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Intuitive Camp Setup and Camp Management Tools

No matter what type of camp you run, our 3-tier camp organization makes it fast, easy and intuitive to set up a camp season. Seasons are broken into Series, then into camp Events—with each tier inheriting settings from the last. This reduces clicks during setup, enables powerful views across multiple camp events, and allows teams to make quick changes across several camp events at once.

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Key Camp Management Takeaways

  • Camp setup is handled season by season, with a 3-tier setup that saves clicks, improves registration visibility, and allows quick updates to several camps at once.

  • Camp event overviews and reports allow your team members to gather crucial information and prep ahead of camp!

  • We have integrated several tools to support camp operations—including reports, communications, billing, camper groups, and more!
     
  • iCampPro offers multiple types of camp registration and waitlist management tools.

  • We support traditional camp booking—like summer camp—where one or more individuals may choose to attend a planned camp experience. We tackle camp affordability for families with features like payment plans and coupons. Added revenue options include add-on purchases and prepaid camp store balances.

  • We support household or family-style camp bookings—like workshops or getaways—where an adult books camp accommodation for one or more family members and guests. Extra camp store spending can be paid up-front or settled at the end of their stay with a pay-later checkout option.
Key Takeaways graphic
Key Takeaways graphic

Setting up Household (Family) and Individual Attendee Camps

At iCampPro, we create camp management software that’s as adaptable and varied as the camps we serve! Our intuitive tools simplify the camp setup process, tailored to fit the needs of your specific event—whether it’s for individual registrations (a summer camp) or household registrations (a family weekend). 

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What is a Household Camp?

A household camp or “family camp” is booked by a household for one or more members of the household and their guests to attend. Lodging is reserved for the household and their guests as a required part of registration, with pricing based on number of attendees, their ages, and the selected accommodation options.

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What is an Individual Camp?

IAn individual camp is a pay-per-attendee camp where one or more completely unrelated individuals can register, invite their friends with friend groups, or choose to attend independently. A set price is billed per camper with optional payment plans. Cabin assignments may be managed via camper groups.

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Managing Camp Programs

Camp programs specify a camp’s location, whether the camps will use household or individual registration, and whether multiple camp events can be registered for at once. Individual registration camps are listed by program in the Registration Portal with a unique program image and description.

See our Camp Management Software in action!

Insightful Overviews for
Summer Camp Management

Prep Camp Admins, Counselors, & Volunteers Ahead of Camp!

Easily navigate through views of camp Seasons, Series, and Events—allowing quick access to key registration numbers and data.


Whether your camp chooses to host camps that utilize household registrations, individual attendee registrations, or a mixture of both—the Camp Overview screen will deliver essential information about each camp – including:


  • A list of individual or household registrations
  • Occupancy statistics
  • Waitlist management
  • Actionable items
  • Event-specific reports


The insights delivered here can help your team create strategies to fill remaining openings, identify the follow up steps needed with camp families, and the ability to assist those families with the details of their registrations.

A person is holding a tablet with their finger on the screen
A person is holding a tablet with their finger on the screen

Household Registration Features for Family Camp Experiences

A distinguishing feature of household camps is that capacity is limited by available accommodation spaces associated with the camp event. These could be cabins or suites with a designated number of beds each. Each accommodation may not be booked by more than one household at a time. However, to help camps ensure that they are making the best use of their facilities, households can be waitlisted for a particular accommodations space to enable staff to monitor and find potential ways to host more households for a given camp experience.

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Individual Registration Features for Camper-Based Experiences

Capacity is managed differently for individual registration camps. It can be set to unlimited, a limited number, or allow camps to specify unique capacity groups such as space for 24 girls aged 8-12 and 24 boys aged 8-12 for 48 campers. For this reason, individual camps are the best approach for traditional youth-based day camps or residential camps. Additional features include optional add-on purchases for items like t-shirts, prepaid camp store balances, friend groups for referral marketing, and camper groups for cabin assignments or activity rotations.

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Understanding Key Camp Billing Features

Different styles of camp require different pricing structures. Whether you are a faith-based camp that serves both family experiences and individual campers by age group, or you’re a youth summer camp with day camp and overnight camp options—our software is ready to set you up for success! Below, learn more about the pricing and revenue opportunities differ for household and individual registration camp events. 

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About Household Registration Pricing

Pricing for households is managed with Pricing Groups which are assigned to camps alongside accommodations and can be used to bill different fees for households based on the age of household members included in the household registration. The set-up allows pricing to vary based on the number and types of attendees within the household, as well as the accommodation options selected.

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Added Revenue for Household Camps

For households that may purchase items such as room service or extra supplies from the camp store—point-of-sale transactions may be added to their account as outstanding fees using the “Pay Later Payments” option. As the household reaches the end of its stay at camp, the camp may review these purchases with the family and collect the remaining balance using a stored payment method.

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Individual Camp Registration Pricing & Plans

The individual camp registration pricing structure works based on a flat fee per camper. This fee can be modified by coupons that discount the price. Organizations may be linked to a camp to help cover some of the registration fees. Camps may also choose to offer payment plans with different deposits, installments, and frequencies to make camp costs easier for families to budget for over a longer period.

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Added Revenue for Individual Camps

Along with each camper’s individual registration, there are optional features that camps can use to promote additional revenue streams. Camp families can be given the option to equip their camper with a pre-funded camp store balance which makes the allotted funds available to the camper to spend on items to enhance their experience. Add-ons allow camps to offer specific optional items presented during checkout.

See these amazing workflows in action!

Better Camp Management Software for Better Camp Experiences

Our robust camp management tools help your team focus on the bigger picture - delivering an unforgettable camp experience. The Tools area of the application contains over a dozen features and workflows designed to enhance overall camp management – including:


  • Staff accountability with detailed audit logging
  • A billing dashboard, refund tools, and price estimator
  • Experience enhancements like camper bands
  • Time-savers like camper group management
  • A communications center to send emails & SMS


Among these many features is a powerful series of popular camp reports that allow you to view camp-related data and help your team find answers to vital questions about your operations.

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Answering FAQs About our Camp Management

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  • Does iCampPro offer Waitlist Management?

    Yes, iCampPro offers built-in waitlist management for both household registration and individual registration events. Household registration events offer waitlists based on the accommodation spaces available for the camp. Meanwhile, individual registration camps will allow waitlists once the camp has reached its set capacity. Camps can send offers to waitlisted campers to fill openings.

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  • How does iCampPro make camp setup quick for larger operations?

    Camps are created as a part of a 3-tier system of Seasons, Series and Events. Each tier inherits the settings from the tier above it with optional overrides to help camps quickly navigate setup. Our camp setup is both easy to build and flexible where it counts, accommodating even large-scale camp operations with tens of thousands of campers. 

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  • Does iCampPro have a process for camper drop-off and pick-up?

    For individual registration events, iCampPro offers reporting tools to help camp staff organize camper drop-off and pick-up. These reports can be used to note who dropped off or picked up the camper and provide an auto-generated pick-up code to relay to the family at drop-off, then ask for at-pickup to organize the safe release of campers.

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  • Does iCampPro offer camp activity scheduling or track preferences?

    At this time, iCampPro does not offer activity scheduling features. However, camp forms may include questions to collect camper preferences for activities available during their camp stay. Additionally, camper groups may be used to organize attendees into activity groups for assigning rotation groups if the feature is not being used for cabin assignments.

Learn about iCampPro and more on our blogs!

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