Planning a Successful Youth Football Camp

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The full text of “Planning a Successful Youth Football Camp” by Akeem Davis, Graduate Assistant and Dr. Chris Croft, Professor of Sport Manageme, from the Vol 1 — Winter 2019 issue.

By Dr. Chris Croft & Akeem Davis T he popularity of American sports has trickled down to the youth level with both increased participation numbers and financial revenue. The youth sports industry has increased by 55% over the last eight years. During this same time, the youth sports industry has grown to over a $15 billion market. This popularity and revenue has also trickled down to operating youth sports’ camps. There are many positive reasons for organizations to operate a youth football camp.

First, these youth sports’ camps provide lucrative revenue opportunities for the football program. Both coaches and players can make additional revenue. This is additional income for coaches above their salary. For players, it is an opportunity to make additional income above their scholarship and cost of attendance stipends during the summer months. Second, football camps provide an opportunity to increase brand awareness for the camp host organization.

This includes tremendous local community awareness including the opportunity to reach area young people which are both tomorrow’s players and fans. Third, football camps provide recruiting opportunities for prospective student-athletes. Summer camps are a great opportunity for coaching staffs to attract their targeted recruits on campus. During this time, coaches can evaluate players’ abilities while also getting to know them personally while showcasing both their university and football program.

In order to be successful in operating a successful football camp, coaches must be extremely organized in the planning stages. Planning is the foremost function in operating a youth football camp. In order to conduct a successful camp experience for both the football program as well as participants, thorough planning must be conducted well in-advance. This intensive planning is necessary to ensure that all Planning a Successful Youth Football Camp

31 targeted goals are attained but also to be able to maximize the total football camp experience to ensure that the participants have an optimal experience toward the sport of football, the specific football camp, and also for the possible return to the camp in the future. Initial Planning In the initial planning stages, several decisions need to be made to steer the direction of the camp. These decisions need to be made as quickly as possible in order to implement the latter planning decisions.

There are six initial categories that need to be identified. Camp dates. First, identify the proper time of conducting the camp, which is normally the May-August window . This is dependent on NCAA or other governing association rules. It is also important to check on access to stadiums and fields while keeping in mind various construction projects that may be going on out of season. It is imperative to look at the ending and beginning dates of area high schools.

Also, want to make note of any local or regional area functions that occur annually and attempt to avoid times around holidays like Memorial Day or the Fourth of July. Additionally, due to the changing landscape of intercollegiate recruiting dates and calendars, it is imperative to double-check all camp dates against latest rule changes as well as being aware of rules’ proposals. Objectives. Second, the focus of each type of camp needs to be outlined.

The question what are we trying to accomplish needs to be answered. For example, some camps may be more focused on camp participation including high camper numbers and greater revenue. Other camps may be more specific and focused on recruiting purposes. While both types are acceptable, it is important in the planning stages to map out the specific objectives for each camp. Regarding the focus of the football camp, the camp director would need to outline the desired goals for each camp.

For example, a half day camp for 4 th -7 th graders would be more geared toward the introduction of the game of football and basic teaching techniques with the ability to have higher numbers. In comparison, a kicking camp for 10 th -12 th graders would be aimed toward punters and kickers that are currently participating in interscholastic football, and can be utilized as a recruiting opportunity for the coaches. Other camp objectives can also be utilized for conducting a youth football camp.

For example, a high school football team could host a camp for younger kids to help fundraise money to assist them in participating in a select football camp. Camps can be conducted for revenue reasons or community outreach, or both, but need to identify the focus early in the camp planning process, and then determine the objectives. Target audience. After finalizing the focus of each camp, the target audience will need to be determined.

This will be impacted by your time of camp, location of camp, and the objectives of camp. When deciding the target audience of the football camp, some areas to address include gender, ages, skill level, and overnight or commuter camp. Regardless of the type of camp, it is very important for the camp director to work with administration in finalizing all correct wording for camp brochures and flyers.

Referring back to the focus above, keep in mind is the specific camp focused on community outreach, revenue, recruiting, or combinations of all areas. Fees. Once the above decisions are made, it is then important to determine your anticipated expenses for the football camp. This will include any university or athletic fees for access to the facilities. For example, if an overnight camp is being hosted, there will be housing costs, and meal costs.

Other expenses will include camper insurance, equipment, camper participation gear, awards, and staff salaries. It is important to attempt to pinpoint an expense cost for each camper in order to set the appropriate camper fees. Additionally, decisions need to be made concerning will discounts be given for campers signing up before a set deadline or possible discounts for more than one family member attending camp from the same family.

Other possibilities are providing discounts to university or your organization’s faculty and staff.

