Communications Playbook For Camp Directors

Your “welcome email” will serve as the first point of contact with the Camp Director for many campers and their families. Introduce yourself and offer them a sneak peak into camp to instill excitement for the days ahead. You can also include important reminders and specific details such as: camp session dates, check-in times/location, packing list, health guidelines, camp policies, and your contact information. The goal here is to be as proactive as possible to ensure a smooth and positive check-in process on Day 1.

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TEMPLATE:

Dear Campers & Families,

It's almost camp time!

To piggyback on the pre-camp reminder emails you've received from US Sports Camps, I wanted to reach out personally to introduce myself and share how thrilled I am to have you join us at the Nike [SPORT] Camp at [SCHOOL/CLUB NAME].

My name is [YOUR NAME] and I am your Camp Director. I am the [YOUR CURRENT TITLE] at [YOUR CURRENT SCHOOL OR INSTITUTION]. I have been coaching [LIST LEVELS YOU HAVE COACHED AT] for [# OF YEARS] years. My passion for coaching and directing camps stems from my belief that [YOUR REASON FOR COACHING AND/OR PHILOPSHY]. Our camp staff prioritizes fostering individual development, teamwork, and a love for the game through positive reinforcement and personalized guidance.

This promises to be an exciting week filled with sports, fun, and growth, on and off the [FIELD/COURT/POOL/COURSE, etc]! From [NAME SPECIFIC SPORT ACTIVITY] to [NAME OTHER ACTIVITY] you'll have plenty of opportunities to improve your game and make lifelong memories with fellow campers. With our supportive coaches and newfound friends cheering you on, you'll embrace challenges, celebrate victories, and make this summer one for the books.

Reminders:
- [List any important check-in day reminder about orientation, parking, directions, weather, items to bring, etc. If any protests or other disruptions are occurring near your camp, you can advise your camper families of the safest way to navigate to camp Check-In and share your emergency response plans ahead of time.]

As your Camp Director, I'm here to ensure you feel safe and have the best experience possible. If you have any questions or concerns, please reach out via email, phone, or find me at camp. Let's make this week one to remember!

Best Regards,

[Your Name]
Camp Director
[Camp Name]
[On-Site Camp Phone #]

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EXAMPLE:

Dear Campers & Families,

It's almost camp time!

To piggyback on the pre-camp reminder emails from US Sports Camps, I wanted to reach out personally to introduce myself and share how thrilled I am to have you join us at the Nike Soccer Camp at USSC University.

My name is John Doe and I am your Camp Director. I am the Head Soccer Coach at USSC University and have been coaching collegiately and at the club and youth levels for over 20 years. My passion for coaching and directing camps stems from my belief that playing sports builds character and self-confidence, and helps equip children with important life skills. Our coaches prioritize fostering individual development, teamwork, and a love for the game through positive reinforcement and personalized guidance.

This promises to be an exciting week filled with sports, fun, and growth, on and off the field! From focused skill and position-specific training sessions to friendly competitions and games, you'll have plenty of opportunities to improve your game and make lifelong memories with fellow campers. With our supportive coaches and newfound friends cheering each other on, you'll embrace challenges, celebrate victories, and make this summer one for the books.

Reminders:
- Please remember there is construction on ABC Street. Enter campus from the XYZ Street entrance and look for orange signs for Nike Soccer Camp.
- We’ll have some snacks available at check-in, but please be sure to eat lunch before arriving!

As your Camp Director, I'm here to ensure you feel safe and have the best experience possible. If you have any questions or concerns, please reach out via email, phone, or find me at camp. Let's make this week one to remember!

Best Regards,

John Doe
Camp Director
Nike Soccer Camp at USSC University
555-555-5555

When asked "What did you do at camp today?", we all know kids immediately "forget" the skills learned and fun had, leaving parents/guardians wondering if camp was really money well spent. You can positively influence the parent/guardian perception of the value of your camp by sharing camp highlights yourself, starting on Day 1 with a First Day Recap email.

