Índice

01.
Introduction.

02.
Define the basic
points of the camp.

03.
Design the camp.

04.
È ora di organizzare
il campus estivo.
01.

Introduction.
01. Introduction.

When the season ends, with

regular competitions and training They
sessions, together with summer can try new
holidays opens a wide variety of activities, taking them out of their comfort
possibilities. There are clubs that zone, which can also help the children
choose to close for the holidays and develop and grow.
suspend their activities. Many others
take advantage and continue to offer Sometimes they can get to know new
their services for willing athletes. places, share experiences with people they
didn’t know before, but by the end, can
Among the most typical activities become some of their most loyal friends.
we find the summer camp. A great Each day becomes a great new adventure
experience for children that never where the values taught, and experience
goes out of style, where memories gained help mould the youngsters into
and friends are made for life. better people.
01. Introduction.

As well as the above,

the organising club also
has a great opportunity
to grow, benefitting
economically, but
more so with new
members. The camp
can provide value that
impacts greatly on the
club’s reputation.

Despite this, the

parents of course
won’t just subscribe to
any camp. They usually
debate over whether
it’s convenient to
put their child into
summer camp. Issues
such as the cost, the
activities available and
the security provided
are all essential when
deciding. If you’re
thinking of organising
a summer camp, you
must consider the
factors that will make it
“the campus that every
child (and parent)
wants to join”.
02.

Define the
basic points
of the camp.
02. Define the basic points of the camp.

Before you start thinking about what activities you will offer and the people needed
to implement them, it is important to define your camp. Therefore, you should
consider the following premises.

Define your objectives

Be very clear about your objectives. Everything is born from an idea or goal that you
set yourself, however the reasons that impact the club may be different:

1 The goal of the campus

A camp is often organised with the
benefits that it can bring to your club
2 Social Objective
What are you going to offer to
the participants? For example,
in mind the initial objective may be if you decide to offer a football
to retain current members for the camp, are you only going to focus
upcoming season. on the practice of the sport itself
(training / matches)? Or will
Maybe more so, you want to increase you implement other activities
the prestige of your club. Offering a that focus on education and the
summer camp ensures continuity for transmission of values?
current members and in addition can
attract new members. It is very important that you
define these objectives well
On the contrary, it’s possible that since the organisation of the
what you’re looking for is an economic camp will be based on these
injection into the coffers of the club for decisions. If we want income, we
to face the coming season with greater will be interested in marketing
liquidity. Organising a camp can serve to attract as many new children
as a method of attracting new talents as possible, if our goal is to
who once the camp is over may wish to maintain new members we will
consider joining the club. target as many current members
as possible, promoting within
the club.

Look, the objectives do not have to be exclusive, in fact I recommend that your camp
does include some social aspects which, in the end has benefits within the club and
the wider community.
02. Define the basic points of the camp.

Prepare a budget
Once you have established the two
objectives you then have to factor
in the budget.

A lot of times clubs propose to

offer a complete camp, with first
class facilities, qualified coaches,
and great activities. However
each decision has to be very well
defined by its costs, and it has to
be within the clubs budget.

There are two ways to create

a budget. The first is to mark
a fixed amount from the
beginning and select the
activities that you want to offer
so as not to exceed to maximum
cost allowed, with the budget
that you have set, you may have to
adapt and prioritise the planned activities to cut expenses and remain
within budget.

On the other hand, if the most important factor for the club is the quality
of the camp, the budget may be more flexible, adapting to the activities that
the club would like to offer. In this case you may make a list of everything you
want to offer and then calculate the costs the club will need to dedicate to the
camp.

If your club does not want to leave out any part of

the plans but the budget is struggling to cover the
expenses, there are several advisable options to
carry out the campus. One option is to attract
sponsors, they could help financially or
may be able to donate equipment etc, in
exchange you can advertise their brand.
On the other hand, you may be able to
reduce costs by getting volunteers to
help by working for free.
03.

Design
the camp.
03. Design the camp

What is my camp going to be

about and who is it aimed at?
With the budget set and a clear objective,
you can start designing your camp. You
can now choose your theme and decide
who your target audience is going to be.

