Empowering Organizations to Attend Camp

Not every camp experience starts with a single registration. Sometimes, members of a group or organization—like a church or youth program—want to coordinate a camp experience too! With Group Event Reservations, offer seamless booking to expand community involvement and fulfill your camp's mission.

A laptop computer is open to a dashboard with a list of products.
A laptop computer is open to a dashboard with a list of products.

Flexible Group Event Reservations & Attendee Registration

Discover a smarter way for your team to host groups at camp. Running group events is a powerful way to grow your camp. But without the right tools, managing reservations, attendees, and ratios can be a logistical nightmare.

With iCampPro, groups can reserve their spaces online, monitor private online registration with their attendees, and stay up to date on payments.

Laptop screen showing a green cabin with a circling arrow, suggesting a digital real estate process.

Manage a Schedule of Group Events

Start by scheduling a season of group-style events in iCampPro. You can choose to accept group reservations only, or also allow individual attendee registration for the same event. Groups will use the Organization Portal and a private registration link for attendees.

Laptop with a green globe, indicating internet access is on.

Enable Online Group Reservations

Once your events are set up, simply link the Organization Portal to the area of your website designed to serve organizations wanting to book a group reservation. They can create an account and browse events online! 

Laptop with a green speedometer, indicating optimal performance.

More About Group Reservations

Groups can add multiple contacts and choose whether to give them logins to the Organization Portal. The all-in-one dashboard also allows group leaders with access to: see reservations, review details, and view or manage payments.

Create reservation options for groups to choose from. These include different types of attendees with age and gender restrictions to include under their reservation. Your camp sets fees per attendee type and establishes attendee ratios, such as a minimum of counselor (or leader) per six youths (or campers). This ensures your camp's requirements for groups are built into each successful online reservation.

Manage Group Attendee Types & Ratios Per Reservation

Cartoon person adjusts group size on a tablet. Green theme, numbers 110 and 8 on screen.

In the Organization Portal, contacts can choose “Manage Reservation” to access a private registration link which enables individuals to register as attendees under their reservation. Those individuals will create household accounts and complete any camp-related forms associated to the group event. Your camp, as well as the organization contacts, can view and manage registrations under the reservation. 

Private Links Enable Easy Group Attendee Registration

Woman holding phone with message bubble and link icon; green background.

Build Partnerships & Off-Season Revenue with Traditional Camp Experiences for Groups

Owning your own camp facilities requires constant maintenance, inspection, and re-investment. By marketing traditional camp experiences to groups, you can keep your camp active during the off-season and work to build important relationships with your community. 


Add Off-Season Revenue 

When traditional summer camp sessions come to an end, group reservations can take over. Hosting targeted group events, school field trips, team-building camps, and faith-friendly gatherings during the fall, winter, and spring months can help you keep facilities active. These off-season bookings generate steady revenue streams, balance seasonal fluctuations, and maximize the value of your camp property year-round. 


Build Community Partnerships 

Group events often put you in contact with new businesses or organizations in your community. Churches, schools, and youth programs that host successful events at your camp are far more likely to return year after year and help you with camp initiatives. Over time, this builds trust, expands your camp’s visibility, and positions you as a go-to partner for local organizations. 

Person using a tablet; screen shows a list of files, hand touches the screen.
A person is holding a tablet with their finger on the screen

Streamlined Camp Management for Group Camp Experiences

Managing group reservations doesn’t have to be complicated. With iCampPro, camps get purpose-built tools that simplify every step of the process—from tracking organizations and leaders, to managing reservations and billing, to keeping attendee forms and capacity organized. These features are designed to give your team clarity, efficiency, and confidence when hosting churches, schools, and youth programs. 

An icon of a delivery truck with a pin on it.

Organization Views & Management

A separate Organizations list in iCampPro helps camps keep track of reservations. Track group leaders, contacts, reservation and billing history and more from one convenient location! Organizations can also be tied to sponsorships for traditional summer camp events. 

An icon of a stack of boxes on a green background.

Group Reservation Management

Group events come with tools to easily keep track of reservations, attendees, modifications, billing, and communications! Monitor group event capacity to keep your team’s efforts aligned, payments up to date, and communications flowing with organizations and attendees. 

Stack of web pages with a checked box, green square background.

Group Attendee Camp Forms

Like other events in iCampPro, one or more camp forms can be managed by your camp for group events. As attendees register under a group reservation, the built-in communications module enables your camp team to follow up on items like late or missing forms. 

Group of people connected by nodes within a green square.

Group Event Capacity Views

A single event can be attended by one or more groups, as well as individuals. Helpful event-level overviews can help you break down which attendees are affiliated with groups. At the series-level, keep track of occupancy, availability, and waitlist across multiple events. 

Key Takeaways for Group Events

  • Find and maximize off-season revenue with group event reservations, offering traditional camp experiences to more audiences.

  • Flexible group event setup allows your team to decide whether events serve only groups or also allow individual reservations to maximize capacity.

  • Easy online group reservations using the Organization Portal, where group leaders can book a number of spots, arrange payments, and monitor their reservations. 

  • Streamline forms and communications with built-in tools that make group events easier for camps to manage.
     
  • Maximize relationships with organizations behind the scenes. Move group reservations between related events in a series, manage reservation attendees and billing, and send essential communications.
Key Takeaways graphic
Key Takeaways graphic

Answering FAQs About Group Reservations

A green square with a white tag with a percent sign on it.
A green square with a white tag with a percent sign on it.
A green square with a white tag with a percent sign on it.
A green square with a white tag with a percent sign on it.

  • Can individual attendees register for group events?

    Yes! But whether you choose to enable this feature is up to you. For group-style events, your camp can choose whether or not to restrict the event to only group reservations. Individuals can also be enabled to register for group-style events with separate pricing and payment plans. Their registrations would count toward overall camp capacity and individuals would not be impacted by attendee type ratios. This allows your camp to optimize overall event capacity while incentivizing group reservations with alternate group pricing. 

  • Can I allow groups or organizations to create online accounts, but not book new reservations?

    Absolutely! You can share a link for groups to create accounts through your website, but choose not to show group events online in the Organization Portal for reservation. This would provide your camp with the opportunity to speak to all groups or organizations prior to creating their reservation. Then, they can view and mange their reservation online once it has been created. 

  • Can organizations or groups manage their own logins?

    Yes! The first contact (or primary contact) from a group or organization can create the account. Once logged in, they can add contacts and choose whether they have login ability, plus whether they’re restricted to view-only permissions or full reservation management. Password reset options are also available in the Organization Portal so that group contacts can assist each other with accessing their account. 

  • What is the billing process like for a group or organization with a reservation?

    In your account settings, choose which payment types (check, credit card, bank account) are accepted during online group reservation. Create payment due dates and percentage of fees due under group reservation policies. If the group selects a credit card or bank account as a method of payment, the group may add the account on file. This information can then be used to process payments. If they choose check as the form of payment, camp staff can add the payment to the account upon receipt to reduce the reservation balance.   


    Organizations can generate statements from the Organization Portal or camp staff can email the statements to them, which include a breakdown of attendee fees, a total reservation balance, payment history, remaining balance, as well as a list of future scheduled payment dates and amounts. 


    The Communications tool may also be used to reach out to one or more organizations or reservation contacts using payment status filters.  

Learn about iCampPro and more on our blogs!