A Relationship with Campers Started with an Email
Southern hospitality was the goal for how we communicated with campers. We wanted them to feel like they were visiting at their Father's campground. We welcomed them and looked forward to their visit. Reservations for the upcoming year open in September, just a few weeks after camp ends. This is the beginning of many happy friendships. When group leaders know we welcome their questions and will return their emails, text, and phone calls, (hopefully within 24 hours) we get to know each other pretty well. Being available seems to lower their stress when planning everything remotely.
This link will take you to the entrance to camp. When you are ½ mile away, you will turn south up a dirt road. Keep climbing up that road until it turns back into pavement. We are next door to the Pioneer Bible Camp, so don’t turn right into their camp. Stay straight and you will see our sign and a stop sign directing you to call. We will help you park. This is very important because our roads are tiny and each site has its own parking. Vehicles need to park facing the exit or backing in for safety purposes. We’ll drive ahead of you to your site. Once there, we’ll give you instructions for checking out, current fire safety guidelines, camp rules, and a map. Therefore, please stop at the stop sign and call the number. (This next line was added or removed depending on the fire restrictions.)
There are fire restrictions in place. Fires aren't allowed at this time.
Here are some details on parking availability:
- Parking is available for 10 vehicles near the Cummings camp.
- Note that a cook or gear trailer may take up two or more of your parking spaces. If additional parking is needed, there are a few parking spaces (for the entire camp to share) on a ball field just before you enter camp. This camp is on the side of a mountain, so the walk from the ball field is exhilarating. Please carpool.
This year we’ve been asked to report actual attendance, which is helpful for future plans and unexpected emergencies. Before you head this way, will you please count the youth and adults and text us that information to 801-564-7954, along with the name of your group and your estimated arrival time?
Since I couldn't walk much the first year, I choose to serve mostly on the computer. With the help of other missionaries, we typed up the activities challenge games and saved them to a Google drive. We took pictures of the lodge and all the kitchen utensils and created a link for them as well. We would send these out when requested. The first year we sadly had many no-shows. For example, one group had reserved the entire camp and when I called after they didn't come, they had no memory of even making the reservation.
So, the second year, we wanted to create an email to send out. There were close to 100 reservations which made this seem like a daunting task until Sister Owens and her genius son found a way to have the emails automatically generated. The program would write a script based off the spreadsheet we created from three sources. One was a report in Admin "Recipients List". This would give us their email. Then "Reservation Summary" would give us their "in and out" dates, phone numbers, and amenities. Lastly, we would pull up the reservation calendar. Instead of "month" view we would switch to "list" view. This would show their campsite. All this went into an Excel file that could be accessed by the program that wrote the emails. The finished email would drop into drafts. I proofread them and added any details about service projects and hit 'send'. At the end of the season we found out we weren't supposed to be using any email except the churchservicemail.org. So, the third year we dropped the emails into the draft folder, and I copied and pasted them into the official church email. Next year, the plan is to have the email not be specific to each campsite but will be sent to all the participants in a week, through the reservation calendar. The attachment will be a list of each campsite and their unique features. The reservees will still have all the information without so many extra steps.
The emails could still be sent out on the same schedule. We sent the first email six weeks before their scheduled arrival time with details about each campsite, parking, amenities, links to activities challenge games instructions and pictures of the lodge, if they had these reserved, and a copy of the rules and a map. This email also contained instructions on how to cancel or edit the reservation and the last date that could be done. This cut our no-shows to zero. Then one week before their anticipated arrival we would send another email with a link with directions to camp, instructions to text us when they were on their way with ETA and details about what to do once they arrived. This text message gave us a point of contact for their group. Then if they were loud after 10pm, we could text them a reminder about quiet time.
The emails gave enough information that the campers knew what to expect when they arrived. They knew we were particular about parking, which cut down on 99% of the eyerolling. They knew how many cars they could park near their camp and what to do if they brought more. They knew the challenge games were self-guided and they were expected to clean the bathroom after they used the pool. We explained they only need to send us pictures of their campsites and the bathrooms they cleaned and they were good to go.
Once they arrived and had time to get settled and tents put up, we visited their camp and gave them a copy of their reservations and rules and went over them as a group. We tried to make it fun. "When you swim, please don't die."
All these communications gave us a good working relationship with campers before and during their camp. This helped put them at ease and make a camp, that they had spent as long as 10 months planning, a good experience.