Campus theme
Choosing the theme means deciding
what activities you will offer. Some clubs
decide to run a multi-sport campus,
in which athletes can learn and enjoy
various disciplines.
Other clubs prefer to focus on a single
sport, to improve technique and skills.
There are also clubs who prefer to
prioritise fun and the transmission of
values and social skills.
It is important to decide early on what
the theme will be, since the choice of
resources will be different depending
on what you would like to offer. If you
want to offer a technical camp, you will
need to contact qualified coaches and
address athletes who want to improve
in the modality you will offer. However,
if you want to focus on the personal
development of children, you will need
tom contact teachers or qualified
coaches in the desired field.
Here is a list of topics for you to use as a
reference:

Football campus
Basketball modernisation campus
Overnight stay campus
Multisport campus
Water polo initiation campus
03. Design the camp.

Your target audience

Once you have chosen your theme, you must
decide on your target audience. You must
be clear on who your athletes are. Who is
interested in what you have to offer? Outreach
will be directed at this group and recruitment
efforts will be directed at them. So how can
you define this target group?

Age is a key aspect in identifying the target.

There is no exact scale or rule, but an example
in the case of football it could be categorised
as follows:
Under 7s
Under 11s
Under 13s
Under 15s
Under 18s
Under21s

You can choose more than one group, if

different activities will be offered depending
on categories. There are also camps where
different age groups and or different sexes
may mix. In any case be very clear about the
age range and categories that will be available.

Where the athletes live will be very important.

Do we only want the local children from our
neighbourhood? Or children from the entire
town? Maybe even the entire county?

There are very modest camps with small

capacity aimed at children from the
neighbourhood, there are clubs that organise
large camps that attract children from the
wider areas. The important thing is to decide
who you are going to address, taking in to
account the previously defined criteria: the
objective, the budget capacity.
03. Design the camp.

Finally, we recommend taking in to account the ability of the athletes. You must
decide if the camp is aimed at beginners or aimed at experienced athletes.

Once the three points have been defined, you can be clear about the target group.
For example, children from 5-8 years old, from our town, who have never belonged
to a club.

It’s also possible for the same camp to have different targets, you can offer activities
for children aged 5-8 years old, from your town, who have never belonged to a club
and also to children from 9-12 years old, from your town, who have previously played
with a different club.

Date and duration of the camp

Another key aspect to consider when organising your camps is the time and dates.
You must choose dates that coincide with the availability of you target audience and
a time that is comfortable for the athletes and parents. It is important to organise the
camp well in advance, especially if you need to hire facilities so that you can ensure
availability.

The sooner facilities are booked the better. You will have
more time to look for alternative facilities if the
venue you want is unavailable and be able
to set a definitive date, with plenty of
time to promote the camp.

The duration of the event

is also a vital aspect. We
must be clear that
although the athlete
is our client, it is the
parent who will
make the decision
on whether their
child registers
for the event.

Therefore, the
camp must be
able to adapt
03. Design the camp.

to possible family vacations and not force the family to stay home for the month so
that their child can attend the camp.

If the duration of the camp is too long, you can potentially lose clients who are not able
to attend over such a period. Instead, shorter experiences can leave your audience
wanting more.

For this reason, we recommend dividing the campus into blocks of days, weeks, or
fortnights. Thus, athletes can choose to attend whichever period suits them.

It is not always possible to offer long duration camps and give the option to enrol
in blocks. If the club’s budget is small, with low numbers of athletes and or shorter
availability on facilities, it is better to establish specific dates with shorter duration.
This means paying less on hourly rates for your coach’s’ salaries (if they are being
paid) and you will be able to concentrate the athletes on the same days and avoid
empty or half full groups.

To help give you a clearer idea and ensure the dates and duration are appropriate,
review the following questions:
03. Design the camp.

Campus location
The choice of venue is hugely important, you must consider different criteria when
deciding on the location of your camp.

The first criterion is very simple and is linked to the previous point, duration. If the
campus is going to be an overnight stay, clearly the venue will need bedrooms and a
dining room since the children will live there for a short term.

