When you run a summer camp, of course, you want your campers to have a good time, make friends, and learn. But, the most important goal for camp directors should be safety. 

Developing safety procedures, training your counselors, and creating a comprehensive parent handbook are all important safety elements for your camp. In addition, with a camp registration and management system like Sawyer, camps can be sure they are receiving legally compliant, fully executed digital agreements right on the platform! 

In this guide, we will review the importance of parent handbooks for summer camp as well as everything you need to include in your parent handbook.

• What is a parent handbook?
• Why is it important to have a parent handbook?
• What goes into a parent handbook?

What is a parent handbook?

A parent handbook is a guide for your campers’ parents or caregivers. It includes all of the important information that they need to set their child up for a successful and safe summer at your camp. The goal of your parent handbook should be to arm your campers’ parents with information so that they can prepare their child with everything they need to bring as well as know about your camp.

Why is it important to have a parent handbook?

It is not only important, but also necessary, to create a comprehensive and intuitive parent handbook. Having one will make everyone’s lives easier: Parents, campers, counselors, and even you and your administrators!

Children thrive when they know what to expect. That is where the parent handbook comes in. This handbook provides important information that can help parents prepare their children for success at your camp. In addition, the parent handbook will include the necessary forms and documents that they will need to read, sign, and return. 

If you send out a digital parent handbook, feel free to just include a link to the forms and documents so parents can save time and sign digitally. On Sawyer, all agreements can be signed with e-signatures and saved right in the platform, so there is no need for third party apps.

What goes into a parent handbook?

Now that you know the importance of a parent handbook, it is time to start writing yours! We will outline everything you need to include in your parent handbook so you can just fill in the information.

Table of contents and important dates

Before you dive into the details in your handbook, outline what will be included in a table of contents. On this same page, add the important dates for the summer including orientation, the first and last days of camp, and any days that camp is closed like July 4th.

Forms and documents

As mentioned above, the first section in your parent handbook should include a link to the necessary forms and documents. Parents need to sign and return these forms before their child can attend your camp. Beyond the link to the documents themselves, you should also include an overview of each document. Finally, if any of the documents require additional steps, like visiting the child’s pediatrician, registering with a local pharmacy, or making transportation decisions, highlight those necessary steps so parents can’t miss them.

Health and safety

In this section, inform parents about how healthcare works when their child is at your camp. What will happen if their child gets hurt while at camp? How will their child get and take their medication while at camp? What over the counter medications, if any, are available? Describe the health center, staff, and anything else parents will need to know.

This section is also a good time to include the Code of Conduct or Responsibility Code for campers. Implore parents to review this and any other safety procedures with their children before they arrive at camp. Most camps will also require campers to sign the Code of Conduct either before camp or on the first day. If you require a signature before camp begins, add a link to that agreement here as well.

Communication

How can parents get in touch with you? What form of communication is best when camp is in session versus outside of camp hours? A lot of camp directors and staff prefer phone calls during the camp day because they are out and about on the grounds and not able to easily check email. 

In addition, you can include information in this section about how parents will receive updates and photos, what they can expect in terms of level of detail and timing, and any rules about sharing photos that have other campers in them. Remember: Get photo release consent before the summer begins so you can share the joy on your camp’s social media pages. 

Packing list

This is one of the most important pieces of the parent handbook. Tell parents exactly what they should be sending with their child each day. Be as specific as possible: How many shoes, bathing suits, extra outfits, socks, underwear, etc? And don’t forget about items that are not clothes like lunch and snacks, water bottles, goggles, books, sunscreen, hats, and more.

Make sure you note that everything, including shoes, should be labeled clearly with their child’s first and last name. Encourage parents not to overpack for their child and to send their child in appropriate clothing for that day’s activities.

Food at camp

Explain to parents how lunch and snacks will work at camp. If your camp provides food, share a sample menu and describe the different times and types of food their child will eat. If parents and caregivers are required to send in lunch and snacks for their child, let them know that expectation and give examples of what to send. Importantly, if your camp is free from certain allergens, this is the place to include that information. Make it bold so it can’t be missed!

Let parents know what happens on birthdays and other special days and occasions. Use this section to tell parents who they should contact if their child has allergies or food restrictions.

Drop-off and pickup procedures

If you offer parent drop-off and pickup, include all of the necessary information in this section. Many camps need to regulate drop-off and pickup to reduce traffic and keep campers safe. Let parents know what they need to bring in order to pick up their child as well as how they can add other people to their child’s pickup list. With Sawyer, you can check campers in and out right on the roster to save time and keep everything in one place.

Transportation

If you offer busing or other transportation options for campers, this is the section to explain how that works. Do the buses pick campers up at their houses and drop them back off or is there a designated bus stop? What time is pickup and drop off? What happens if the child is going to miss a day of camp? Who should they contact, how far in advance, and what form of communication is best? 

If transportation is an added expense, Sawyer makes it easy to include add-ons in the registration process. You can also add t-shirts, early drop-off, extended day, and more right into the booking experience!

Camp activities and schedule

Give parents a sample daily schedule as well as some examples of the activities their child will participate in each day/week. Let parents know how many campers will be in their child’s group as well as the number of counselors. Explain what will happen on rainy days, field trips, and other special events like July 4th.

Technology

Many camps are screen-free zones. Use this section to inform parents about your technology rules. Can campers bring cell phones, smartwatches, tablets, Kindles, etc? Be very clear and include information about why you have made these rules. Most parents are happy to comply and give their children screen-free time!

Frequently asked questions

The last section in your handbook should be saved for questions you often receive from parents. Include contact information and best times to reach each person, your camp’s policy on tipping, camp dates, and more.

We hope this article has provided you with helpful information and guidance as you write your parent handbook for next summer. Did you know that successful camp owners start planning at least 9 months before the start of camp? Use our printable summer camp planner and tool kit to stay organized and on track as you get ready for the best summer yet!

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