What Everyone Ought to Know About Marketing Summer Camps

The start of your Summer camp may be months away, but promoting camp needs to happen now when families are planning their Summer activities. So what’s the quickest, most effective way to get the word out and bring in sign-ups?

Get with the (Software) Program

Today’s consumers are accustomed to making purchases online. Registration for your camp (or any event you hold) shouldn’t be treated any differently. You need to make being your customer easy. Online event registration software does that.

Using a program like Event Managerenables parents to sign their child up for camp and pay online using their tablet, laptop, desktop or phone — at any time they choose. If they want to register at 3 pm or 3 am, they can — quickly and easily. There are no paper registration forms to fill out. No checks to write. No stamps to buy. No envelopes to mail.

Parents click on your registration link, fill in their contact information and credit card information, click the “Register” button and they’re done.

Breaking Free

Registrants aren’t the only ones that benefit. Taking your sign-up process online will save you — and your staff — tons of time. Imagine no longer having to:

  • Create and print registration flyers and brochures
  • Open envelopes with handwritten forms and checks
  • Mail out brochures and pay for postage
  • Re-enter registration info into a spreadsheet
  • Decipher illegible handwriting on paper registration forms
  • Collect payments in person
  • Make trips to the bank to deposit cash and checks
  • Manage and store stacks of paper registration forms, permission slips and rosters

Sounds good, right?

Mere Minutes is All It Takes

Setting up a registration page in Event Manager can be done in 20 minutes or less. Even better, you can accept payments online immediately that very same day. No merchant account is required to use Event Manager.

Payments are processed through the Member Solutions’ Level One PCI-compliant payment processing platform. Level One is the most rigorous industry-recognized payment card security standard available. Knowing this you can rest assured all payment data entered in Event Manager is secure.

Once in the Event Manager program, you simply enter your camp name, beginning and end date, start and end times, and your camp fee.

You’ll also add an event description for your camp that appears above the form section of your registration page. Keep the description brief but benefit-rich. Answer the question on parents’ minds:

“What’s in it for me or for my child? Will extended child care be offered for those of us that work 9-5? What will my child learn? Will he or she master new Martial Arts skills? Partake in activities like crafts and games? Make new friends?”

Spread the Word

Each online registration page created in Event Manager has its own unique link. All you need to do is copy and paste the registration link into online marketing outlets to get the word out and you’ll begin to see registrations come in.

Post your link on Facebook, in emails, on your website, in Google Ads, in online directories. Post repeatedly on each channel up until the event date. Remember the more you promote your camp, the more impressions you make, the greater your event sign-ups and revenue.

Quick, Easy Tips to Boost Sign-Ups

It’s common practice in event marketing to offer special incentives that add value and encourage prospects to sign-up. Tools like Event Manager give you controls to easily manage incentives. For instance, you can:

1. Offer a payment plan. Since most camp registration fees can be substantial (anywhere from $199 to $600 per week), you may want to offer the option of paying in installments. This could be particularly attractive to cash-strapped families and help set your camp apart from others.

Event Manager gives you controls to set the number of payments, the required down payment and the last acceptable collection date.

2. Set an early-bird discount. People love getting in on a bargain. In Event Manager, you simply plug in the early-bird registration fee and the date you want to have it expire. The software will automatically update the registration page with your new price when the expiration date passes.

3. Offer a sibling/friend discount. Chances are good that parents will be signing up more than one child or they know someone who would be interested in attending camp with their child. You can encourage parents to register a family member or friend by offering a discount on multiple registrations. A common offer: “Register One Camper, Get Half Off the Second Registration”.

Again, Event Manager gives you controls to set discounts for multiple registrations. No matter which incentive(s) you employ, make sure you promote the options in your marketing so parents know about it.

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5 Spring Cleaning Tips to Accelerate Membership Business Efficiency

Because it’s Spring, many of you are thinking of ways to cut clutter in your homes and businesses. For your Martial Arts or Fitness business, Spring cleaning involves more than just dusting off old filing cabinets. You need to make improvements to your organizational system that will benefit your business all year long.

