How to Start a Summer Camp: Your Complete Checklist

Remember all the fun you had at sleep-away camp as a child?  Getting together with other kids to spend the summer playing games, doing arts and crafts, and experiencing the great outdoors can be a transformative experience that children remember for their entire lives. 

You can bring this joy to your local community by starting a summer camp yourself! Of course, it takes more than just a spark of inspiration to start a successful summer camp. Enterprising individuals who want to launch their own camps need the right tools, strategies, and legal know-how to get their camps off the ground. 

Fortunately, we’ve put together a step-by-step checklist for starting a summer camp. Discover and check off these twelve essentials to create a summer of fun for your campers. 

1. Check Local Laws. 

Every state has its own laws regarding what types of camps need to formally register with the state and how. For example, California requires resident camps to register with the state but not day camps, whereas Texas groups both resident and day camps together under the label “youth camps” and requires all of them to be registered. 

In addition to registration laws, you should also check local regulations related to:

• Staffing. Ensure you follow all laws related to hiring and employing staff. For example, most states require camps to conduct a criminal background check on staff, and each state has its own minimum wage and overtime laws you’ll be expected to follow.
• Environment. If your camp takes place outdoors, check any laws that regulate using outdoor and nature-related venues. For example, California has the CAL-OSHA Alert: Wildfire Smoke Emergency Regulation to help protect residents against smoke from wildfires. In this example, your staff would need to familiarize themselves with procedures for keeping campers safe if the air quality falls due to wildfire smoke, such as providing N95 masks.
• Health and safety. Look into health and safety-related laws, both to ensure you’re following regulations and to protect your staff and campers. For instance, you might be required to have a full-time nurse or physician on staff when campers are present. Or, any staff handling food may be required to get a food handler’s card.

While some laws may be tricky to navigate when first registering your camp, know that these requirements are here to safeguard your staff and campers. Look up what agency in your state manages camps so you can direct any questions to the right individuals. 

2. Determine your audience and theme.

Before formally registering your camp, you need to have a thorough description of what your camp is about! Are you imagining an all-ages arts and crafts camp, an outdoors adventure camp for older kids, or an educational day camp for young children? 

To ensure you can adequately describe your camp when registering it, solidify your camp’s:

• Type. While there are some exceptions, most states divide camps into day and resident camps. If you intend to run a resident camp, you’ll also need to consider lodgings for campers and staff, which often require additional registrations and safety checks.
• Theme. Camps exist for all types of activities, ranging from general summer camps to camps dedicated to space, math, musical instruments, and more. While your exact programming might shift as you begin to order supplies and set up your venue, you should retain a clear central theme. 
• Target campers. Determine your target campers’ age range and how many campers you intend to take on. This will help you establish your programming, set an enrollment cap, choose a venue, and determine how much you will need to charge per camper. 

These details are essential for registering your organization and for marketing your camp to parents. After all, parents of middle schoolers looking for a multi-week resident camp are looking for very different offerings than parents of kindergarteners who want to enroll their kids in a day camp. 

3. Register your organization.

Camps can be for-profit or nonprofit organizations. Many small camps highly benefit from registering as a nonprofit and receiving corresponding tax breaks. To register your camp as a nonprofit, you’ll need to:

1. Select a board of directors. Your board of directors is a group of volunteers who are tasked with overseeing and strategically guiding your nonprofit. Nonprofits are required by the IRS to have at least three board members, who will take on the roles of director, secretary, and treasurer.
2. Prepare a mission statement. Your mission statement should sum up your camp’s purpose in one or two sentences. For instance, an art camp might have a mission statement like, “We aim to inspire children of all ages to creatively express themselves and provide them with three weeks of instruction to do so every summer.” 
3. File for incorporation. Once you know what state your camp will operate in, you can file articles of incorporation in that state. This establishes your nonprofit as a corporate entity, reducing liability for individual employees and volunteers and allowing you to apply for tax-exempt status. The process of filing for incorporation varies by state but usually requires providing your camp’s name, purpose, address, and how long your organization will exist. After incorporating your camp, you can apply for an Employer Identification Number, which you’ll need to file paperwork with the IRS, even if you don’t have any paid employees.
4. Establish bylaws. Bylaws are internal but legally binding rules for how your organization will operate. This might include the process of adding board members, how often you’ll conduct audits, and when your nonprofit’s fiscal year is. You should also create a conflict of interest policy, which specifies what steps to take if a member of your nonprofit has a personal situation that may influence their ability to make the best decisions for your camp. Your policy should define what constitutes a conflict of interest, require individuals to come forward if they have one, and explain how the conflict should be handled if this policy is breached.
5. Apply for tax exemption. File with the IRS as a 501(c)(3) organization to earn tax-exempt status at the federal level. To complete this process, you’ll need to file either the Form 1023 or Form 1023-EZ. Form 1023-EZ is a simplified version of the full form, and you can complete the IRS’s eligibility worksheet to see if your camp qualifies for the abbreviated form. 
6. Complete charitable solicitations registration. If you plan to fundraise, you’ll need to register to solicit donations. Charitable solicitation registration must be completed on a state-by-state basis, and you must complete registration for each state before soliciting donations there. 