Ownership or Operation of Camp. Will the head coach be considered the owner of the football camp or will the camp be considered ownership of the university, high school, or program? If the football camp ownership will be the responsibility of the head coach, then an LLC (limited liability corporation) will need to be set up. If an LLC will be implemented, there will be a need to have assistance with a tax consultant or accountant to set up the account.

The owner of the camp will also be responsible for paying any necessary taxes, and administering tax paperwork to all workers. If the organization will be the owner, an individual (head coach) can still operate the camp but under the guidelines of university, high school, or program. It is important to decide ownership or operation of the camp options early in the planning process.

In either of the two avenues, there will be a need for cash to begin camp purchases but this decision will also dictate wording and handling of camp registration payments. In most situations, organizations will have a policy on the correct protocol. Head coaches and camp directors need to check on this policy with administration, and then follow the correct protocol. Facility reservations. Need to secure facilities for the camp with adequate space for anticipated number of campers.

This would include stadium, practice fields, other university fields, local or area high schools, and university housing and dining. It is important to keep in mind accessibility for campers, parents, and guardians. This is extremely important for camps targeting younger campers due to parents/ guardians drop-offs and pickups of campers to the camp due to their work schedules. Other very important considerations should be parents’ seating and parking accommodations.

It would be beneficial if camp space is permitted and allowable by coaching staff to promote seating for parents to watch camp activities. This is great opportunity for parents to see their children in action while also becoming more familiar with the game of football as well as the coaching staff. Additionally, need to make sure you have parking accommodations for parents. If possible, would encourage free parking or if there is a parking charge, to possibly include in advance in the camp fee.

If on a university campus, will want to coordinate with parking services on their policies and inform them when additional parking will be needed. Pre-camp Checklist Once the major football camp decisions are made, it is important to develop a pre-camp checklist. The pre-camp checklist can greatly assist the camp director on organizing the specific steps to operate a successful camp.

There are nine areas to include to assist: Employees (camp staff roster, job responsibilities, benefits, housing & meals arrangements). Need to

33 decide the various camp staff that are needed between commissioners, league supervisors, coaches, and support staff. For each of these areas, there should be a job responsibilities’ list developed, and when hiring individuals to ensure that they understand their specific duties. Also, need to discuss benefits included for working the camp including salary (set pay or hourly rate), possible gear, and housing/meals if applicable.

Depending on your organization’s requirements, may need to perform background checks for camp staff. Many universities are now requiring this due to recent campus situations with young people. Additionally, many universities are now requiring training for dealing with minors.

It is highly suggested for camp directors to require both background checks and minor training to protect its’ camp from any potential situations and better educate your staff on appropriate conduct and reporting lines to follow regarding any potential situations. It is the responsibility of the camp director to work with their university, administration, and compliance to make sure that all policies for hiring employees are accurately followed. Advertising (brochures, website links, and social media).

Advertising includes your camp brochures that you will need to be circulated. Possible avenues to advertise include the university and athletics website. Another good place to advertise is on university faculty and staff weekly announcements. Local area restaurants are great resource for distributing football camp flyers to gauge interest from their patrons. Additionally, the use of social media is a great way to connect with potential campers especially Facebook and Twitter.

Registration (application, written policies gender, age, total number, restrictions, waiver forms, parent signature). Registration should include information regarding the camp with date, day, times, and sample of activities. Need to clearly state all written polices in this area for gender, age, total number of campers, and any restrictions on signing up in advance, and are walkups allowed.

Need to have waiver forms filled out and parental consent forms granting permission for the camp staff to handle any medically related needs that may occur. Additionally, if required by your organization, and highly encouraged, to have copies of camper’s most recent physical forms or doctor’s permission forms for approval to participate. Fees (total amount, deposits, deadlines, refund policy).

Fees concern all the financial information of the football camp including the total cost to attend the camp, and how to sign up (website access, mail, etc.). Most camps are now using website signup with credit cards, and this is highly encouraged due to both quick access and efficiency. This area regarding fees should also include any necessary deposits required, and information on any deadlines. The refund policy information should be clearly stated in the camp brochure.

Anticipate what issues will arise, and make sure they are addressed in all registration information. Insurance (will vary depending on activities including contact and additional activities). Insurance is an absolute must for all camp directors to purchase in advance. Insurance is relatively cheap depending on various camp activities. The insurance will protect the camp for any possible injuries that may arise with staff and campers.

Camp directors need to make sure they have complete understanding of all wording, and make sure they purchase the type of coverage that they need to cover the quantity of campers. Camp activities (description of events). Camp activities describes the events of the football camp. It is beneficial to provide a sample of day’s activities in the brochure so parents and campers can get a better idea of the camp format.

