10 Questions to Ask When Shopping For Summer Camp to Make Sure Your Camp is Not Closing

So... did you jump on that early bird special and register your child for summer camp back in January?

The economy is tough on summer camps. Not only can they be a "luxury" expense for many families, but with so many parents out of work and staying home we also know that summer camps no longer have the same role in child-care.

Since camps are in a yearly revenue cycle with huge dry spells and just a few peak sale months (March - May), it can take until June (for summer camps who are on the edge) to figure out if they can make payroll or pay for facilities through the summer. What? Really? Yep. Summer camp payroll is a huge expense for camps that do not run off volunteers, as are facility costs for any camp that doesn't own its own site. And keep in mind, those that run off volunteers are generally non-profits relying on fundraising and donations; contributions that also dry up in slow economies.

What happens when a summer camp is in the red?

That depends on the summer camp company. Many summer camps are part of a bigger organization, and the camp can be a loss leader. To stay a float some summer camps will renegotiate terms or payment plans with venders or facilities. Some camps will turn to volunteer staff or cut staff ratios. And a few will run to the bank and hope they can get that loan to cover payroll. When those attempts are successful they squeak by. But it happens every year.... some summer camps will close mid-summer or just before they are due to run.

Will you get your money back if a summer camp closes?

That depends on the summer camp company. Most summer camps that are associated with a youth organization, to protect the reputation of the umbrella company or the facility they work for, will be covered by the latter. A summer camp run by a multi-program agency has other budget to draw on and can't afford the legal entanglement from a Chapter 7 that leaves customer damages. But companies that only run camp... well, these are the ones that can fold up on you. (Don't get me wrong, these are also some of the best camps because they devote full time to just running camps. But as a possible indicator of stability in tough economic times - a diversified company may be more resilient.)

Back in 2001 ACE computer camps, a nationally run chain of computer camps with over 60 locations nationwide stopped running mid-session. With estimated numbers at 10, 000 campers per summer - this was a big upset.

When campers came back from lunch some happened to search out the ACE website, they found this message: "American Computer Experience is going out of business immediately. All ACE computer camp locations are cancelled effective immediately." So, the campers and staff went home. None of the families of that week or subsequent weeks were refunded. Camp staff who had worked at camp several weeks were not paid. The rented camp facilities also did not get paid. Lawsuits went on for years and financial restitution is still incomplete.

How can a summer camp customer protect themselves?

It can be hard to find out if a summer camp company has solid financial footing. In the 2009 camp season, you should assume all camps are struggling a bit so don't be afraid to ask some pointed questions:

1) Assume your summer camp might have to close slow weeks and move everyone together to reduce the cost and maximize the profits. Ask your summer camp which weeks might they close if they have to consolidate?

2) If your summer camp is using a rented facility; ask if the camp has paid upfront (or are they past the point of canceling) where the camp would have really committed to the week? (In rental contracts there are dates by which payments become committed, if it's past that point (or if they paid in full upfront), then they will run the week even if it's lower in numbers.)

3) How many campers are registered in the summer camp? Ask for totals for each class as well as over-all camper registration numbers and ask what they had expected. Ask what happens to classes or registration numbers that are low? What is considered low? You are looking for a reasonable answer and a plan for how they will serve lower number. Do some simple math based on what you are paying for the camp and how many kids they say each staff will cover. And if you think because you pay $600 or $1000/week that they must have a ton of profit to play with... think again, summer camps just don't operate on huge margins until they really have volume, it's the "economy of scale" that work in this business - which is why every summer camp may be hurting right now.

4) If you hate your plans to change... avoid registering early for the first week of the camp season and the last week of summer too and the weeks on either side of the holiday. These are the most frequently closed summer camp weeks. The bookend camp weeks close to consolidate the numbers. The weeks on either side of the holiday close because families are taking more trips and enrollment is low. (If you wait and buy these weeks late you may find good deals, call the week before and make an offer ... this may work especially well if you are paid in-full for weeks later in the summer as well.)

