Whether your camp focuses on sports, arts, adventure, or all of the above, camps can spark growth, friendship, and confidence in kids. For many camp directors, though, the planning and logistics required also have the power to spark stress, overwhelm, and fatigue. The good news is, it doesn’t have to be that way. With the right tools and systems in place, you can run a successful camp with less stress—regardless of your theme or format. Here are seven tips to kick off an unforgettable camp.

1. Make Registration Painless for Parents

Most parents today are already carrying an enormous mental load. If you make the load even heavier with a long, clunky, confusing registration process, they might abandon the page halfway through. Follow these four tips to keep the friction low during registration.

📱 Make the registration page mobile-friendly and easy to navigate. Parents should be able to complete it from their phone while sitting in a 5-minute school pickup line.
👧👦 Let families register multiple kids in a single transaction. Bonus points if they can also filter and search for sessions by age group, interest, or skill level.
🧢 Offer add-ons like extended care, camp T-shirts, or meal plans. These can be simple enough not to complicate the form, but significant enough to boost revenue.

Quick tip: Use RegFox to build group registration flows and show or hide fields based on selections.

2. Communicate Early and Often

The better you communicate, the fewer questions you'll get—and the fewer emails you’ll have to tend to at 11 PM. A clear, proactive communication plan builds trust with parents and helps kids arrive confident and prepared. Let parents know exactly what to pack, where to park, what time to arrive, how to contact staff during the day, and what a typical day looks like for their child. This helps ease nerves and cut down on repetitive questions.

Here’s a sample timeline for when to send what:

→ 6 - 8 months before camp: Send a save-the-date email or early invitation with general details and a registration link.
→ Immediately after registration: Send an automated confirmation email with session dates, basic logistics, and your contact info.
→ 2- 4 weeks before camp: Send a welcome email with a full packing list, drop-off/pick-up instructions, and emergency contact protocol. If your camp involves specific gear, such as backpacking equipment, send this information out even sooner.
→ 3 - 5 days before camp: Send a friendly reminder with the camper's QR code for check-in, a weather update, and any last-minute tips.
→ 1–2 days after camp ends: Send a thank-you note, include highlights (photos/videos), a short feedback survey, and early bird registration info for next year.

💡 Quick tip: Use the RegFox drip campaign feature to set up the messages ahead of time and automate these email processes.

3. Staff Your Dream Team

A standout camp starts with a standout team. Choose staff members who are not only qualified but also compassionate and adaptable. You want people who can lead a team-building challenge one minute and comfort a homesick camper the next. Once your team is assembled, invest the time and effort in thorough training. Cover camper engagement techniques, emergency protocols, and daily routines. If possible, host a pre-camp bonding event to build morale and connection before the kids arrive. A cohesive, confident team sets the tone for everything else, and that vibe carries through the entire camp duration.

4. Create a Balance Between Structure and Surprise

Kids thrive on structure—but they also light up when something fun comes their way unexpectedly. While your core program might focus on a few consistent elements: STEM challenges, nature hikes, or music workshops, for example, don’t be afraid to sprinkle in a few camp surprises. Theme days like Superheroes Day or Backwards Day keep the energy fresh, while talent shows and scavenger hunts give campers a shared purpose, allowing them to bond in new ways. Even something as simple as a surprise ice cream break can make the day feel more special. The key is to create a schedule that provides room for both grounding routine and spur-of-the moment fun. 

 5. Gather Information and Set Expectations Early

Getting everything squared away before camp begins helps you avoid a mountain of paperwork on day one.

📝 Collect medical and liability waivers.
🛡 Be upfront about your safety measures, allergy protocols, and behavior expectations.
💸 Set clear refund and cancellation policies to avoid awkward conversations later.

📋Enable the waitlist function, so you don’t need to turn campers away if camp fills up.

Quick tip: With RegFox, you can enable the optional Purchase Protection option to reduce refund requests and chargebacks.

6. Speed Up Check-In and Pick-Up

The first few minutes set the tone for the entire camp experience. Here are a few ways you can make arrival feel exciting—not chaotic.

🎶 Set the Vibe - Play upbeat music, hang welcome banners, and position staff to guide families where to go.
🧳 Utilize Your Staff - Have extra hands on deck to help with luggage or gear.
📋 Bust the Bottlenecks - Use a QR code check-in system, clear signage, and printed rosters to move lines quickly and keep things organized. 

Quick tip: RegFox offers a free check-in app (iOS and Android) so you can scan camper QR codes on arrival—even if you’re offline. It's fast, easy, and eliminates paper shuffling.

7. Finish Strong

The final impression is just as important as the first. After camp wraps up, send a follow-up email that celebrates the week and keeps your families connected to what’s next. Include a photo gallery or video highlight reel so parents and kids can savor the experience. Gather feedback with a short survey, and tease next year’s camp. Post-camp follow-up emails are also a perfect time to share about any other camps or seasonal events you might run as well.

A well-timed thank-you email keeps your camp top of mind—and builds momentum for future registrations.

Make This the Best Summer Camp Ever

The best camps combine the right people, thoughtful planning, and just the right sprinkle of surprise. With RegFox, you’ll have the tools you need to make admin simple—so you can focus on what matters most.

 From registration to rosters and everything in between—RegFox has your back. Ready to get started? Click here to sign up, or reach out to our support team with questions. 

Here to help you host the best camp ever!

— The RegFox team

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