This can be helpful in educating people that are not familiar with various football camps’ format while also being used as an attractive selling point to get the camper to sign up for the camp.

Outside sponsorship (documentation of corporate sponsorship, sponsorship scholarships, tradeouts). If outside sponsorships are utilized, all information needs to be thoroughly documented. This is a great way to gain additional revenue for your football camp and connect your targeted campers with outside marketing groups. For example, a new pizza restaurant could be a sponsor and receive advertising with banners at your camp facilities.

In return, the camp could receive discounted pizzas for the camp while campers could receive a pizza coupon at the end of the camp. This chain of events could help drive campers to their pizza restaurant. Another option is to have some businesses or groups interested in sponsoring the camp fee for a potential camper that may otherwise may not be able to afford the camp. The camp director should make sure that you are following all guidelines and rules for your organization and governing bodies.

Additionally, if meals are provided at lunch this is another good opportunity to do trade outs on reduced costs of meals for advertising with local restaurants. Merchandise/awards (merchandise provided to campers including costs per camper, specifics on awards including costs, concessions). Need to decide what merchandise or gear that will be provided to your campers. For example, a lot of campers provide t-shirts. Some new trends are various clothing items including socks.

Camp directors should think of potential items that campers could wear later after camp week that may assist in promoting both your organization and football camp. Additional planning needs to be performed for camp awards. Various options include possibly having daily awards for contest winners and give local businesses’ food coupons away, and then using trophies for larger awards on the last day of camp. Need to plan on these camp costs when calculating the overall camp expenses.

Additionally, if you are going to have concessions at your camp, then decisions need to be made on how to handle the specific daily operations. Certified athletic trainers. The top priority of all football camps should be camper safety. It is vital to have certified trainers on site, and ready to assist both camp staff and campers. If multiple locations (for example fields) are being utilized, there is a need for coverage in all areas.

Providing a safe camp is imperative to the camp staff as parents are entrusting their child’s safety in your hands. It is also important that registration forms include waivers and parental consent is given to camp staff to handle any medical issues that may arise during the football camp. Athletic trainers should document all injuries and situations regardless of the minimal scope of the injury for camp records.

It also essential to have a plan in place for transportation to medical facilities, and make sure appropriate staff know the quickest routes and access points to emergency rooms. Additionally, there should be a communication process to contact camper’s parents or guardians. For example, keep multiple copies of all campers’ paperwork forms within close proximity to the camp director at football camp. In case an emergency arises, the camper’s paperwork can be sent with them to the emergency room.

Additional copies can be used to contact their family members immediately. Camp Week When camp week arrives, if proper planning has been performed, then the probability of the football camp being successful will be highly likely. The camp director should anticipate potential challenges in advance, and have a proactive plan in place. During camp week, the camp director should monitor camp staff and keep accurate time sheets.

Invite local media, newspapers and television outlets, to attend the camp to garner publicity for the football camp. These stories can bring outstanding community awareness to the camp. Also, the camp director should take notes during the camp week of possible future improvements. Jotting down short notes during the week on things to adjust in the future is a great way to make the football camp better next year. It is very important to do this immediately while things are fresh in your mind.

Post Camp Obviously after camp concludes, it is important to finalize all paperwork as quickly as possible. This

35 includes final registration checklist (including applications, payment, etc.) and submit all information to administration and compliance. All final bills should be paid as soon as possible, and especially camp staff. Thank you notes should be sent to all working groups including camp staff and campers. It is important to let all parties involved know that you appreciate their hard work, and their choice to attend your camp.

If campers had a great experience learning football, there is an excellent chance that they will return next year as well as possibly bringing a friend. This is one of the easiest ways to improve your camp numbers annually. Reviewing camp notes on future camp improvements should be organized at this time so those adjustments can be made easily for next year’s camps. Also, this is a great time to get suggestions for improvement from your camp staff.

The camp staff will be able to provide input on logistics’ issues that may have arose during camp. Use their feedback to make camp even better next year. Conclusion Due to the popularity of football, youth football camps can be a huge financial asset for your organization. It is very important to devote the proper planning to your football camp in order to have an optimal outcome for your campers as well as ensure their safety.

If the above information is incorporated with the 5 P’s: Proper Planning Promotes Positive Performance, then you will enhance your chances of having as successful football camp and accomplishing your set goals and objectives. Authors’ Information: Dr. Chris Croft is currently an assistant professor of sport management at the University of Southern Mississippi.

Akeem Davis is a former football player at the University of Memphis, NFL player, and current graduate assistant football coach at the University of Southern Mississippi.