On the other hand, if the campus is split into part time hours, you only need to ensure
the appropriate equipment and facilities are available to carry out your activities.
Another fundamental aspect of the venue will be the location, the accessibility of
facilities is one of the main features parents will look for when deciding whether to
enrol their child.

Most parent will want facilities to be close to their homes or vacation residence for
comfort. If you’re unable to secure a central venue, another solution may be to hire
transportation for your trips. Parents will not mind their children having to travel if
they do not need to take them. Of course, this would need to be kept in mind when
you plan your budget.
03. Design the camp.

trying to
Lastly, you may want to consider
prestige,
secure facilities with a sense of
play or
a venue where a well-known club
mises of
train. Holding a camp on the pre
as good
a famous sports club will serve
iate the
publicity and participants will assoc
le, if a
camp and clubs together. For examp
the local
camp is organised on the pitch of
h they
club, the children will fell as thoug
given
are part of it. In addition, if they are
os, the
merchandise with the club’s log
greater
feeling of belonging will be even
and the publicity.
at
You now know everything th
to
needs to be considered
w
design a successful camp, no
it’s time to organise it.
04.

Time to
organise
the camp.
04. Time to organise the camp.

if you have followed the previous steps, you will already have your campus planned.
You will know exactly what you want to create and the resources that you have
available.in the following points we will explain what permissions you will need, the
tool we recommend you use, we will cover how to promote your camp and payment
management.

Permit requests
With the design of the camp complete, it is time to complete and send the necessary
legal paperwork. Regulations must be followed stringently. To obtain authorisation
and comply with the legal aspects you should ensure you have the following forms:

The inspection and any correspon-

Authorisation from the owner of
ding paperwork of any activities
the hire venue.
which may be regulated
Corresponding insurance
The presence of a director is man-
datory, they must remain within
Possible permits from city hall, de-
the facilities or delegate a qualified
pending on the location of the event
responsible adult in their absence.
List of personnel including certifica-
Venues located in rural areas will
tion for the coaches and staff
need to check and ensure the camp
does not disturb protected wildlife
Contract: the conditions and inte-
etc
rests of each of the parties involved
must be detailed.

List of participants including age

The resolution of all these procedures will allow the camp to function safely and
legally.
04. Time to organise the camp.

Calendar and
activities to be carried out
The correct use of a calendar is very important since it is useful for both internal
management and for the communication with the athletes and parents.

A complete, updated calendar will keep everybody informed and should avoid ques-
tions regarding schedules, equipment or collection/drop off points. Although a very
simple tool, it makes management much easier. We recommend its use even more
so when a camp offers separate activities for different age groups with different
coaches!

One of the star tools we recommend would be google calendar. A free tool and very
user friendly, it can really improve the organisation of the activities you offer. To
create your own calendar, you only need a google account (@gmail.com address) if
you don’t have one its takes less than 5 minutes to set up.

From google calendar you can plan each coach’s calendar and link it to their email.
Each coach or staff member can then view their schedule and you can supervise
them. Any additional information can be added such as the location, duration, and
necessary equipment etc.

Regarding external communication google calendar will allow you to share a URL to
parents so they can view the schedule of the camp and see where their child will be
and at what times, they can also view any comments or information that you add.
01. Time
04. Organiza
to organise
nuevas the
actividades
camp. para los deportistas de tu club.

Advertisement
With the camp designed and prepared, its time to carry out the registrations., a
critical point. To a large extent, the success of the camp will depend on how well you
do in this section. You must choose the right strategy depending on the goals you
have set.

Here we will discuss how to reach your target audience. Depending on your target,
some ways will be more effective than others. Before choosing a marketing strategy,
ask yourself, who do I want to approach? Will I reach my target group in this way?

Print Advertising
One of the easiest ways to advertise your camp is
through printed posters and brochures. Find out which
places the children of your target group usually go to and put
up some posters or leave some flyers. Schools and sport centres are
obvious choices.

As it will be parents who decide if their child will go to the campus, places or areas
they may go should also be targeted, so an example would be the sports centre
cafeteria.

Brochures can be distributed among current members of the club to keep them
engaged with the club, you can also distribute them in schools to attract new
members, you should combine both to reach the maximum number of children.

