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Dave Sherry and Drew Demery of TSG discuss practical strategies for camp directors to efficiently prepare for summer operations during the busy spring season. This episode focuses on low-hanging fruit solutions for staffing, facilities, supply management, and last-minute camper recruitment.

Communication & Transition Management

• Set clear boundaries: Inform colleagues and co-workers about transitioning from office work to field operations and program delivery.
• Schedule admin time: Block early morning hours for emails and administrative tasks before daily operations begin.
• Maintain mental sharpness: Prioritize sleep, nutrition, and exercise during this active season; eliminate distractions like social media during work blocks.

Final Staff Recruitment Strategies

• Direct outreach to believers: Contact past staff and families who loved camp; ask for referrals to nieces, nephews, or young adults in their network.
• Leverage buddy system: Offer financial incentives to current summer staff members who successfully refer new hires.
• Target group sources: Reach out to college ministries and university recreation departments where outdoor-oriented students gather.
• Flexible scheduling: Consider splitting summer into two halves to accommodate stellar candidates who cannot commit to full season.
• Long-term pipeline: Identify seasonal candidates for future leadership positions such as Aquatics Director or Equestrian Lead. Empower them to look to future opportunities within the organization. Every staff should have an attainable professional growth goal that they can towards during the summer camp season.

Site & Facilities Preparation

• Monthly volunteer days: Organize one volunteer workday per month (March, April, May) on Saturdays or Sundays.
• Form a committee: Delegate coordination to hands-on volunteers who enjoy running equipment and managing projects, reducing Director workload.
• Appropriate task selection: Assign volunteers to cleaning windows, raking grounds, sorting firewood, and cabin preparation—not complex construction.
• Pool timing critical: Turn pool water on by early May (a week earlier than expected) to identify problems and allow water to warm up before first campers arrive.
• Engagement over efficiency: Focus volunteer days on connection and relationships rather than maximum productivity; end with cookouts and social time.

Supply & Staff Readiness

• Order supplies early: Purchase t-shirts, program materials, and equipment well in advance; use volunteer days and staff retreats for sorting and organization.
• Staff weekend retreats: Invite summer staff for bonding weekends that combine learning, volunteer projects, and social activities like shooting sports or horseback riding.
• Connect new and returning staff: Create WhatsApp, GroupMe, or Facebook groups pairing experienced staff with newcomers, especially international staff, to answer questions before arrival.
• Staggered arrivals: Bring returning staff a few hours early for reunions before new staff arrive, then brief them on welcoming newcomers.
• Welcome campfire: Host informal social gathering the night before staff training for connection without formal agenda.
• Advance preparation: Complete as many administrative tasks as possible during the winter months so that you are available to be supportive during Spring and Summer.

Camper Recruitment

• Activate "sneezers": Directly contact enthusiastic families who love camp; empower them to spread the word about specific weeks needing enrollment.
• Call non-returners: Personally phone families from previous summer who haven't registered; ensure they feel invited and wanted.
• Friend recruitment incentives: Offer current families rewards for bringing friends; provide an outline and photos for their social media posts about camp.
• Leverage parent testimonials: Ask engaged parents to post on their personal social media with camp photos and stories—more effective than camp's own ads since posts reach their friend groups.
• Community presence: Host informational nights at rec centers and attend farmer's markets; invite returned campers and families to engage with camp-curious prospects.

Organizational Best Practices

• Visual planning: Use dashboards or large whiteboards to track what needs completion; invest in organizational tools.
• Avoid burnout: Take evenings off and find non-working days; prioritize physical, mental, and emotional health to enter summer refreshed rather than exhausted.
• Efficiency focus: Zone in during work blocks, close office doors when necessary for concentrated tasks like payroll.

Additional Resources

The Sherry Group's podcast archive contains 5-6 years of content on staff training and summer preparation, with some of the most-listened-to episodes focused on these topics.