Camp Welcome email

Olivier Rousseau
19 February 2024 Camps 2 min read

Camp Welcome Email

In our latest post, we look at automating Email/SMS reminders for summer camps.

We’ll cover:

  1. Creating a welcome email
  2. Customize welcome email with mailmerge
  3. Send camp reminders by SMS or Email
  4. Schedule welcome email before start of camp
  5. More tools for Summer camps

Creating a Welcome Email

We understand the importance of personalizing the camp experience for each camper, which is why we’ve created a platform that allows for bulk & personalized summer camp welcome emails.

In our welcome email template, you’ll find important details such as your camper’s name, assigned group, start date and time and more

Camp welcome email template

Hello {First Name},

Summer camp is just a few days away.

Here is information about your upcoming camp at ABC Summer Camps:

Name: {Campers first name}

Camp: {Activity}

Group: {Group}

Start Date: {Start Date}

Start Time: {Start time}

Attached is our parent guide. Don’t forget to read through it before the first day of camp.

ABC Summer Camps


📌 Pro Tip: Make sure your summer camp welcome email is packed with details. It’s common for the initial confirmation email to be overlooked or forgotten. By sending a comprehensive reminder a few days before camp starts, you will not only prepare parents and campers, but also take the pressure off of our administration team as more clients will know what to expect on the first day.

Use Mailmerge to Customize Welcome Email

Use the mail merge feature in Activity Messenger to populate your emails and text messages with personalized information from your registration forms.

This customized approach ensures that each family receives a message that is tailored to them, complete with their name and includes important details.

Camp Welcome Email Template

Send Camp Reminders by SMS or Email

It’s important to remember that parents may have different preferences when it comes to receiving updates – some may lean toward text messages, while others prefer emails.

Using a mix of both can greatly increase the likelihood that your updates will be seen and read.

Activity Messenger gives you the flexibility to send these important camp reminders via email, SMS, or a combination of both, ensuring that no important information is missed as camp season approaches.

Send Camp Reminders by SMS or Email

📌 Pro Tip:Our approach is to send an automated reminder email approximately 7-10 days before camp begins. We follow up with a text message 72 hours prior, targeting parents who may have missed the welcome email. This has greatly improved the efficiency of our first day of camp, and parents love the reminders.

Schedule Welcome Email Before Start of Camp

Set up the system to automatically send reminders 7-10 days before camp begins.

This ensures that each camper and their family receives the right details at the right time.

As a result, you’ll free up valuable time to focus on other important tasks and improve the overall camp preparation and experience.

Schedule Welcome Email Before Start of Camp

More tools for Summer Camps

Activity Messenger can do much more than automate and send welcome email for your summer camp.

Replace your current Camp Management Software (Uplifter, IClassPro, Amilia etc)

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Best Summer Camp Quotes


  1. What is the purpose of a welcome email for the start of camp? A welcome email introduces reminds campers and parents of the start of camp, outlines what to expect, and helps better prepare for the camp week ahead.
  2. What key information should be included in a welcome email? Include camp dates, check-in procedures, packing lists, schedule highlights, emergency contacts and pre-camp requirements to help families prepare before camp.
  3. How can camps personalize welcome emails for a more engaging experience? To make each recipient feel valued and excited, personalize emails with the camper’s name, session details, and a warm, personal message.
  4. How early should the welcome email be sent before the start of camp? To give families time to prepare and address any questions or concerns, send the welcome email a few weeks before camp begins.
  5. Should welcome emails contain information about camp staff and counselors? The introduction of key staff and advisors in the e-mail can help build trust and familiarity, which can allay fears and foster a sense of community.

Written by Olivier Rousseau Olivier is a kids sports programs owner who has been operating for over a decade with locations in Montreal, Quebec city & Ottawa. He also helps Gymnastics Club, Swim Schools and Dance Studios streamline their operations. He is the co-founder of Activity Messenger an online registration platform for the sports & leisure industry.

Automate Welcome Emails for your Summer Camps

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