Below are samples of the emails.
We included their name in the subject so we could remember who they were if they replied. This is the 6-week email.
We look forward to your upcoming stay at Valley View Camp on July 29-August 1 in the A-Frame and Zarahemla (Benjamin, Mosiah) campsite. You can edit or cancel this reservation at https://camping.
Upon arrival, we will provide you with cleaning slips that you will need to complete before checking out. This involves cleaning your camp space, refilling the wood pile (no need to bring wood), topping off the water barrel used for fire prevention, and cleaning the closest restroom to your campsite. Cleaning supplies are provided. Please assign a group to daily check the restroom you use most and clean as needed. Let the missionaries know if the restrooms need supplies. We wait until just before you come to assign check-out cleaning responsibilities for public areas. Then we can easily divide the work among all the campers.
Valley View is in the mountains, and the evenings cool off. Remind your group to bring a hoodie. Campers will need a flashlight to navigate to the restroom at night. Restrooms with flushing toilets and hot water showers are located near your campsite. Please keep showers under 3 minutes.
A-FRAME:
- The A-Frame is an empty carpeted building with 2 floors that can sleep up to 15 people.
- Air mattresses, cots, or sleeping bags are perfect for this space. You'll need to bring your own.
- There are a few folding chairs provided.
- Electricity is available inside the A-Frame.
- There is no running water, but there is some about 50 yards away. It would be best to bring coolers or water bottles that can be refilled.
- The area outside is small, but there is a fire ring with plenty of firewood and two tables.
ZARAHEMLA:
- The Zarahemla campsite sleeps 20.
- Does not have electricity or running water.
- There is water available, but it's not too close.
OTHER CAMPSITE DETAILS:
- If there is a possibility of rain, consider bringing a pop-up covering for the table area.
- Although your campsite will have a fire ring, there isn't a grate for cooking on it. If you plan on cooking, consider bringing something like a Camp Chef or charcoal/propane grill.
- Camp chairs are a good idea.
- There are a few stairs to get down to your site.
- Parking is available for 8 vehicles near the Zarahemla site.
- Note that a cook or gear trailer may take up two or more of your parking spaces. If additional parking is needed, there are a few parking spaces (for the entire camp to share) on a ball field just before you enter camp. This camp is on the side of a mountain, so the walk from the ball field is exhilarating. Please carpool.
ACTIVITIES CHALLENGE COURSE:
- The Activities Challenge course is self-guided.
- You can pick up the necessary supplies for the games at the host house beside the pool. Here is a link to the instructions.
GAGA PIT:
Your group might enjoy the Gaga Pit. The balls will be in the pit. They don't require a reservation, and the instructions are posted nearby. There is one at the top and bottom of camp.
HORSESHOES:
- We have everything you'll need to play Horseshoes.
LODGE:
This is a link to pictures of the Lodge and Kitchen, including supplies.
- Dish soap, paper towels, and trash bags are included.
- A Saturday reservation for the Lodge ends at 11 am, the same time as check-out.
- If you have an evening reservation at the Lodge, be mindful that quiet hours start at 10 pm.
- Please allow time when checking out to clean all the appliances used during your stay, mop the dining room floor, etc. You will be given a detailed cleaning checklist when checking in. Trash bags and cleaning supplies are provided.
- The Lodge has two restrooms. They love to lock people out. Be mindful that the locks are unlocked before the door closes.
- There are a few parking spaces set aside for the Lodge. If you have special guests, bishops, stake presidents, etc., coming for an event, you'll want to reserve these spaces for them.
- A small cook trailer can be unloaded at the back door of the kitchen, then moved to the ball field. The garbage truck can't make the tight turns at the top of camp by the Lodge; therefore, trash from the Lodge will need to be driven down each night to the dumpster, located in the middle of camp.
VOLLEYBALL:
- We have everything you'll need to play Volleyball.
SWIMMING:
- I've included a copy of the pool rules. Please plan a time to inform your group.
Attached are camp rules, fire rules, pool use rules, and a map. Please forward the rules to everyone who is coming to camp.
If there is anything we can do to help with your planning, please let us know. See you soon!