Another perk of being a nonprofit organization is that your camp may be able to apply for grants. While some grantmakers want to see your camp operate for a year or two before trusting your organization with their funding, others may be willing to contribute to new start-up nonprofits. Research local grants in your area related to your camp’s purpose to find opportunities that best fit your organization. 

4. Set a Schedule

For a summer camp, timing can be everything. When setting your schedule, consider how long your camp will be open, how many sessions you’ll hold each summer, and what your schedule for each day will be.

Also, think about tasks you’ll need to accomplish in addition to running your camp. For example, you’ll need to give parents plenty of time to register campers, and your team will need time to set up your venue, market your camp, and complete camp counselor training. 

5. Research Health and Safety protocols.

As part of your research into local laws, you should have uncovered legal health and safety regulations for camps in general. Now that you know your programming and planned activities, you can drill down deeper into implementing specific safety protocols. 

For instance, you might set a schedule for how often your staff inspects equipment and buildings to prevent any breakdowns, spot decay, and ensure cleanliness. Or, you might need to design and train your staff to carry out safety procedures for specific scenarios, such as if there is inclement weather and you need to evacuate your venue. 

This is also a good time to consider your camp’s waivers. Even safe activities that are properly carried out can have some degree of risk, and waivers protect your camp from liability and ensure campers and their families are aware of any and all risks. If your camp hasn’t already consulted a lawyer to complete your registration with the state, you may want to do so at this time to ensure your waivers are reasonable and lawful. 

6. Set your budget.

While being a nonprofit organization will help your camp eliminate tax burdens and allow you to fundraise, you’ll still have a range of expenses you’ll need to budget for.

Here’s a shortlist of just a few expenses your camp will need to consider:

• Staff salaries
• Equipment purchasing and rental costs
• Venue fees
• Insurance 
• Food and catering
• Software subscriptions
• Marketing costs

Once you know roughly how much you’ll need to spend to get your camp up and running, you can calculate your camp registration price. To break even, divide your total costs by how many campers you expect to attend your camp. Camps that offer scholarships and reduced pricing opportunities may increase their registration costs to cover free and low-cost campers. 

7. Find a venue.

Consider what activities you have planned, how long you want your camp to run, your location, and your budget when selecting a venue. Generally, you have two options when selecting a venue:

1. Purchasing property. If you own your venue, your camp will have much more control over the land. However, you’ll also need to do any maintenance, clean-up, and preparation yourself, and you’ll have to pay property taxes and other expenses all year long, regardless of whether your camp is in session.
2. Renting a venue. Reach out to venues in your area to reserve space for your camp and get a quote. For instance, a day camp might rent rooms at various museums, allowing campers to explore the space during the day under volunteers’ supervision. Of course, resident camps may experience high costs due to renting for long stretches of time, and your camp may be charged if any equipment, buildings, or locations are damaged or require clean-up. 

One cost-effective option many camps recommend is partnering with a local park or recreation center. These organizations are used to managing community events and activities, and often have large spaces available. 

8. Invest in Necessary Insurance. 

Accidents and emergencies happen regardless of how prepared you are, so it’s crucial to obtain the necessary insurance. Whether a camper is injured, equipment breaks down, or you suddenly have to cancel your camp due to factors outside your control, insurance can be your financial savior. 

Review camp insurance providers in your area to compare their coverage options. Additionally, note that the type of insurance you purchase depends on your camp type (and you may need more than one). Often, sports-themed and other physically extraneous camps require their own type of insurance to account for the higher level of risk associated with day-to-day activities. 

9. Hire Staff and Recruit Volunteers.

Staff and volunteers are the backbone of your camp, and recruiting dedicated, professional individuals is vital for creating a positive camp experience. Consider what roles you’ll need, how many individuals should fill each position, whether each role will be volunteer or paid, and what skills are required for each one. 

Additionally, plan to train all of your staff and volunteers on a few core protocols and responsibilities. For example, you might have mandatory CPR and first aid training for all staff and require lifeguards to get additional certifications. 

