pack familiar items, such as a blanket, pacifier, cup or favorite toy.
• Give the caregiver clear written instructions about meals, naps, allergies, medications and soothing techniques.
• If possible, allow your child to spend a short period with the caregiver before the closure day.

Preschoolers

• Explain the plan using simple and reassuring language.
• Tell your child who will care for them, where they will be and when you will return.
• Mark the day on a calendar or use a simple picture schedule.
• Pack a familiar book, toy or comfort item.
• Practice the new routine before the scheduled closure, if possible.

School-age children

• Include them in the conversation and explain the plan in advance.
• Ask how they feel about the arrangement and answer their questions.
• Talk about the activities available and what they may want to bring.
• Review rules for transportation, screen time, meals and contacting you.
• Make sure they know your phone number and the names of trusted adults they can contact.

Plan for the Additional Cost

Backup care may create an expense that is not part of your regular household budget. There is no single solution that works for every family, but planning early may help reduce the cost.

Consider these ideas:

• Ask for prices and registration fees before choosing a program.
• Compare several options, including free or lower-cost community programs.
• Find out whether sibling discounts, scholarships, sliding-fee scales or financial assistance are available.
• Ask whether your employer offers backup child care benefits, dependent-care assistance or a flexible spending account.
• If possible, set aside a small amount throughout the year for planned child care closures.
• Share or trade care with trusted families rather than paying for every closure day.
• Coordinate schedules with another caregiver so each person covers some of the days.
• Register early because lower-cost programs may fill first.

Do not be afraid to ask about costs and assistance. Programs may have resources available that are not widely advertised.

Start Early, But Expect Changes

Planning ahead can help families feel more prepared for child care holiday closures, but your plan does not have to be perfect. Children’s needs, work schedules, caregiver availability, and family circumstances can change, so it is okay to adjust your plan as needed.

Focus on what works best for your family. Even simple routines, enjoyable activities, and moments together can make the holiday season feel special. Be flexible, give yourself grace, and do your best to support your child.

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Need Help Finding Holiday Care?

Child Care Referral Central can help you explore child care options.

Call: 855-327-5933
Email: referral@earlyyearsnc.org