Gallup reports 55 percent of American children participated in a type of structured summer camp that provided educational or athletic opportunities, meaning private schools have a unique opportunity to showcase their schools to prospective families—if they can capture their interest.
For these schools, summer camps are one of the most powerful tools to support families, strengthen their communities, and generate non-tuition income. But if you’ve ever planned a summer camp, you know it can feel like a second full-time job.
Between paper forms, manual payments, and constant communication struggles, even the most well-meaning programs can create stress for families and administrative staff alike. The good news? There’s a better way. With thoughtful planning and the right technology, your school can create a smooth, enriching summer experience that benefits everyone involved.
Read the full ebook: Planning for Summer Camp 101
Why Summer Camp Is More Than Just Childcare
A well-run summer camp is far more than a way to keep kids busy. It’s a bridge that connects families to your school beyond the academic year. Whether it’s through a robotics lab, arts introduction, or outdoor adventure, summer programs deepen student engagement and build long-term relationships with your school community.
They’re also an excellent way to introduce prospective families to your school’s culture and values. Done right, summer camps become a recruitment tool, a revenue generator, and a community builder—all rolled into one.
The Hidden Burdens of Private School Summer Camp
Let’s be honest: planning summer camp can be chaotic. Many schools are dealing with:
- Spreadsheets for registration
- Paper checks and manual waivers
- Dozens of email threads with last-minute changes
- Confused or frustrated parents.
Sound familiar?
On the family side, parents are trying to prep bug spray, pack lunches, and find the perfect sunscreen—while also navigating clunky registration systems and unclear communications. What should be an exciting opportunity often turns into another stressor.
For your administrative team, managing physical copies of forms and payment can risk errors, misplacement, and additional work. These also take away from time that could be spent ensuring sound financials across other summer operations.
But here’s the truth: it doesn’t have to be this hard.
6 Key Steps to Streamline Your Summer Camp Program
With the right approach, summer camp can shift from complex logistics to a seamless extension of your school year. Here’s how:
1. Define Your Program Goals Early
Start by asking your team:
- Are we trying to grow enrollment, generate revenue, or boost community engagement?
- What age groups and interests will we serve?
- How do we want families to experience our school?
These answers will help guide your decisions around staffing, curriculum, scheduling, and pricing.
2. Create a Mobile-Friendly Registration Process
Today’s parents expect to register on their phones in just a few minutes. A good system should:
- Use drag-and-drop tools to build custom forms
- Collect waivers and emergency contacts in one place
- Be available 24/7 for busy families.
The easier you make it to register, the more likely families are to enroll—and come back next year.
3. Offer Flexible Payment Options
Affordability is key to attracting family interest. A strong payment platform should support:
- Credit and debit cards
- ACH/eCheck transfers
- Installment plans or pay-in-full discounts.
Flexibility shows you understand family needs—and reduces late or missed payments.
4. Centralize Communications
Avoid endless email chains. Use one platform to:
- Send reminders and updates
- Share daily logistics
- Answer common questions in one place.
Clear, centralized communication builds trust and reduces stress for both families and staff.
5. Monitor Enrollment and Finances in Real Time
Know what’s working—and what needs adjusting. Tools like CampusPay® let you:
- Track sign-ups by program or age group
- Monitor revenue as it comes in
- Export reports for leadership and finance teams.
Real-time data helps you stay agile and make informed decisions throughout the season.
6. Automate Routine Tasks
Stop wasting time on repetitive manual tasks. Automate:
- Email confirmations and receipts
- Payment reminders
- Syncing registration info to your SIS.
Automation reduces errors, saves hours, and improves the parent experience.
The Payoff of Smart Camp Planning
By implementing tools like CampusPay® by Diamond Mind®, your team can finally step out from behind the spreadsheets and focus on what matters: creating joyful, enriching experiences for students and families.
Imagine a summer where:
- Staff aren’t chasing down paperwork.
- Parents feel supported, not stressed.
- Kids get unforgettable experiences that build lasting memories.
- That’s what happens when you combine thoughtful planning with powerful technology. Summer camp becomes a true extension of your mission—not just a calendar filler, but a community-builder.