10. Invest in Camp Management Software.

Even if your camp is in the remote wilderness, you’re still running a modern camp, and modern summer camps need the appropriate software solutions. Camp software can help you accomplish a wide range of tasks, including:

• Operations management. Empower your staff to manage every aspect of your camp, from billing to creating schedules to creating bunk assignments, in one centralized platform. Look for platforms with a mobile app and cloud-based storage so your entire team can access the most up-to-date information about your camp, no matter where they are. 

• Revenue development. Sell merchandise, create membership programs, process donations, and market your camp to improve your revenue generation channels. 
• Customer engagement. Allow families to enroll their children through a simplified process available via your website. Create a registration portal, complete with automated email reminders and upsell opportunities that promote merchandise and donations. 

When it comes to camp management tools, there’s no beating CIRCUITREE’s all-in-one platform. With CIRUITREE, you’ll have access to all of the features detailed above. Plus, check out Bunk1, CIRUITREE’s mobile app for camp administrators and parents that lets your campers’ families stay in the loop about your camp activities through daily photos and camper updates. 

11. Prepare Your Forms and Documentation. 

Camps are about fun and making memories, but that doesn’t mean letting paperwork fall by the wayside. Forms and documentation help you stay organized, communicate with parents, and keep your camp on track for a successful summer. 

A few key documents your camp will need to prepare ahead of the summer include:

• Registration forms. For campers to enroll, you need a registration form. On this form, include entry fields related to camper information (name, age, gender, address, school, interests, medical information, etc.), parent information (name, contact information, address, etc.), and payment information. Check out CIRUITREE’s full customizable templates to get started creating this document!

• Health and safety information. We’ve already detailed how your camp can set up procedures for keeping campers as safe as possible. Now, it’s time to put those processes and other health and safety information into an external-facing document for parents to peruse. This helps create trust between parents and your camp, reassuring them that you’ve thought of and prepared for every possibility. Plus, if parents have concerns about their child’s specific medical issues, this documentation can prompt them to reach out to ask questions or provide information.
• Evaluation form. With evaluation forms, you can get feedback about what parts of your summer camp participants enjoyed and what they would like to see done differently next year. Consider creating unique evaluation forms for campers, parents, and staff. For campers, ask questions about their experiences, such as what their favorite activity was or if they got along with their bunkmates. For parents, you might ask about your communication cadence and how smooth camper drop-off and pick-up were. For staff, assess your internal training and communication by asking if they felt prepared for the summer.

In addition to these forms, ensure you have someone on staff assigned to document day-to-day camp activities. This helps you stick to your schedule, communicate with parents, and review staff assignments. 

12. Market Your Camp.

At this stage, you’ve put all the pieces of your camp together. Now, you just need to share your camp with your community to start collecting enrollments. Consider these marketing strategies to get your camp in front of your target audience:

• Clarify your audience. When setting your camp programming, you decided what type of campers you want to enroll in your camp, but parents are the ones actually registering their children. Consider what types of messages are likely to appeal to parents and guardians of your ideal campers, and what communication channels those individuals use so you can create targeted messages. 

• Leverage a multi-channel approach. The more places you market your camp, the more people you’ll reach. Plus, each time a parent sees an ad for your camp, the stronger their brand recognition will become, and the more likely they are to check out your website and register their child. When it comes to multi-channel marketing, ensure you have a professional website and social media profiles on platforms your target audience uses. Don’t underestimate the power of traditional media, like newspapers and radio, in reaching a local audience.
• Partner with other local organizations. One major obstacle new camps face is gaining parents’ trust. After all, parents have yet to hear of you, and you’re asking them to put their children in your care! You can overcome this challenge by partnering with established organizations that local families are already familiar with and trust. For instance, you might ask a local school to help promote your camp as an educational summer experience or partner with your parks and recreation organization to show you have support from your city.

After your first year of operation, marketing should get easier. After all, you’ll have previous campers and their families who may re-enroll, recommend your camp to friends and family, and provide testimonials that you can use in your marketing. The key to earning this support, of course, is to put on a great camp that campers will remember for years to come!

More Resources for starting your summer camp

Starting a summer camp is no easy feat, but with the right tools, strategies, and knowledge, you can create a memorable experience for campers that is well-run, engaging, and fully legally compliant. 

If you’re looking for more tips about how to launch a successful summer camp, explore these resources:

• Camp Registration Software For All Your Needs. Explore top camp registration software from CIRCUITREE to get the tools you need to boost enrollment at your camp. 
• Leveraging Tech To Overcome Sports Camp Obstacles: A Guide. Interested in running a sports camp? Discover what unique software you’ll need to make your dream camp a reality.
• Camp Customer Engagement Portals: The Essential Features. Connecting with parents is essential for maintaining a successful camp. Learn how to create a customer portal that keeps families engaged.