Planning a summer dance camp takes effort, but with a clear timeline, it can feel like a well-choreographed routine. Follow this step-by-step guide to glide through the planning process!
When Should I Start Planning for my Summer Dance Camp?
The ideal time to start planning your summer dance camp is about six months in advance. This gives you ample time to set goals, secure your venue, recruit staff, and finalize your schedule. Starting early also allows you to open registration and promote your camp well before summer.
Summer Dance Camp Planning Guide
6 Months Out: Define Your Vision and Goals
Start with outlining your vision. This initial step will help to set a cohesive tone for your summer dance camp program. Ask yourself:
Who is your camp for?
Decide if you’re targeting beginners, advanced dancers, or a mix of skill levels.
What will the focus be?
Consider themes like “Hip-Hop Bootcamp” or “Broadway Dance Week” to make your camp stand out.
What’s the structure?
Plan the length (half-day, full-day, or multi-day) and determine how many campers you can accommodate.
Setting clear goals will guide decisions for scheduling, staffing, and promotions. Early on, this clarity will make communicating your camp’s unique value easier for families.
4–5 Months Out: Nail Down the Logistics
With your goals set, lock in the key details:
Set Dates and Location
Align with school vacations, avoid holidays, and book a venue with enough space for dancing and breaks.
Recruit Staff
Hire instructors, assistants, or volunteers to support daily operations.
Plan the Schedule
Balance skill-building, choreography, and fun while including time for breaks.
Secure agreements with your staff and venue early to ensure your summer dance camp’s success.
3–4 Months Out: Open Registration
With logistics set, it’s time to open registration — and Cheddar Up is the ultimate tool to make it seamless for both you and the parents. Use Cheddar Up to:
Streamline Payments
Let parents pay online for fees and extras like snacks or merch.
Collect Details
Gather camper info, waivers, and t-shirt sizes in one place.
Offer Early Bird Discounts
Drive quick sign-ups with a discounted rate for early registrants.
Track Everything
Stay organized without spreadsheets or manual tracking.
An efficient and easy-to-use system builds parent confidence and frees you up to focus on the camp.
Get started quickly with Cheddar Up’s summer dance camp template!
2–3 Months Out: Promote and Communicate
Now is the time to fill any remaining spots and inform registered families.
Promote Your Camp
Share your camp’s unique URL or QR code on social media and email current families to encourage sign-ups. Use incentives like sibling discounts or referral bonuses to boost registrations.
Communicate with Parents
Send a welcome message with key details (schedule, what to bring, pick-up/drop-off instructions) and send reminders about deadlines or extras like t-shirts.
Consistent communication helps parents feel prepared and reduces last-minute questions.
Final Weeks: Prepare to Shine
As your summer dance camp approaches, tie up loose ends to ensure a stress-free start. Test your music systems, props, and supplies, confirm registrations and waivers, review schedules with your staff, and organize an efficient check-in process. Additional preparation will establish the foundation for a successful first day.
Countdown to Summer Dance Camp Success
You can stay organized by tackling your summer dance camp preparation one step at a time. From defining your goals to promoting and streamlining registrations, this timeline ensures you’re ready for a fun, inspiring camp experience.
Before you go
Your summer dance camp deserves to shine — start planning now and let Cheddar Up handle the behind-the-scenes footwork!
