Running a summer camp or day camp

Camps are a big mid-year revenue line. Rosterra treats a camp as a multi-day event with its own registration page and special payment handling.

Setting up a camp

1. Go to /events and click New event.
2. Pick Multi-day camp as the event type.
3. Set start and end dates (a week, two weeks, a few weeks of half-days).
4. Set the daily hours. Mornings only, full days, with or without lunch.
5. Pick the price. A flat price per camper is most common.
6. Set the capacity.
7. (Optional) Add per-week pricing if your camp runs multiple weeks and families pick which ones.

Payment plans

Families paying 600 to 1200 dollars for a camp often want to spread it out. Enable Payment plan on the camp settings.

Options:

• One-time payment. Family pays in full at registration.
• Half now, half later. Family pays half at registration, the rest 2 weeks before camp.
• Three-payment plan. Pay one-third now, one-third in a month, one-third right before camp.

The card on file is charged automatically on each scheduled date.

Registration

Families register at the camp's public landing page. They pick the camper (or campers, for siblings), choose any weeks if applicable, and pay according to the payment plan.

Discounts: set up a sibling discount (second camper, third camper) or an early-bird discount (registers more than 60 days out) in the camp settings.

Pre-camp prep

Two weeks before camp, you usually want to:

• Confirm allergies, emergency contacts, and pickup-authorized adults. Send a form for each camper at /communications.
• Collect any signed waivers specific to camp (transportation waiver, photo permission).
• Send the packing list as a document on the parent portal.

Camp day

Run check-in from the regular attendance page. Pick the camp event and tap each camper as they arrive. Pickup tracking is similar: tap each camper as their pickup-authorized adult arrives.

The mobile app for parents shows real-time check-in status, so anxious parents can see their child arrived safely.

After camp

A "Camp wrap-up" email goes out automatically to every family with photos (if you uploaded any), a thank-you note, and a sign-up link for fall classes or next year's camp. This is often the highest-converting email of the year for fall enrollment.