Upon arrival, we will provide you with cleaning slips that you will need to complete before checking out. This involves cleaning your camp space, refilling the wood pile (no need to bring wood), topping off the water barrel used for fire prevention, and cleaning the closest restroom to your campsite. Cleaning supplies are provided. Please assign a group to daily check the restroom you use most and clean as needed. Let the missionaries know if the restrooms need supplies. We wait until just before you come to assign check-out cleaning responsibilities for public areas. Then we can easily divide the work among all the campers.
Valley View is in the mountains, and the evenings cool off. Remind your group to bring a hoodie. Campers will need a flashlight to navigate to the restroom at night. Restrooms with flushing toilets and hot water showers are located near your campsite. Please keep showers under 3 minutes.
A-FRAME:
- The A-Frame is an empty carpeted building with 2 floors that can sleep up to 15 people.
- Air mattresses, cots, or sleeping bags are perfect for this space. You'll need to bring your own.
- There are a few folding chairs provided.
- Electricity is available inside the A-Frame.
- There is no running water, but there is some about 50 yards away. It would be best to bring coolers or water bottles that can be refilled.
- The area outside is small, but there is a fire ring with plenty of firewood and two tables.
ZARAHEMLA:
- The Zarahemla campsite sleeps 20.
- Does not have electricity or running water.
- There is water available, but it's not too close.
OTHER CAMPSITE DETAILS:
- If there is a possibility of rain, consider bringing a pop-up covering for the table area.
- Although your campsite will have a fire ring, there isn't a grate for cooking on it. If you plan on cooking, consider bringing something like a Camp Chef or charcoal/propane grill.
- Camp chairs are a good idea.
- There are a few stairs to get down to your site.
- Parking is available for 8 vehicles near the Zarahemla site.
- Note that a cook or gear trailer may take up two or more of your parking spaces. If additional parking is needed, there are a few parking spaces (for the entire camp to share) on a ball field just before you enter camp. This camp is on the side of a mountain, so the walk from the ball field is exhilarating. Please carpool.
ACTIVITIES CHALLENGE COURSE:
- The Activities Challenge course is self-guided.
- You can pick up the necessary supplies for the games at the host house beside the pool. Here is a link to the instructions.
GAGA PIT:
Your group might enjoy the Gaga Pit. The balls will be in the pit. They don't require a reservation, and the instructions are posted nearby. There is one at the top and bottom of camp.
HORSESHOES:
- We have everything you'll need to play Horseshoes.
LODGE:
This is a link to pictures of the Lodge and Kitchen, including supplies.
- Dish soap, paper towels, and trash bags are included.
- A Saturday reservation for the Lodge ends at 11 am, the same time as check-out.
- If you have an evening reservation at the Lodge, be mindful that quiet hours start at 10 pm.
- Please allow time when checking out to clean all the appliances used during your stay, mop the dining room floor, etc. You will be given a detailed cleaning checklist when checking in. Trash bags and cleaning supplies are provided.
- The Lodge has two restrooms. They love to lock people out. Be mindful that the locks are unlocked before the door closes.
- There are a few parking spaces set aside for the Lodge. If you have special guests, bishops, stake presidents, etc., coming for an event, you'll want to reserve these spaces for them.
- A small cook trailer can be unloaded at the back door of the kitchen, then moved to the ball field. The garbage truck can't make the tight turns at the top of camp by the Lodge; therefore, trash from the Lodge will need to be driven down each night to the dumpster, located in the middle of camp.
VOLLEYBALL:
- We have everything you'll need to play Volleyball.
SWIMMING:
- I've included a copy of the pool rules. Please plan a time to inform your group.
Attached are camp rules, fire rules, pool use rules, and a map. Please forward the rules to everyone who is coming to camp.
If there is anything we can do to help with your planning, please let us know. See you soon!
This is the 1-week email. This link was shared from Google maps then made into a link.
There are fire restrictions in place. Fires aren't allowed at this time.
Here are some details on parking availability:
- Parking is available for 10 vehicles near the Cummings camp.
- Note that a cook or gear trailer may take up two or more of your parking spaces. If additional parking is needed, there are a few parking spaces (for the entire camp to share) on a ball field just before you enter camp. This camp is on the side of a mountain, so the walk from the ball field is exhilarating. Please carpool.
This year we’ve been asked to report actual attendance, which is helpful for future plans and unexpected emergencies. Before you head this way, will you please count the youth and adults and text us that information to 801-564-7954, along with the name of your group and your estimated arrival time?
Thanks, see you soon and safe travels!
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