Here are some quick tips for eliminating clutter and getting your business running efficiently:


1. Put Your Class Schedule Online

Switching to online scheduling will benefit you and your members. Most people would prefer to get information on your classes from their smartphones. Not to mention, you’ll save yourself a bundle in printing, especially if your schedule changes frequently.

So, how do you get your schedule online? The process is actually pretty simple for business owners using our member management software. Member Manager includes a scheduling widget that allows you to publish your events, classes and training schedules directly to your website.

Schedules are easy to keep up to date too. Say you have to add or cancel a class – just go into the software, adjust your schedule and changes made are instantly reflected on your website.

2. Take Your Event Registrations Online

Spring is a great time to host events but is your registration process holding you back from doing more? If you’re juggling paper registration forms, printed liability waivers and permission slips, odds are, you’re wasting time deciphering illegible handwriting on paper forms and re-entering information into spreadsheets. Not to mention, you’re likely missing out on sign-ups for your events by not marketing them online.

Try putting event registration forms online to streamline the process and get the word out quickly about your events. Use an online registration tool like Event Manager to convert your paper form into an online registration page. Capture any information you need through the registration process – age, experience level, t-shirt size, etc. – and view your registration data any time.

3. Turn Older Inventory into Freebies for Event Registrants

Take a look at your inventory to see what hasn’t been moving. Maybe you have leftover T-shirts or another giveaway from a previous marketing campaign or event. To use them up, you can offer these items as free gifts to people who register for your next event.

Everybody likes getting free stuff, and you can use the gift to incentivize early registration. Announcing that you’re giving the freebie to the first (x amount of) sign-ups creates urgency and provides extra motivation to register. Plus, you can get rid of that box of T-shirts you forgot you had.

4. Have Members Sign Contracts with their Finger

Going paperless is a great way to de-clutter. Thanks to a recent enhancement to Member Manager, you can now go paperless with your membership contracts. Simply have your members sign with their finger or stylus on a phone, tablet or other touchscreen device. The completed contract, along with the signature, will be saved to your myVolo account.

5. Take Time to Organize as You Go

Ever find yourself wondering how you got into this mess in the first place? Spring cleaning would be a lot easier if you had a solid organizational system you could use all year.

As entrepreneurs and managers, you need tools to help you run your business efficiently. Our Member Manager software is a great solution for managing all your routine admin tasks from one place. With this one piece of software, you can capture, track and manage leads, send emails and text messages to members to keep them in the know, have members book online in real-time, sell products and services online 24/7 and more. Not to mention, you can also integrate Member Manager with other systems – like our full-service billing and payment process solution.

Now’s the time to simplify, de-clutter and get organized. Once you do, you’ll be amazed at how much easier it is to run and grow your Martial Arts or Fitness business.

For more information on Member Manager or Event Manager, contact the Training and Support team at 877.600.3811 or support@membersolutions.com.


About the author: Justin Bodamer is the Manager of Implementation & Support for Member Solutions. The Implementation and Support team is dedicated to helping you and your team make the most of your relationship with Member Solutions. You can contact Justin at membersolutions@membersolutions.com.

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10 Ways to Boost Online Registrations (And Use Event Manager Software Like a Champ)

Woman using saved searches feature of Event Manager software to track registrations on laptop. Close view over shoulder of wooden desk with coffee.

The more registrations you get for your events, the more opportunity you create to grow your business, camp, sports league or organization.

But how do you get the ball rolling? How do you get more registrations for your events?

Online tools like Event Manager online registration software automate and organize event registration — and process and secure event payments. What you might not know is that the software also comes with a set of controls and features to drive demand and increase registrations.

So here’s a rundown. 10 ways to speed up online event registrations and use Event Manager software like a champ.

TIP #1: Activate social media networking buttons on your registration pages.

Nothing is more powerful than a recommendation or endorsement from a friend or colleague. By activating the Twitter and Facebook buttons on your Event Manager registration pages, you make it easy for your event to be shared with others.

How to do it: Go to the Admin tab and check the box next to Display social networking links on your forms.

TIP #2: Add an events listing link to your website.

