Camp Administration 101: Ensure A Well-Run Registration
Give parents peace of mind that they have selected a good camp
By Jason Schaitz
A well-run and organized registration provides a great first impression to participants. Whether registration is done in-person or online, make sure participants leave with all the information they need. This is also an opportunity for the camp to obtain essential information from the participants for the upcoming camp so there is no need to follow up later. Here are some tips to run a seamless registration:
© Can Stock Photo / monkeybusiness
1. Provide a registration window. If you must do on-site registration, give more than one option, such as a few weeknights and weekends. Try to avoid a one-day registration. If you have limited space in a program, make sure that is clearly advertised to avoid people coming on the last day and complaining that a program is full.
2. Have user-friendly registration forms. Whether in-person or electronic, registration forms should be clean, easy to read, and collecting the necessary information. Obtain any required signatures for waivers, code of conduct, etc.
3. Collect contact information. Acquire all phone numbers and emails for participants for email, text, and phone contact lists, as well as for group rosters at camp. Contact information can become outdated so make sure to have a second and third way to reach participants. Then verify contact information for all returning participants as they sign up or register online.
4. Collect additional information. These include the following:
Authorized pick-up list
Allergies
Special needs
Medication requirements
Swimming ability
Emergency contacts
Shirt size.
5. Provide handouts. In in-person registration, be sure participants leave with a handout detailing important upcoming dates and information. If they are registering online, make sure this information is posted or they receive it with their receipt. It is much more work to send information later, in order to avoid showing up unprepared for camp.
6. Offer camp checklists. Above and beyond general information for parents, provide a checklist of all the items kids can and cannot bring to camp. Make it as easy as possible for parents to have their kids prepared.
7. Send reminders. You can never communicate too much! Once participants have registered, send reminders of the first in-person dates for camp.
8. Train staff members and volunteers. If staff members are doing on-site registration, make sure they have all the information they need to pass on to participants and to answer their questions. It is not a good look for a program if a first-time participant registers but gets no information and the staff cannot answer any questions. Also, all money should be handled and accounted for properly.
9. Use a filing system to keep track of paperwork. If registering electronically, have a system in place to easily look up and pull information on participants. The system should be easy to use in order to transpose that information to group rosters so counselors have it during camp.
10.Check the rosters. During the registration window, periodically check the rosters to ensure everyone has been placed in the proper groups. It is much easier to make any corrections or adjustments during the registration process instead of when camp is about to start.
A smooth and seamless registration will set the tone for camp. Be prepared and organized, and communicate throughout the process to give parents peace of mind that the system works well.
Jason Schaitz is a Parks and Recreation Director with 15 years’ experience managing camps and recreation programs. He also created and manages www.thesummercampsource.com with the goal of providing free resources for any type of camp, afterschool, or childcare program. Take your camp to the next level by visiting The Summer Camp Source and check out the Camp App, Camp Resources, Camp News, and Camp Administration 101 educational series.