Getting your campus published in the local newspaper is also a great way to reach
the local population.
04. Time to organise the camp.

Advertising online
There are two ways to advertise your camp online, through your own platform and
also through third parties.

If the club has a website, social media pages or blog it is always essential to keep it
up to date. Through these channels you can promote your camp and include all the
necessary information for people to sign up. If your club’s website is kept up to date,
when a child or parent use google search for local summer activities, “football camp,
London” for example, your camp will appear amongst the top searches, giving you a
better chance of attracting new subscribers.

There are also free platforms to spread the word. Some of these other platforms will
show activities for different clubs and so can attract a new audience to your club, but
why use an external platform if the club already has a website?

The positioning of these platforms allows you to become “visible” to a wider audience.
When we search for something on the internet, the top links to appear are those
with the best positioning. If you publish via an ad via one of these platforms, when
parent search for “summer football camp London”, your ad can appear with no effort.
04. Time to organise the camp.

We have designed a platform called Clupik for

all types of sport clubs with different types of
activities. The main objective is that all clubs can
promote and manage the activities of their club, secure new members and improve
the different processes for all.

If your club has small numbers for the campus, or the people responsible for
organising it have a lot of free time, it may not be essential to streamline the process.
But considering that registrations are always an area where work can accumulate
quickly and misunderstandings are common, Clupik can be a great tool to facilitate
the registration process and save a lot of time.

On the other hand, even if you have a very agile registration process which works
perfectly, Clupik can be very useful to get more traffic to your website.

Registrations
Most clubs manage registrations in an inefficient way: registrations by email or
phone, registrations in person at the headquarters, registrations through a form on
the web (with a separate payment system).
04. Time to organise the camp.

1 MANUAL OFFLINE REGISTRATION

To register, the children or their parents must fill out a
paper form with the information requested and then those
responsible will enter the information into their database.

MANUAL ONLINE REGISTRATION

Another alternative, to facilitate the process for athletes, is
to offer the option of signing up through an online form. The
process is the same as the paper one, but you have to download,
2
print and send the scanned document to the club.

Instead of having to go to the club house to sign up, parents

can do it from home. The completed document gets sent to the
club, and as in the previous case, a person in charge must enter
the information in their database.

3 REGISTRATION BY EMAIL/PHONE
In this case, the idea is to contact the organiser and give him/
her the registration details. The difference with the other two
ways we have explained is that there is no procedural way to
do this. This may mean more time to collect the information.
It is also likely that in some cases information will be missing.
04. Time to organise the camp.

REGISTRATION BY WEB FORM

This is one of the most agile ways, either with a plug-in, or with a
Google form, you can create a registration form that suits your
needs. You can share it on your website and social networks, and
4
you can speed up the process for parents.

However, keep in mind that, if there is a registration fee, then a

method of payment is needed (by hand, transfer, direct debit...)
This means that you have two separate processes, for one task.

You see where we’re going, right? This can give rise to errors
and oversights: “late payments, payments of the wrong amount,
transfers without concept, returned direct debits, last-minute
cancellations, management hours for everyone to pay… etc.

5 REGISTRATION IN CLUPIK
At Clupik, you can streamline this process even more. The
system is the same as an online form, but instead of receiving
the completed document and having to enter the details into
a database, the platform does it for you, and will still have
the option to download an excel with the data of all those
registered.

Not only that, but it also allows you to easily modify

registrations, manage returns, allow athletes to sign up for
more days and includes automatic notifications... In short, a
very important time saver for the club and for the athletes.

In addition, another key feature is in payments. The payment

process is done immediately after registering, without the
possibility of mistakes. But we do not want to get ahead of
ourselves, we will explain that to you in the next point.
01. Time
04. Organiza
to organise
nuevas the
actividades
camp. para los deportistas de tu club.

Payments
The campus payment
can be made at the time
of registration, once the
activities begin, or afterwards.

We will explain what payment

methods are available and
present you with the problems
that you may not have considered,
so that you can choose the way
that best suits your camp.

1. Cash in hand payments

It is not the best method to apply on campus, since
managing the cash for all the registrations is not practical.

