Getting Ready for Next Season

Preparing Camps for the Next Registration Season: A Step-by-Step Guide

As one registration closes, another approaches! Registration programs of all kind must prepare to manage the influx of inquiries, sign-ups, and logistics smoothly. A seamless registration experience can set the tone for your participants and their families, ensuring a positive relationship from the start. To help you prepare, we’ve outlined key steps to get ready for the next registration season.

1. Review and Analyze Previous Seasons

Before you dive into planning, take time to review the performance of the previous registration seasons. Some key questions to ask:

What went well? Consider areas where things ran smoothly, such as high enrollment rates, efficient communication, or positive parent feedback.
What were the challenges? Identify bottlenecks in the registration process, complaints, or technical difficulties, and share them with your Cogran CSM as soon as possible (before you forget them!).
What was missed? Were there any marketing opportunities left untapped, or special programming that could have drawn in more interest?

By analyzing your past performance, you can create a roadmap to either replicate success or course-correct any problem areas.

2. Maximize Your Cogran System

Check into your Cogran tools to be sure you are maximizing the available features.

Check Reports: Did all of the reports gather the info you hoped? Did you have any camp-day info needs that weren’t met?
Update Registration Forms: If you had any information gaps, review your registration forms. A blank might mean that an answer was not required–but you were expecting to see some data. Or, if you heard feedback about complex forms, consider trimming the information requests.
Customize the experience: If your camp offers different programs or payment plans, ensure that your installation includes all of these. In year two and forward, you may have users with level restrictions or household credits to use!

3. Plan Your Marketing Strategy

Marketing is key to ensuring full enrollment for your camp, and the registration season is the perfect time to launch a focused marketing campaign. Consider these tactics:

Email campaigns: Use Cogran to send personalized emails to past campers and interested families with early-bird offers and reminders about registration dates.
Social media: Create a buzz by posting photos and videos of last season’s activities. Highlight new features or programs for the upcoming season.
Partner with influencers: Consider collaborating with local influencers or bloggers who focus on family life, summer activities, or parenting.
Google and social ads: Use targeted ads to reach families in your area or within your camp’s demographic.

4. Set Up Early-Bird and Discount Strategies

Early-bird pricing or limited-time offers can create a sense of urgency and increase early registrations. This helps with planning and gives you a better understanding of projected attendance. Some ideas include:

Early discounts: Offer discounts for families who sign up early!
Deposits: Not into early registration discounts? Consider accepting non-refundable deposits to help fund your summer planning while also allowing parents time to pay
Slammed by credit card fees? Remember that Cogran allows you to pass these on to the customer.

5. Streamline Communication Channels

A strong communication plan is crucial to handling inquiries and providing quick, accurate responses to potential campers and parents. Here’s how:

Update your FAQs: Ensure your website has a comprehensive, updated FAQ section to answer common questions about programs, pricing, and logistics.
Automate responses: Set up automated email replies that confirm receipt of inquiries or registrations, and inform families when they can expect a personal response.
Chatbots or live chat: If feasible, consider implementing live chat or a chatbot on your registration page to handle simple inquiries in real-time.

6. Staff Training and Prep

Your camp staff, including those working on the administrative side, should be ready to handle the registration rush. Consider:

Training sessions: Provide training for staff on how to use the registration platform, manage customer inquiries, and process payments.
Role assignment: Clearly define roles for your team so there’s no confusion during peak registration times. Ensure each team member knows whether they’re responsible for answering calls, managing the website, or responding to emails.

7. Audit and Update Your Camp Website and the Cogran Front Page

Families will rely heavily on your camp’s website for information, and an outdated site can be a major deterrent to potential registrations. Make sure to:

Keep content fresh: Update program descriptions, photos, and any other information that might be outdated.
Improve navigation: Ensure your website is user-friendly and mobile-responsive. Most registrations will be done on mobile devices, so optimizing the user experience is essential. Are your cards the right cards for your registration?

8. Have a Contingency Plan for Technical Issues

Despite all preparations, things can go wrong. Be proactive by having contingency plans for technical issues that could disrupt the registration process:

Backup systems: Ensure that you have a backup plan if you know your internet might go down. For example, print out Cogran’s print-friendly rosters or be ready with your phone!
Tech support team: Have your IT or software support team on standby during critical registration windows to troubleshoot any issues that arise. Plus, feel welcome to let Cogran know when you plan a busy go-live! That way, Cogran support will be ready on hand to manage any questions that arise on the busy first day.

9. Communicate Important Dates Early and Clearly

Families appreciate knowing key dates as far in advance as possible. Be sure to:

Send reminders: Create a registration timeline and send reminders to families via email and social media.
Highlight deadlines: Make deadlines for early-bird discounts, registration closings, and program changes clear across all your communication channels.

10. Prepare for Post-Registration Communication

Once the registration window closes, the next phase of communication begins. It’s important to:

Check your email templates: Cogran allows unlimited email templates! Consider adding email templates for things like packing lists, first day of camp, and more!
Consider adding automated alerts to your Cogran installation: Waitlist notices, refund notices, and other communications like reminders can be automated with Cogran Alerts!
Stay in touch: Maintain a communication flow that builds excitement for camp and keeps families informed about any updates.

Conclusion

With careful planning, clear communication, and a focus on user experience, your camp can smoothly navigate the next registration season. By analyzing past seasons, updating your systems, and crafting a compelling marketing strategy, you’ll ensure that registration is a seamless and successful process for both your staff and the families you serve.

Getting Ready for Next Season