Students & Families
Running a school summer camp is more than just organizing activities. It’s about creating lasting memories, building confidence, and fostering a sense of belonging for every camper. In this ultimate guide, discover everything you need to plan, manage, and deliver a successful camp experience for your school.
For many schools, summer is a time to catch their breath after a hectic and busy school year to catch their breaths. But that doesn’t mean schools spend their entire summer on a beach! Class is still in session for a large majority of schools in some form or another, including summer camps.
Hosting a summer camp allows school administrators and program directors to extend learning, strengthen student connections, and provide valuable services to families during the off-season. Whether the focus is academic enrichment, spiritual growth, creative exploration, or simply having fun, a well-run summer camp can have lasting benefits for both schools and students.
But creating a successful camp experience doesn’t happen by accident. It takes planning, organization, the right team, and the right tools. This guide walks through every key step to help schools build and manage a summer camp that’s safe, engaging, and impactful—from the first idea to the final camper farewell.
Summer camps offer schools a powerful way to build on their mission beyond the academic year. They can prevent summer learning loss, create a positive bridge between school years, and offer families trusted care and programming during the break. Students who attend school-hosted camps benefit from continuity—they’re engaging with familiar staff, facilities, and values in a new, exciting context.
For schools, camps also present opportunities for added revenue, deeper community engagement, and expanded use of facilities and staff resources. When done well, camps become part of the school’s culture, strengthening relationships with current families and serving as a gateway for new ones.
Every successful summer program starts with a clearly defined purpose. What does the school want students to gain from the experience? Who is the camp for—specific grade levels, current students, the broader community?
Once the “why” is clear, it’s time to define the “how.” Decide what type of program the school will run:
A strong mission and structure make it easier to plan programming, train staff, communicate with parents, and deliver a cohesive experience for campers.
Budgeting is one of the most important early steps. Schools should start by listing all potential expenses—staff wages, supplies, meals or snacks, activity materials, insurance, facility maintenance, transportation, and technology tools. Add a contingency line for unexpected needs.
Next, determine pricing. Consider early bird rates, sibling discounts, or scholarships to improve access and increase registration. Schools often repurpose existing classrooms, gyms, cafeterias, and outdoor spaces to reduce costs.
The key is finding a financial model that supports the school’s goals while maintaining a high-quality experience for campers and families.
Staffing makes or breaks a camp. Schools are often in a great position to recruit trusted personnel—teachers, aides, coaches, and alumni—who already know the student population and align with the school’s values.
However, running a summer camp is different from teaching during the school year. Even experienced staff need specific training in:
Training should also include guidance on working with younger age groups, leading team-building games, and supporting students with special needs. Staff should feel equipped and empowered from day one.
Whether a camp’s focus is academic enrichment or creative play, the key to success is variety and balance. Campers thrive when days are structured but not rigid, fun but not chaotic.
Effective programming includes:
Schools may also incorporate faith formation, leadership training, or service learning, depending on their mission. The best camps give students something to look forward to each day—and something to take with them when they leave.
Safety must always be a school’s top priority, and summer camp is no exception. Schools should establish and enforce clear protocols around:
All staff should be trained in child protection policies and mandatory reporting procedures. Maintain proper student-to-staff ratios, and assign team leads or supervisors who can quickly respond to behavioral concerns or injuries.
Equally important is creating an emotionally safe environment where every camper feels seen, respected, and included.
One of the most common challenges schools face when running a summer camp is managing logistics. Between registration forms, payments, medical records, attendance tracking, staff coordination, and parent communication—it’s a lot to juggle.
Using a school or camp management system like Sycamore can dramatically reduce the administrative burden. With Sycamore, schools can:
All of this happens in one system, saving schools hours of work while improving organization and accuracy. With the right tools in place, administrators can focus less on paperwork and more on camper experience.
Families want to know what their children are doing, who’s responsible for them, and how to get in touch if needed. Clear communication helps build trust and keeps expectations aligned.
Prior to the camp start date, schools should provide:
During the camp, schools can send periodic updates—like photos, highlights, or important reminders—through newsletters, private portals, or messaging tools. Consistent communication goes a long way in building strong relationships with parents.
Campers won’t remember every activity, but they will remember how they felt. A strong camp culture fosters a sense of belonging, encourages positive risk-taking, and builds friendships that last long after the final day.
Schools can create that culture by:
Inclusivity should be embedded into every part of camp—from the language staff use to the way activities are structured—so that every camper feels like they belong.
After the camp ends, it’s important to take time to reflect. Schools should gather feedback from staff, students, and parents to identify what worked well and where improvements can be made.
Post-camp evaluations might cover:
These insights are valuable not only for future planning but also for demonstrating impact to school leadership, boards, or donors.
Running a successful summer camp takes strategy, flexibility, and a deep commitment to student growth, but schools don’t have to do it alone. With the right systems and support in place, camp can be a smooth extension of your school’s mission, bringing laughter, learning, and connection to your campus all summer long.
Schedule a discovery call to learn how Sycamore can support your summer program from start to finish. From the laughter and growth to the sense of belonging, we’d love nothing more than to help make this a summer your school and students will never forget.
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