Problems with cash payments:

Lack of rigor (There must be an exhaustive procedure to record each payment,

and there is always the possibility of misunderstandings, defaults...).

Coordination (This method assumes that two people must coincide, in a specific
place, with the loss of time that this entails, at least for one of the two parties).

Depositing the funds (Time is wasted going to make the deposit at the bank).

Losses (You must manage cash that can be lost).

Difficulties in accounting (When records are kept manually and there is more
than one person in charge, it is always easier for there to be errors).

Cumbersome returns management (It is not so easy to make the returns, and,
once again, you must coincide in the same place, with the corresponding loss of
time).
04. Time to organise the camp.

2. Bank transfer
Each member transfers the
corresponding amount to the
club’s account. Typically, a transfer
request is made after signing
up. But until the confirmation is
sent, there is no certainty that the
payment has been made. Also, you
will have to be verify each transfer
one by one.

Bank transfer problems:

Errors (There are people who

transfer the incorrect amount).

Manual review (You must

check one by one that all
transfers have been made
correctly).

Calculation of amounts (If

there are variable prices
because of different packages
or maybe discounts are
offered, again checks need to
be made to ensure the correct
payment is received).

Problems identifying the

issuer (if people do not include
a reference time will be wasted
to investigate who made the
payment).

Lack of accessibility (There

are people who do not have
passwords for their online
banking, or do not know how
to make a transfer).
04. Time to organise the camp.

3. Direct debit
Direct debit is an order that users give to the bank so that it proceeds to pay a receipt,
without them having to authorize or carry out the monetary procedure each time.

Direct debit problems:

Non-payments due to lack of funds (they usually involve a commission for the
club).

Cancellation of the direct debit (the amount is lost + a commission is charged to

the club).

Time processing information and signatures (It is necessary to fill out a SEPA
direct debit mandate and the user’s signature, which can take a long time and
requires time to follow up).

Keep sensitive data (it is not convenient for the club to keep the
bank details of many people, since it is difficult to cover
all the protocols required by the Data Protection
Law).

4. Virtual POS
This is a credit card fee collection
system, in which parents
enter their card details and
payment is made instantly.
It is the system used by
large companies such as
Netflix or Amazon to
charge their customers.

Our Clupik platform

also offers the option
of charging your
clients in this way
at the same time as
they register.
04. Time to organise the camp.

Transfer Issues:

Commissions (There is no virtual POS

that does not have commissions).

Reluctance of customers to change

their usual method of payment
(although today, almost everyone has
bought online at some point).

You must choose the option that best

suits you. If it is not the first year that you
have organized a camp, you can use any
previous problems as a reference, and
you can choose the method that is most
comfortable for you. If, on the other hand,
it is the first year that you’re organizing a
summer camp, we recommend that you
do not intermingle all the alternatives, this
will likely end up being the worst decision.

Cash in hand or transfers probably seem

the most logical option for the organizer
of the camp. However, we do not tire of
saying that time is money, and that most
of the time it is better to sacrifice part of
the benefits to have more time for what
is important: organizing the campus,
offering the best service, and recruiting
new athletes.

Losing hours and hours in the management

of registrations and payments, can
mean that the necessary attention is not
dedicated to other fundamental parts of
the camp. Therefore, a virtual POS linked
to registration is the most recommended
option for a medium-sized camp (more
than 40/50 people registered).
04. Time to organise the camp.

Feedback
To end the event, the opinion of the children or young people who have participated
is very important, since it will allow you to improve for the next edition.

You can ask children about the activities, the coaches and campus design issues, for
example, by pen and paper on the last day of school. it’s ideal to keep it anonymous,
so that this satisfaction survey is as honest as possible.

It is also very important that you ask the parents about their experience in registe-
ring the children, or in paying the fees. To ask the parents via an anonymous Google
Forms questionnaire, is advisable.

It seems that you now know everything you need to organize the best summer camp
you could ever imagine. We have given you many tips and tricks, now it’s up to you.
Good planning, originality and accurate execution will make your camp memorable.

Shall we get started already?

www.clupik.com
Let´s all make a better sports industry.