Summer Camp Checklist: Everything to prepare before bookings open

With summer just around the corner, families will be looking for ways to keep their children occupied, especially when families start planning childcare for the holidays. Summer camps often book up quickly, and a clear setup across your programme, booking process, and communications will help create a smoother experience for both organisers and parents alike.

This checklist covers the key areas to review before opening bookings.

1. Confirm your programme 🗓️

A clear and finalised programme helps reduce changes later and keeps bookings straightforward for families.

Focus on:

• Dates and times for each session or camp
• Age groups and how they are split
• Capacity limits for each session
• Venue availability across all dates
• Staff and volunteer requirements for each session

2. Review safeguarding and policies 📖

Strong safeguarding and clear policies help build trust with parents and support safe delivery.

Check the following are in place:

• Emergency contact information collection
• Medical information collection and storage
• Consent forms where needed
• Staff training and DBS checks where applicable
• Collection and drop-off procedures that are clearly defined

3. Set up your booking process ✅

A simple and well-structured booking flow helps parents complete their booking with confidence.

Review:

• Events created for each camp or session
• Clear and detailed event descriptions
• Pricing structure and any discounts
• Waiting list setup for full sessions
• Full booking journey tested from start to finish

4. Prepare customer communications 💌

Clear communication reduces questions and helps parents feel informed before and after booking.

Prepare:

• Booking confirmation emails
• What to bring information
• Arrival instructions for the first day
• Reminder emails ahead of sessions
• Cancellation policy information

5. Plan for demand 📝

Summer camps often see changes in demand as bookings open, so it helps to stay flexible.

Plan for:

• Monitoring booking numbers regularly
• Adding extra sessions if capacity allows
• Tracking popular activities to guide future planning

6. Final pre-launch check 🚀

A final review helps ensure everything is ready before bookings go live.

☐ Dates confirmed
☐ Venue booked
☐ Staff scheduled
☐ Booking page updated
☐ Customer emails prepared
☐ Emergency procedures reviewed
☐ Waiting list enabled
☐ Test booking completed
☐ Bringing it together

Once bookings open, things can move quickly. When everything is prepared in advance, parents get the clarity they need at the point of booking. That helps reduce queries, builds confidence, and supports a smoother start to the summer season. ☀️

Any questions?
Our support team is happy to help with setting up your summer camps or getting your booking page ready. Reach out via live chat for a faster response, or email.