5) Know your summer camp leadership. Find out all you can about the camp owner. Are they from a summer camp back ground? Is this a passion that they will not give up on, even in bad times? Would they sell their summer camp today if they could? Also, if you have been at this summer camp for a while, do you sense any change in their approach to camp customers? Are they emailing you more or less? Are the notifications on time, is paperwork late, are they cutting back any services? In this economy, they should be making some adjustments but a "camp" committed owner will be guarding the customer experience from those cuts. Ask what adjustments they are making.

6) How long your summer camp has been around can be a good indicator, but only IF they have a great return rate. (A topic for another day... there are MANY ways that camps can compute a return rate). The summer camps with strong return rates tend to be camps that have either a strong "traditions-based" programming and/or an excellent progression for kids to follow as they age and/or develop in skills. Summer camps that offer a single topic can be fine, if they offer a strong progression. But keep in mind that trendy topics always come and go, so even in good economic years you will see ebb and flow in the numbers at any specialty summer camp. If you hear about some new cool summer camp focused on a topic that is ripped from the TV prime time... it might be fun, call early, but don't drop your cash until just before it runs - and do your best to stop by and visit the program their first week, before you pay up in full... to avoid an unhappy camper.

7) You can check on them. If you are thinking of going to a summer camp that rents their space, call the facility and ask if the summer camp always pays on time. Verify they have been paid all appropriate fees for 2009. This can be very very informative.

8. Take "Fire Sales" as a warning sign. If your summer camp company is running "Fire Sales" (dropping prices like crazy) in the month of June, they are scrabbling for revenue. They have figured out that they have lost money and they are trying to fill all the seats as a tourniquet for the bleeding. They will likely try to up-sell to people already registered for weeks... "Since you bought early we're offering you this amazing discount on your added weeks". This can be a great deal... and using Fire Sales to get a great deal is wonderful... but if your week is in August, and Fire Sales start happening... it's a warning that your camp company is already worried and is likely tightening its belt and scrabbling for last minute camp sales. This could mean reductions in staff ratio, tightening on supplies, or other cost saving measures, including cancelling weeks. It's time to call and ask to make sure your week is still 100% a go. (Ok, in all honesty, if they are doing this at least they are doing something... some businesses can get so busy in summer they don't even try to save themselves and end up folding post season).

9) Have key people in the camp company left? No, I'm not talking about the counselors - though they are "key" since your kids will be with them (but a % of summer staff always go before the season is out). But check into the company leadership, have they had any major turn-over, this can be a sign of financial troubles or major shifts in the company direction. Don't just ask how long the company has been around, ask how long the main Camp Leadership has been in place.

10) Do they have a fall back position? A strong summer camp knows its numbers and knows what it will do based on those numbers along the way. If you can have a frank discussion with someone about the contingency plans you will likely get a gut feel for their business sense; of course that is if you get to speak with a leader in the company not just a sales person. Asking a sales person who is not trained handling these types of questions, may give you your first clues about how the numbers are. If you're worried after that, as to speak to the director or business manager and go ahead and ask questions. Start form the basic assumption that sales must be low and let them know you plan to have a frank discussion.

The point is... Ask some direct questions and make yourself an insider. Your camp company should welcome your partnership!

Kat "Toes" Fitzgerald has been a leader in the summer camp industry for over 20 years. She currently is the founder of an educational summer enrichment camp at multiple locations that focuses on STEM subjects (science, technology, engineering and math.) You can read more tips for parents, counselors, administrators and campers at http://www.campydiem.com

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Traditional Summer Camps - Frequently Asked Questions, Answered

What are the benefits of sending a child to a traditional summer camp? Should you select a summer day camp or an overnight summer camp?

Positive summer day camp or overnight summer camp experiences can be of tremendous benefit to your child's development. While at a traditional summer camp, either a summer day camp or overnight summer camp, children learn about themselves, learn to be more independent, are expected to live up to expectations and help out younger campers.