Providing a visual glimpse into camp and documenting the experience for families is extremely valuable. We suggest sending 3-5 photos of the campers engaged in sports and having fun along with written updates about specific activities/drills they have participated in, awards they have won, or new friends they have made. This email is also a great way to communicate important updates and reminders for the rest of the week.

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TEMPLATE:

Dear Campers & Families,

I hope this email finds you well. I'm excited to share with you all what a great first day we had at Nike [SPORT] Camp at [SCHOOL/CLUB NAME].

Our campers are having an absolute blast! They've been fully immersed in a range of activities, from [NAME SPECIFIC SPORT ACTIVITY] to [NAME SPECIFIC SPORT ACTIVITY]. New friendships are blossoming, and each upcoming day brings exciting opportunities for learning and growth.

[NAME A FUN CAMP ACTIVITY THAT THE CAMPERS DID] have filled these moments with joy and unity.

We're eagerly anticipating the rest of the week's activities. From [NAME ACTIVITY] to [NAME ACTIVITY], there's plenty to look forward to.

Reminders:
- [List any important reminders about the weather, items to bring the next day, graduation/awards ceremony, etc.]

I'll be sure to provide you with additional updates this week. In the meantime, if you or your camper have any questions or concerns, please don't hesitate to reach out. Your camper's happiness and safety remain my utmost priority.

[INSERT/ATTACH CAMP PHOTOS]

Best Regards,

[Your Name]
Camp Director
[Camp Name]
[On-Site Camp Phone #]

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EXAMPLE:

Dear Campers & Families,

I hope this email finds you well. I'm excited to share with you all what a great first day we had at Nike Beach Volleyball Camp at USSC University!

Our campers are having an absolute blast! They've been fully immersed in a range of activities, from honing their serving and passing skills to engaging in team-building exercises. New friendships are blossoming, and each upcoming day brings exciting opportunities for learning and growth.

Despite the heat, our campers have remained resilient and upbeat. We’re taking frequent water and shade breaks to ensure everyone stays hydrated. Icebreaker games, trivia night, and quality time with friends have filled these moments with joy and camaraderie.

We're eagerly anticipating the rest of the week's activities. From a team competition day to a showcase of talents at our talent show, there's plenty to look forward to.

Reminders:
- Please remember to have your camper sunscreen each morning before camp.
- We will have an awards ceremony at the sand courts from 11:00-11:30am on Friday. Parents are encouraged to come! Check-out for all campers is at 11:30am.

I'll be sure to provide you with additional updates this week. In the meantime, if you or your camper have any questions or concerns, please don't hesitate to reach out. Your child's happiness and safety remain my utmost priority.

Best Regards,

Jane Doe
Camp Director
Nike Beach Volleyball Camp at USSC University
555-555-5555

Continue to positively control the narrative and keep parents/guardians engaged in the joy and energy of camp by sharing mid-week updates. Share specific activities/drills campers have participated in, awards they have won, or new friends they have made. Showcase the campers learning, playing, and having fun through 3-5 attached photos. This will reassure families that their camper is thriving at camp, actively participating in events, and receiving best-in-class coaching. Emphasize the campers' enjoyment and growth as athletes to ensure families of their well-being and positive experience at camp. This email is also a great way to communicate additional updates and reminders.

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TEMPLATE:

Dear Campers & Families,

Another great camp day in the books! I'm thrilled to share more highlights from this week's Nike [SPORT] Camp at [SCHOOL/CLUB NAME].

The campers are thriving! They're all actively participating in [NAME 3 ACTIVITIES]. Through [NAME SPECIFIC ACTIVITY], they're [EXPLAIN IMPROVEMENT OF ACTIVITY/SKILL]. There will also be upcoming training on [NAME ACTIVITIES] to look forward to. Rest assured, they're in great hands, enjoying every moment and growing as a [SPORT] athlete.

Attached, you'll find a selection of camp photos capturing the joy and energy of our campers. Our staff are having a blast as well!

Reminders:
- [List any important reminders about weather, items to bring the next day, graduation/awards ceremony, etc.]

As always, if you have any questions or concerns, please reach out!

