Navigating the Holidays: A Guide for Service-Based Business Owners

The holiday season presents a unique challenge for calendar-based personal service businesses. Whether you run a martial arts studio, music school, beauty salon, or any other appointment-driven service, you're likely familiar with the tension: you need to maintain steady revenue and keep clients engaged, while your staff, your clients, and you yourself all deserve time off.

The good news? With the right approach, the holidays can become an opportunity rather than an obstacle.

Understanding the Holiday Dilemma

The core challenge is simple: everyone wants a break at the same time. Your instructors and staff need to recharge. Your clients are traveling to see family or simply want to step away from their routines. And you—the business owner—deserve to enjoy the season too. But your business still has bills to pay and relationships to maintain.

Two Approaches to Holiday Scheduling:

The Tuition Model with Structured Breaks

The tuition model has gained popularity among music teachers and other service providers, and for good reason. This approach builds structured breaks directly into your fee system, typically around major holidays and summer months.

The advantage during the holidays is psychological: when breaks are built into the schedule from day one, clients anticipate them and plan accordingly. There's no awkwardness about requesting time off or concern about missing value. Everyone knows the breaks are coming, and they schedule their own family time around them.

The 28-Day Cycle (or Monthly Billing) Model

If you prefer a more flexible approach—and this is what many successful service businesses advocate for—the 28-day cycle keeps revenue more consistent throughout the year. This model works similarly to monthly billing but aligns more cleanly with weekly scheduling.

The key to making this work during the holidays is simple: give your clients the opportunity to make up any lessons they miss. If they're enjoying your service, they'll understand that you and your staff need time off. They're going to want their own time off too. They just want to ensure they're getting the value they're paying for.

When Exceptions Are Necessary

Sometimes, despite your best efforts, scheduling conflicts will be unavoidable. You may need to offer refunds or prorate fees for that period. This isn't ideal, but it's part of running an ethical business that values its relationships. Most clients will appreciate your consideration and remember your fairness.

The Most Important Holiday Business Strategy

Above all else—more important than your billing model or scheduling system—is clear communication.

Set expectations early. Let your clients know your holiday schedule well in advance. Be transparent about which days you'll be closed and how makeup sessions will work. Make sure your staff understands the policy around acceptable absences and encourage them to request time off early.

When everyone knows what to expect, stress decreases dramatically. Your clients can plan their holidays. Your staff can make family commitments. And you can actually enjoy the season instead of scrambling to put out fires.

The Hidden Benefit

Here's something worth remembering: the holidays can actually strengthen your business. When your staff gets time to regenerate, they return with renewed energy and enthusiasm. When your students take a break and miss their lessons, they often come back more motivated than ever.

That time away reminds everyone why they valued your service in the first place.

Final Thoughts

The holidays don't have to be a source of anxiety for your service business. With thoughtful planning, clear communication, and a system that respects everyone's need for rest, this season can become a natural rhythm in your business year—one that benefits you, your staff, and your clients alike.

After all, taking care of yourself and your team isn't just good for morale. It's good for business.

Edited by: C. Travis Webb