A good traditional summer camp program can help increase a child's self-esteem, teach them respect for others, enable them to learn self-respect and also learn tolerance of others. Living in a group situation, as in an overnight summer camp, campers learn to accept differences such as race, religious beliefs and cultural differences. Both types of traditional summer camps offer benefits that will help your children grow and mature and broaden their horizons.

When you receive a traditional summer camp's brochure, you will invariably have questions for the camp director about the camp philosophy as well as that of the director. From that first phone call and/or visit to the web site, you begin developing an impression of what a particular traditional summer camp is like and how it's run.

A traditional summer camp may be described in nothing less than glowing terms in its brochures. The setting can be absolutely breathtaking. Activities offered by the camp may run the gamut from racquetball to modern dance. In the end, however, it's the human equation of how those activities are operated and conducted that determines the quality of the summer day camp or overnight summer camp program. Remember the marketing materials for traditional summer camps are designed to make you want to send your child there!

Get to know the camp director as a person through telephone conversations, correspondence and if possible, a personal visit. Have the director describe the camp's philosophy and how it is carried out by the staff. Find out if you have the option of sending your child for summer day camp or overnight summer camp. Ask how many years the director has been at that camp and also find out the total number of years he or she has worked as a traditional summer camp director.

How Much Is It Going To Cost?

One of the biggest questions facing parents when they consider sending a child to a traditional summer camp is the cost. The cost of a traditional summer camp, whether a summer day camp or overnight summer camp, can be substantial especially if there is more than camp-age child. American Camping Association accredited overnight summer camps and summer day camps offer price ranges to fit every budget. While not always the case, if a non-traditional summer camp is designed for a very specialized group of campers, it may be more expensive than traditional summer camps, which are also often called adventure camps.

The cost of a traditional summer camp per week will probably also figure into how many weeks of summer day camp or overnight summer camp your child(ren) will attend. The American Camping Association reports the among its accredited camps, both summer day camps and overnight summer camps, the prices for a week of summer day camp or overnight summer camp ranges from $75 per week to $650 per week.

There are some ways to save money, even if it is not obvious from reading the camp brochure or visiting the camp's website.

The first question you should ask is whether or not financial assistance is available to help subsidize the tuition costs. It's not uncommon for all kinds of summer day camps and overnight summer camps to set aside a certain number of spots for families who might not otherwise be able to afford to send their child to traditional summer camp. If they don't offer to subsidize the full cost of the camp session, they may pay part of it.

Although scholarships for traditional summer camp programs are usually available on the basis of need, there may be extra unclaimed subsidized spots which the camp will allow your child to fill. You won't know, though, unless you ask. If you are hoping to receive a scholarship or other type of financial assistance, it's a good idea to apply early before all the slots are taken.

Another way to save on the cost of traditional summer camp is to find out if special discounts are available. Often summer day camps or overnight summer camps will offer a discounted tuition price for early registration, for siblings attending the same camp, or for signing your child up for a particular session of the summer camp program. Again, if you don't ask, you won't know what your options are.

What is included in the tuition cost?

Typically, transportation is included as part of the cost for summer day camps. Resident or overnight summer camps may offer transportation from a central location or may require the campers to be delivered to the campground. If the overnight summer camp program includes trips, movies, laundry service, snack bar, special equipment or other costs, find out if they are included in the cost, if your need to pay a separate additional fee, or if you should send extra money with your child to camp.

What is the refund policy?

Refund policies vary greatly from camp to camp. Some refunds cover only illness of the child, while some will give a total refund if it is requested prior to a certain date. Some camps may return all but a registration or administrative fee and some may not offer refunds at all.

What is the camp's philosophy and program emphasis?