Event Manager includes a registration homepage — or event listing — of all your active and publicly available registration pages. Include it on your website to show everyone what’s going on at your facility.

How to do it: Go to the Admin tab. Copy the link under the Website Integration section. Add the link to a page, or multiple pages, on your website. Active events can be viewed in a list, calendar and map format.


TIP #3: Send emails to past participants.
Your past participants are likely to attend other events you hold. And sending an email about your upcoming event is the most direct way to communicate.

Start by selecting your email list within Event Manager. The list can be as broad or as specific as you’d like. Say you run an annual tournament … you could choose to include all past tournament participants in your list or just last year’s. It’s your call.

Once the list is pulled, an email to the group can be sent through Event Manager.

How to do it: Go to the Reporting tab. Select a form or forms, click the OK button, then click the Update Registrant List button to generate the list.

Next, click the Email button, write your email and click the Send Email button as shown.

TIP #4: Drill down into your data.

What do your past registrants have in common? Are there business opportunities you’re missing?

The Reporting tab in Event Manager gives you the option to select on event forms and custom fields — specific data that you’ve collected on registrants such as age, location, T-shirt size. By diving deep into your data, you can identify trends and commonalities among your registrants. Then you can take the next step by sending targeted communications to those select groups.

How to do it: Go to the Reporting tab. Select your event forms and/or custom fields, click the OK button, then click the Update Registrant List button. From there, you can either download the list into Excel or email the group directly from Event Manager.

TIP #5: Set early-bird pricing with an expiration date.

A savings incentive tied to an expiration date is a great way to generate early sign-ups.

How to do it: Select a form. Go to the Pricing tab. Click Yes next to Is your pricing based on registration date?

Enter the cutoff date, then enter the event registration fee before your cutoff date and the event registration fee on or after your cutoff date.

TIP #6: Set up and distribute promo codes.

Sending a promo code to a select group of prospective registrants promotes exclusivity and will ultimately increase event registrations. In Event Manager, you have the option of creating dollar and/or percentage discount codes that registrants can apply when signing up for your event.

How to do it: Select a form. Go to the Pricing tab. Check the box next to Enable promotional code discounts? Enter a code, then enter a dollar or percentage discount as shown.

TIP #7: Set a seating capacity.

Scarcity increases demand and compels people to take action right away, rather than waiting. Put a limit on the number of spots available at your event — and communicate the limited availability in your marketing messages.

How to do it: Choose your event form within Event Manager. Go to the Advanced tab. Enter your seating limit next to Maximum form capacity. Once the limit is met, the registration form will close on its own.

TIP #8: Utilize the confirmation screen message and confirmation email to promote future events.

When an event registration is completed, a confirmation message appears on the screen, and a confirmation email is sent to the registrant. These are two ideal spots to highlight future events or membership specials.

How to do it: Select a form. Click on the Marketing tab. Click the Customize button next to Email Notification to update the confirmation email. Click the Customize button next to Registration Confirmation Screen to update the confirmation screen message.

TIP #9: Follow up on abandoned registrations.

You’re in the process of ordering a product online. Your phone rings. You get distracted. You don’t complete the order. It’s a common occurrence.

Event Manager gives you a tool to track pending and abandoned registrations, so you can reach out to prospects and members sooner, and turn them into event participants.

How to do it: Go to the Reporting tab. Select pending or abandoned in the Status dropdown box. Click the Update Registrant List button to generate the list.

TIP #10: Track what’s working so you can do more of it.

See a flurry of sign-ups once posting about your event on Facebook? Notice a group of registrations come in after sending your members an email?

Be sure of the source. In Event Manager, you can add tracking code to the link to know where each registration came from and what marketing channels are working.

How to do it: Before adding your registration link to a Facebook post, an email or on the web, add &ref_id=UNIQUE SOURCE NAME to the end of your Event Manager registration link. See example.

All registrations that come in from the link will be tagged accordingly with your source name in your Event Manager registration data.

Events strengthen retention, and at the same time, generate leads.

Apply these tips when using Event Manager to get your event seats filled — and create more opportunities for your business grow.

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