Tracking and Generating Leads
This list of campers is already present in your lead tracker. You should call them when their original enrollment date passes.
What is, the past-season campers list?
This email that is sent out in the first month of enrollment shows parents what other parents in our community have to say.
What is - the Parent Testimonial?
This policy would mostly impact parents and guardians who are running a bit behind schedule...
What is - the Late Arrival/Pick-Up Policy?
LATE ARRIVALS
For all late arrivals after the posted drop off-time frame, parents are asked to call or text the camp line to communicate with camp leadership. On field trip days, if a child arrives late for camp and their group has left for a field trip, the child can be placed with another group on site if possible. If not, we will ask the parent to drop off at the field trip location.
LATE PICK-UPS
If a child has not been picked up by the time camp closes, team members will call parents/ guardians. A camp team member will remain onsite until all children have been signed out. If a parent or guardian does not pick up a child within 30 minutes of closing, a camp team member will make every effort to contact the adults listed on the Emergency Contact List. Once all contacts have been called, the Local Police will be contacted for assistance. There will be a $1.00/per minute charge for late pick-ups. Late fees must be paid on the next payment for payment plan members or within the week for those who pay in full.
This percentage of your day should be focused on team development work - such as onboarding, building and participating in trainings, hiring, gps cards/feedback...
What is... 20%?
These would be the frequencies of following up on phone leads.
What is: Immediate Call - Next Day Call - 3 day Call - 7 day Call - Weekly Call?
This email consists of the camper's team assignment, counselor/staff introductions, and other information to help families get prepared for camp!
What is - the Two Week Out AND What To Expect Emails
This policy details for guardians what we can and cannot do as staff on those bright and sunny days...
What is... our sun protection policy!
Sun Protection Policy:
Counselors are required to provide direct supervision as campers apply sunscreen. Counselors are prohibited to apply lotion sunscreen on campers. Counselors can assist with the spraying of spray sunscreen. Sunscreen must be applied prior to outside play unless parents provide written notice that they have applied sunscreen themselves.
We encourage parents to provide spray on sunscreen or have their camper utilize the buddy system when applying sunscreen. Parents MUST provide sunscreen or sun protection for their child and the sunscreen MUST be labeled with the child’s first and last name.
Per state licensing rules, counselors will hold all camper’s sunscreen in bins. Upon arrival to camp, sunscreen will be checked-in, labeled and placed in the corresponding camper’s sunscreen bin. Parents will be notified when sunscreen is empty/near empty and asked to provide a new bottle of sunscreen. [may vary per location].
30% of your day will be spent in this area of work, including executing programming, creating and maintaing team schedules, processing campsite enrollment requests/financial work, returning phone call and emails...
What is... focusing on operations?
Besides the parent name, child name, and child age, these three pieces of data are collected when speaking or emailing with a potential lead.
What are: Phone #, Lead Source, Email
What is a phone call the week prior to the camper starting camp with us and another phone call at the conclusion of the summer?
This policy details exactly who can pick up a child, and under what circumstances.
What is - the Policy for Releasing Children From Camp:
A child can only be released to person for whom Mighty Camps has written authorization. At the time of registration parents must provide Mighty Camps with a list of people who are authorized to pick up their child, these forms will be completed at the time of registration and kept in each counselor’s group binder. It is Mighty Camp’s policy to ask the person for an ID to verify the release. If a Team Member is uncomfortable releasing the child, we will contact the parent. A counselor will remain with the child until the parent/guardian arrives. Children will not be released to an unauthorized adult. If an unauthorized adult attempts to pick-up a child, parents will be immediately notified via a phone from the camp administrative team.
20% of your day should be focused on lead generating behaviors. Name a few.
What are... Tabling, Community Outreach, Leading Tours, Calling Past Families, Cold Calling club families, actively marketing and making local partnerships?
This local team and/or leader can help you generate new leads...and you can provide them with some as well!
What are: the fitness advisors and club manager (and tennis dept, and swimming dept, and kids club, and...)
You'll need to know if you have any campers who have attended more than this number of years for some of our mighty returners or recruiters
What is, 3+ years?
This policy helps families and staff alike understand how we strive to supervise.
What is... the Policy for Proper Supervision of Campers:
Mighty Camps strives to provide a 1:12 team member to child ratio. Proper supervision of children requires a high level of team member engagement and participation in scheduled programming. Team members are expected to facilitate programming from the center of action versus observing from the slide lines. Team member participation directly impacts the level of interest, enthusiasm, and participation of the children in our care. Furthermore, when children are actively engaged in the program at hand, challenging camper behaviors are less likely to occur. When on the field, at the pool, in the gym or in the classrooms, team members should position themselves in a way that maximizes their ability to have eyes on each child they are directly responsible for. Meaning, team members should be always facing their campers and that team members MUST adhere to the “Rule of 3” at all times.
These behaviors make up 30% of your day, and involve calling returning families, sending proactive communications, following through with our commitment to families, recruiters, and mighty moments program...
What are... retention behaviors?
This lead-generating behavior would have you out and about in your community (open-ended)
open-ended! School events, fairs, festivals, professional development days, marketing to local nearby businesses, industry organizations, sports teams, etc.
This little image gets sent out a week following a camper's approved enrollment request.
What is the open house invite?
There are now two versions of this policy, one for summer and one for the school year. They will clue parents in to the timelines regarding changes in their enrollment.
What are.. the Summer Cancellation Policy and the School-Year Cancellation Policy?
There's a lot that goes into being a camp/youth director... many hats to wear, responsibilities to balance, and commitments to our community. This open ended question can be answered by anyone: What are some habits to build out to help get the most important tasks done?
MITS, Blocking Time, Distractions, and Blocking out Steps, the Eisenhower Matrix, Asking for help/assistance/collaborating, using your calendar, proactively discussing deadlines, utilizing how-to guides, training staff for autonomy, taking ownership, etc...