Drive-Through Drop-Off
The best modification to traditional procedures during a pandemic
By John Menendez
Just rip off the Band-Aid. Even saying those words is enough to make most people cringe, and yet, there are times when it's best to grimace and go for it. The reality of running a traditional summer camp during a global pandemic challenged my team to devise new and creative solutions, and yes, to rip off some Band-Aids. What we discovered, however, was these adaptations did not take away from our campers’ experience, and in many cases actually made them better than before.
Photo: © Can Stock Photo / khunaspix
The most striking example of this was a drive-through drop-off on opening day, during which parents did not get out of their cars. As with many camps, the routine of parents walking their child to a cabin and helping the camper settle in has been a staple of opening day for 75 years, so the idea of taking that away from campers and their parents was scary. It turned out to be the best thing we did all summer.
The Benefits
Why did it work? Here are the best things learned about the drive-through drop-off, and three tips for executing a great opening day.
1. It was better for campers.
We saw a significant decrease in homesickness on opening day because campers were able to connect to camp and other campers more quickly. Specifically, the cabin remained a “parent-free zone”—what it was always designed to be—allowing a clean break and uncluttered association for new campers in particular.
2. It was better for staff members.
Counselors still had the opportunity to meet parents during drive-through drop-off, but as they left the property, counselors were able to more fully focus on caring for campers, building trust and rapport more quickly.
3. It was better for parents.
This one really surprised us. The drive-through drop-off actually made saying goodbye easier for parents. It was quick and they knew exactly when it was going to happen (more on this later), which prepared them for as painless a separation as possible. Plus, veteran parents loved the efficiency.
Photo: © Can Stock Photo / JackF
A Smooth Transition
Here are three ways to set up a camp for success:
1. Over-communicate beforehand.
Give families as much information about what will happen, when it will happen, and what it will be like on opening day. Our camp filmed a short “Opening Day Preview” video so parents could see every step. This allowed them to mentally and emotionally prepare for the drop-off.
2. Make sure parents see the right faces during the drive-through.
Nothing sets a mind at ease like a smiling face. Make sure parents see lots of them, and all of the most important ones. For us, that meant making sure parents met the directors, medical staff, and their child’s cabin counselor while driving through the property.
3. Efficiency is king. Lines are the enemy.
Nobody enjoys waiting in line. Work to create a staggered drop-off plan so cars are never stopped for more than a minute or two waiting in line for the next step. Another fun idea is to give families an activity at the front gate while they wait. It keeps the process engaging and is also a chance to share what makes the camp special.
John Menendez is the director of Camp Timberlake in Black Mountain, N.C. Reach him at john@camptimberlake.com.