Each traditional summer camp has its own method of constructing programs based on its philosophy. Does it complement your own parenting philosophy? Are the activities at the summer day camp or overnight summer camp of interest to your child? Many traditional summer camps actively promote competition and healthy rivalry among camp teams, as reflected in team sports. For many campers this is pure fun. Some parents feel that learning to be competitive at an early age teaches essential survival skills. However, other parents and educators are in favor of cooperative learning. Research has shown that noncompetitive methods encourage young people to learn more, retain it longer, and develop greater self-esteem and appreciation for others. Knowing your child's personality and style of learning is valuable in selecting the right summer day camp or overnight summer camp.

What is the camp director's background?

American Camping Association (ACA) minimum standards recommend directors possess a bachelor's degree, have completed in-service training within the past three years, and have at least 16 weeks of camp administrative experience before assuming the responsibilities of director.

What training do counselors receive?

At a minimum, camp staff should be trained in safety regulations, emergency procedures and communication, behavior management techniques, child abuse prevention, appropriate staff and camper behavior, and specific procedures for supervision. Often traditional summer camp counselors are college students working toward degrees in various sports-related and human services fields.

What is the counselor-to-camper ratio?

ACA standards require different ratios for varying ages and special needs. Generally, the ratios at overnight summer camps range from one staff for every six campers ages 7 and 8; one staff for every eight campers ages 9 to 14; and one staff for every 10 campers ages 15 to 17. At day camps the ratios range from one staff for every eight campers ages 6 to 8; one staff for every 10 campers ages 9 to 14; and one staff for every 12 campers ages 15 to 17.

What are the ages of the counselors?

ACA standards recommend that 80 percent or more of the counseling/program staff be at least 18 years old. Staff must be at least 16 years old and be at least two years older than the campers with whom they work.

The number and types of programs a particular traditional summer camp offers may also impact the ages of the counselors. Academic camps and other specialty camps may require camp counselors to have a particular level of education or number of years of experience or training.

What percentage of the counselors returned from last year?

Most traditional summer camps have from 40-60 percent returning staff. If the rate is lower, find out the reasons why there isn't a higher number of staff who return to work at the camp each year.

How are behavioral and disciplinary problems handled?

Are the behavioral expectations clearly laid out and available to campers in advance? They should also be reviewed with the campers on the first day of camp. It's also important to know the disciplinary steps that will be taken for violation of the rules.

What is the style and personality of the camp director? How much authority do the camp counselors have? These are all important questions to ask because you want to be sure the camp behavior standards and disciplinary policies are a good fit for your child and your family.

What if a child becomes ill, is injured or has a special need?

Find out if trained medical personnel are resident in the camp at all times, especially overnight summer camps. A nurse or other medical professional will be able to tell if an injury is serious and requires more intensive medical attention. You'll want a professional available if a child becomes ill or needs medical attention in the middle of the night.

If your child has allergies or is insulin-dependent, there should be a designated place for the medication to be stored in a locked container. It should be administered only by trained staff. If your child requires a special diet, find out if the camp is able or willing to accommodate their dietary needs. The wrong answer to any of these considerations can be potentially life-threatening.

Even a child who has slept away from home in the past may become homesick, or simply have trouble adjusting to the overnight summer camp during the first few days. Find out from the director how homesickness is handled by the staff and let your child know what their recourse is if they feel lonely or have trouble adjusting.

Is the camp American Camp Association accredited? Why or why not?

American Camp Association accredited camps undergo extensive scrutiny and must meet very high standards to be accredited. Accreditation reviewers ask over 300 questions about the camp and staff including essential health and safety issues, program quality and the camp's overall operation and functioning.

What about camp references?

Every summer day camp or overnight summer camp will sound like a dream when you read the brochure or visit the website. Ask the director to provide you with a list of references including past campers and counselors to check the camp's reputation.

The information in this article was provided to you by William Lawrence Camp, a summer camp for boys in New Hampshire. To find out more about summer camps, please visit http://www.wlcamp.org.

If you'd like to speak with someone directly, you may also call us 603-569-3698. We're happy to help you answer any questions about summer camp you may have.

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