🧭 The Pre-Camp Email That Cuts Down on Confusion (and Last-Minute Calls)

Make your inbox—and your first day—way easier with one clear message.

You know the drill.

It’s the day before camp starts, and suddenly your inbox is full of frantic messages like:

• “Where do I drop my child off again?”

• “I think I filled out the medical form, but I’m not sure?”

• “Can they bring their Pokémon cards?”

• “Wait—what time does pickup start?”

Even the most organized parents miss details when juggling busy schedules. That’s why a well-timed, well-structured pre-camp email can save you (and your team) from a wave of last-minute questions—and set everyone up for a smooth start.

📨 What Should Be in Your Pre-Camp Email?

Here’s a simple structure that covers the essentials:

✅ 1. Arrival & Pickup Info

Example:

Drop-off is from 8:30–9:00 AM at the main parking lot near the blue tent. Pickup is between 3:30–4:00 PM. Please bring ID for verification!

Include maps or photos if needed—and make it crystal clear where parents are expected to go.

🧒 2. What to Pack (And What to Leave Home)

Example:

Campers should bring a labeled water bottle, lunch, sunscreen, and a change of clothes. Please leave toys, electronics, and valuables at home.

This cuts down on distractions and keeps you from becoming the unofficial lost & found.

🗂 3. Required Forms & Waivers

Example:

All health forms and waivers must be submitted by Sunday at 5 PM. If you're unsure, you can double-check your status [here].

Use links or checklists so parents can confirm what they’ve submitted.

☀️ 4. What to Expect on Day 1

Help anxious parents and excited campers know what’s coming.Example:

Day 1 will include team games, a camp tour, and getting-to-know-you activities. Don’t worry—everyone will have a buddy!

📞 5. Who to Contact (And When)

Example:

If you have questions, feel free to reach out at [email] or text [number] between 8 AM–5 PM. On-site emergencies: Call our camp director at [emergency contact].

Setting boundaries now saves your team later.

🕒 When Should You Send It?

Ideally 3–5 days before the session starts.

This gives parents enough time to prepare—without forgetting what they read.

Bonus points if you send a quick reminder the night before with just the basics!

💡 Pro Tip: Make It Skimmable

Use bold text, bullet points, emojis (if your brand allows), and short paragraphs. The easier it is to read, the more parents will actually read it.

📣 Cut the Chaos with LookSee

Tired of tracking forms, chasing down attendance, and sending last-minute emails?

LookSee helps you simplify everything—from camper communication to attendance tracking and invoices—all in one place. Our tools are made with real camp directors in mind (yes, even the ones juggling six age groups and a pickup line).

Whether you're running a small preschool camp or managing a full summer program, LookSee makes it easier to stay organized and spend more time doing what you love: creating an amazing experience for kids.