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campground policies

Policies and Procedures for Your Campground

For many campground owners, this time of year marks the start of our shoulder or off seasons. Some of us will see a general slowdown in camping traffic, while others will make the calculation—due to bone-chilling weather or other factors—to close our park for the winter season. 

No matter which bucket you fall into, this time of year is a perfect time to take a fresh look at the policies and procedures of your RV park. That’s because slower times usually allow you to work more on your business than in it. 

Let’s chat about some ways you can take a fresh look at your campground’s policies and procedures to start strong next year.

Take Stock Of What Went Well—And What Didn’t

Sit down with your team—perhaps even in an end-of-year off-site retreat—and have an honest convo about the things that worked and the things that didn’t this season. Create an environment where people can share candidly about things they want to see changed. 

You should also look over your reviews from sites like Google, Campendium, The Dyrt, etc. to find any consistent feedback that could be addressed via a policy adjustment. For example, if reviews consistently mention concerns with your staff, it might be time to institute new hiring policies. Or, if guests are consistently concerned with your WiFi, you could consider instituting a policy to provide strong WiFi to all guests.

Take stock of what happened at your park this season to prep for your best season ever when you next fling open your doors.

Commonly Reviewed Policies And Procedures  

Once you’ve taken stock of the policies and procedures that might need to be reviewed in your specific situation, consider these policies and procedures that should be reviewed by any RV park.

CANCELLATIONS

Cancellations stink—especially on short notice. If someone last-minute cancels an RV site on you during your busy season, that can really sting. Cancellations are especially tough if you have a very short season at your park. 

But how do you protect yourself without scaring people away?

A non-refundable cancellation policy protects you but runs the risk of upsetting customers and generating negative reviews. 

How do you fix this? 

Generally speaking, the best cancellation policy is one that meets in the middle—something that limits your risk of loss while showing your guests you understand that plans can change. For example, you could offer a full refund only for cancellations made with at least two weeks’ notice.

Or, you could take a cue from the airline industry and offer a fully refundable rate that’s higher than your non-refundable rate. 

Review your cancellation policy during your off-season to ensure it’s protecting you while demonstrating understanding to your guests. 

PETS

Most RV park owners have pet stories. From pooches leaving poo in places they shouldn’t to noisy pooches who aggravate other guests, pets of all types and stripes create unique concerns for park owners. 

campground policies

If you’ve had a trying pet season at your park, it’s probably time to review your policies and procedures. Generally speaking, strict pet policies are the way to go.

Most insurance carriers prohibit aggressive breeds and therefore may deny coverage for incidents involving these breeds. Speak with your insurance provider to learn what breeds they want you to restrict and adjust your policies accordingly. 

You should always have policies requiring pets to be on a leash, set rules determining if (and for how long) pets can be outside the rig, and policies on proper conduct when pets are left unattended (if you want to allow that).

No two RV parks are alike, so the pet rules at your park are going to be different than those of another park. By refining your policies to create the park environment you want, while still being sensitive to the demands of your guests, you’ll tee yourself up for a peaceful pet environment.  

RV STANDARDS

It seems like the going rule for many RV parks is to prohibit entry to rigs older than ten years. While this might seem like a sensible blanket policy that keeps your park looking nice, there are many well-loved rigs over ten years old on the road today that would be a welcome look at your park. 

That’s because vintage is in vogue and people are fully restoring rigs like vintage Airstreams, Winnebagos, and more.  

Instead of having a blanket RV standard, consider creating a policy that generally requires rigs to be under a certain age. Then, allow exceptions for prospective guests to send pictures of their rigs to show their condition so you can decide based on that. 

CHECKING IN/CHECKING OUT

The dawn of Airbnb has ushered in an era where customers love and even demand contactless self-check-in.  

We understand this isn’t ideal for every park, but many RV parks out there can and should consider offering a self-check-in option. 

To offer self-check-in, you’ll need campground reservation software that’ll keep all your reservations in one easy-to-see dashboard. Reservation software will then allow you to set up auto-emails that go to your guests so they have all the info they need to find their site, get settled, and check in on their own. 

The other check-in/check-out policy that park owner’s frequently review is check-out/check-in times. 

This is a personal decision that depends on the flow of your park. Some parks can offer very flexible timing while others need to be more concrete. Some park owners might charge extra for a late checkout while others don’t see that as a fit for their property. 

Take stock of the flow of your park to institute arrival/departure policies that work well for you and your guests. 

CLEANING PROCEDURES

Did places like your shower house and clubhouse get positive marks for cleanliness? Or has this been an area where you’ve received some constructive guest criticism?

If so, adjust your procedures to ensure that cleanings happen effectively and regularly. This is a seemingly small thing that goes a long way to keeping guests coming back again and again.  

