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When it’s time for camp upgrades and expansion, a six-step program for finding and using the right architect

By Sharman Hayward and Susan Langlois

You know that your camp business could be even more successful with a larger, more efficiently designed dining hall. The campers have been eating in shifts over the past three years and there is no indoor facility that could accommodate the entire camp.

Who should you call to ask some preliminary questions like, how much will this cost? Can it be designed and constructed before the next camp season? Or, where is the best site location?

Avenues
To get expert advice before making any new facility decisions is critical. So where can you obtain this expertise? In the rush to get a project off the ground, some camp owners will hire an architect who has just completed a similar project.

In other cases, an heir apparent is hired – an architect who has a connection with the camp and perhaps has made some aggressive overtures about saving money.

Saving time in hiring an architect is tempting, but if you commit to an open process of hiring an architectural firm, you will gain a huge advantage in getting the best possible facility for your camp.

When should you hire an architect to help plan a new facility? The earlier the better... even if you are just assessing the land that you need to purchase or already own for a new facility. The architect can be much more than the person who produces a set of blueprints. The architect can help you conduct zoning inquiries, geological surveys and master planning.

Making decisions without the expertise usually results in backtracking... and backtracking can be expensive. For example, in locating a building site for any new camp facility, an owner had settled on constructing a multi-storied facility because there was not enough land to construct a one-story structure that met the square footage requirements.

The architect was hired early enough to point out that the savings achieved by constructing a one-storied structure actually paid for the cost of purchasing the adjacent property. This strategy also afforded a larger parking area, which translated into a much more efficient process when campers arrived with their parents.

Six-Step Process
I will outline the steps you can use to hire an architect who will be your best advocate in developing your new facility. Also, what you will learn by following these steps will not only help you be a key player during the facility development, but will also help you become a better decision maker once your facility opens.

STEP #1: Defining the scope of your project by writing a case statement. The case statement is a written document that conveys your vision for your new facility.

Not only should you describe the scope of your current and anticipated camp needs, more importantly, you should define the mission of your camp and the challenges that you must meet to accomplish this mission.

STEP #2: Getting the word out that you are interviewing for architectural expertise by issuing a request for proposal (RFP). The RFP should detail the services that you need, what the new facility might contain, the projected time that you hope to have the project completed, and ask for the names of past clients whom you could contact for a reference.

You can get the word out by advertising in a publication like Architectural Record or the local architectural chapter’s newsletter.

You can also contact other camps to find out what architectural firms have worked on other successful projects. When the word is out, you can expect to field inquiries from architectural firms who want your business.

Having a dialogue with interested firms does take time but it is a great way to learn more about the critical elements of your project and to get a feel for how well each architect listens.

STEP #3: Selecting finalists and providing them with a case statement.

The response to your RFPs and the strengths of each firm’s references should be your best guide to narrowing the field.

How much attention did the proposals give to your case statement? Did the references speak to how much care was given to their projects, and how well did the architects listen and do their homework?

STEP #4: Interviewing the finalists. Invite them to address a set of interview questions that you provide for them in advance. Again, this will help you to determine how thoroughly they do their homework. Encourage them to bring any supportive materials that they would like to showcase.

Allow at least 90 minutes for their presentation and your questions. Not only can you gain insights about the care that they will give to your project, you will also learn more about your project in each interview.

STEP #5: Selecting the right architect. Who listened, who prepared, and who cared the most? At this point, the fee comparison is important but it should not be the only focus of the decision.

Architects who are the most committed can often save you money in both the short term and long term.

STEP #6: Negotiating compensation for architectural services. How much can you expect to pay? Architectural fees can range anywhere from 6 to 20 percent of the total facility cost. Specifying a range like this can be tricky because the fees are influenced by how complicated the project is.

The old adage, “You get what you pay for,” certainly applies to architectural fees, but you really need to have the architect specify exactly what services you are getting for your money. You should explore the best method of compensation for your project with the architect.

You should have several options... -1. A stipulated sum based on the proposal from the architect. 2. A set fee based on the total square footage of the facility. 3. A percentage of the construction cost. 4. Or, an hourly rate for the architectural services.

All of the compensation options should be discussed with the architect to decide which is best for your project.

Keeping the architectural process open has many advantages. The most important part of this process is developing a relationship with an expert who will be on your side to help you tackle the challenges of building a new facility that will enhance your camp.

Dr, Susan Langlois has more than 20 years of experience as a college professor, athletic administrator, camp director and sport facilities consultant. Her undergraduate education was at the University of New Hampshire in physical education. She earned her Master’s and doctoral degrees from Springfield College. She is active in several professional organizations including NASSM, AAHPERD, ISCHPER, AAUP, NACWAA.

Sharman Hayward has directed sports camps at every developmental level, and has coached intercollegiate field hockey and lacrosse for ten years. Sharman earned her Bachelor of Science degree in Business from Colby-Sawyer College and has a Master of Science Degree in Athletic Administration from Springfield College. Sharman currently serves as Associate Director of Athletics at Endicott College.