[INSERT/ATTACH CAMP PHOTOS]

Best Regards,

[Your Name]
Camp Director
[Camp Name]
[On-Site Camp Phone #]

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EXAMPLE:

Dear Campers & Families,

Another great camp day in the books! I'm thrilled to share more highlights from this week's Nike Running Camp at USSC University.

The campers are thriving at camp! They're actively participating in various events, receiving personalized coaching, and refining their techniques. Through conditioning workouts and friendly competitions, they're improving their skills and confidence. Additionally, they had the opportunity to learn from a guest speaker, adding valuable insights to their experience. Rest assured, they're in great hands, enjoying every moment and growing as a track and field athlete.

Attached, you'll find a selection of camp photos capturing the joy and energy of our campers. Our staff are having a blast as well!

Reminders:
- We are bringing out the slip and slide tomorrow, so be sure to send your camper with a swimsuit and towel if they'd like to participate!
- We are providing a pizza lunch for all campers tomorrow, so no need to pack a lunch unless your camper prefers another food option.

As always, if you have any questions or concerns, please reach out!

Best Regards,

Jane Doe
Camp Director
Nike Running Camp at USSC University
555-555-5555

Wrapping up each camp session provides a great opportunity to reinforce your appreciation for the parent/guardian and the level of trust they placed in you and your staff. The goal here is to end the session on a high note and encourage the family to consider sending their camper again in the future. And, while the memories are fresh, encourage them to complete the post-camp survey, which helps build credibility and drive future demand on your webpage and other marketing avenues.

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TEMPLATE:

Dear Campers & Families,

As we end an enriching week of Nike [SPORT] Camp at [SCHOOL/CLUB NAME], I want to extend my sincere appreciation for choosing us as a part of your camper's summer experience.

The enthusiasm and connections made during camp are why we do what we do. I'm proud of the campers for working hard and pushing themselves mentally and physically. I'd also like to express my gratitude to our devoted staff who worked tirelessly to ensure every camper had a safe and fulfilling experience.

Attached to this email are more photos capturing many special moments captured throughout the week. We hope these images serve as cherished memories created at camp and help keep camp close to heart throughout the year.

You will receive an email from US Sports Camps asking you to complete a brief camp survey. Please take a few minutes to share your insights, which will help us continue to improve and provide exceptional experiences for future campers.

[Optional - If you have additional summer sessions or other seasonal camps you'd like to mention.] The fun doesn't have to end here! We still have space available in our upcoming weeks this summer. Also, be sure to bookmark [INSERT YOUR CAMP'S WEBPAGE URL] and check back in the coming months for dates and details for our [INSERT UPCOMING SEASONAL CAMPS].

Thank you for entrusting us with your campers. We look forward to having each of them back at camp again in the future!

[INSERT/ATTACH 5-10 CAMP PHOTOS]

Best Regards,

[Your Name]
Camp Director
[Camp Name]
[On-Site Camp Phone #]

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EXAMPLE:

Dear Campers & Families,

As we end an enriching week of Nike Baseball Camp at USSC University, I want to extend my sincere appreciation for choosing us as a part of your camper's summer experience.

The enthusiasm and connections made during camp are why we do what we do. I'm proud of the campers for working hard and pushing themselves mentally and physically. I'd also like to express my gratitude to our devoted staff who worked tirelessly to ensure every camper had a safe and fulfilling experience.

Attached to this email are more photos capturing many special moments captured throughout the week. We hope these images serve as cherished memories created at camp and help keep camp close to heart throughout the year.

You will receive an email from US Sports Camps asking you to complete a brief camp survey. Please take a few minutes to share your insights, which will help us continue to improve and provide exceptional experiences for future campers.

The fun doesn't have to end here! We still have space available in our upcoming weeks this summer. Also, be sure to bookmark www.ussportscamps.com/camppage and check back in the coming months for dates and details for our Winter Break and Spring Break camps.

Thank you for entrusting us with your campers. We look forward to having each of them back at camp again in the future!

Best Regards,

John Doe
Camp Director
Nike Baseball Camp at USSC University
555-555-5555