EV CHARGING

This is a new issue on the block that’ll only grow in significance as more and more EVs get on the road. From a guest’s point of view, RV plug-ins are the ideal charging point for their electric vehicle.

From your perspective as a park owner, this represents an additional expense that’ll only continue to increase. 

That’s why it’s a good idea to consider policies now that’ll protect you for the future. For example, you could charge an extra utility fee for guests with EVs. Most will be happy to pay it and it’ll help protect you as your utility costs increase. 

COMMUNICATING POLICIES TO GUESTS

It’s one thing to create the policy and it’s another thing entirely to make sure that your guests receive and understand it. 

That’s why we think it’s vital to have a campground reservation system that’ll allow you to auto-email your policies to your guests. 

These software programs will also allow you to customize email timing and frequency so you can decide when, what, and how your guests receive your policy emails.  

Beyond technology, the old-fashioned ways are helpful too. For example, friendly notes peppered throughout your property that remind folks of your rules go a long way to creating good vibes and a peaceful environment at your park. 

Taking stock of your campground’s policies and procedures during your off-season is an important habit to be in that’ll keep you growing as a park. With the growth of remote-working, full-timing, and family-focused RVers, policies and procedures will often need to be adapted to accommodate new needs. By taking an annual beat to evaluate these things at your park, you’ll set yourself up for success with each passing year. 

off-season

Creating Your Campground’s Best Off-Season Yet

Off-season at your RV park can be a terrific time for reinvigoration and rejuvenation—as long as you have the right game plan.

The off-season is that splendid time of year when your campground is quieter (or maybe closed altogether) and a little more manageable. It’s a time to reflect on what worked well, what might not have worked so well, and what you can do to make it all better. 

Your campground’s off-season is also a time to recharge your batteries and reconnect with some of the things you may have put off doing. That’s why we wanted to take a beat with this post to show you how to create your campground’s best off-season yet.

Save Up For The Slowdown

The best-laid plans of mice and men (and women) can be thwarted in the off-season without a proper financial cushion to make it happen. Don’t get caught living so high on the hog during your busy season that you don’t have a chunk tucked away for the off-season.


We know it sounds straightforward, but if it were really that easy, wouldn’t we all have a stash of cash for our off-season projects?

The truth is, savings takes slow and diligent effort. Be sure you have an off-season next egg by setting a goal for how much you want to have and saving toward that each month. This simple trick will set you up well for the improvements you want to make when the slowdown hits.

Prep Your Park For Inactivity (And Cold Weather)

One of the hardest things on infrastructure is lack of use. Before you can get to any creativity during your off-season, you need to be sure your park is ready to weather it. Here are some top things to consider:

off-season

WINTERIZING WATER LINES

If your park is in a cold weather zone, the chances are good that your main water lines are buried beneath the frost line. But what about your hydrants, pipes in bathrooms, and other shallow lines?

The off-season is a key time to take stock of all the water lines you have running around your property and decide which ones might need to be winterized. Failure to do so will result in a nasty surprise when you open back up. 

CLOSE CERTAIN SITES

Does it really make sense to have your entire park open for the off-season? Or could you dramatically simplify operations by limiting occupancy only to certain zones of your park?

If you decide to close certain sites in the off-season, the chances are good you’ll increase your peace of mind without decreasing bookings. 

LONG-TERM RENTERS ONLY?

One way to create a peaceful off-season while (usually) still making money at your RV park is by offering sites to long-term renters only.

For example, colder weather RV parks often see very little in/out traffic in the winter but can do well by leasing sites for the 4-6 months of the off-season. If you find yourself running ragged in the off-season while still only treading water, this could be a good way to simplify. 

OFF-SEASON CLOSING?

Do you consistently have an off-season where you barely break even or—worse still—take a loss? If so, it might be worth considering closing your park entirely for the off-season.

If this decision makes sense for you, it can create a wonderful time of peace at your park while opening the door to tackling the biggest of projects. 

Projects, Projects, and More Projects

As more and more guests check in for your busy time, more and more tasks hit the to-do list. That’s why the off-season can be the perfect place to send these types of projects: 

BIG JOBS, LARGE REPAIRS

The off-season is the time to do any big infrastructure improvements you might need. Sometimes it even pays to be a bit strategic by putting off the projects you can safely delay in the on-season so you can do them in the off-season.

Doing big jobs in the off-season will give you increased bandwidth to get the work done. You also might benefit from reduced rates from contractors who are experiencing slowdowns themselves. 

PROACTIVE MAINTENANCE

Too many parks wait for something to break before fixing it. Take off-season time to repair or replace aged things (e.g. old power connections, old water heaters in the shower house, etc.) that might still be working but you know are on the last leg of their last leg.

While it might sting to replace something that’s still limping along—that pales in comparison to the stress of a major system failure during on-season. 

NEW AMENITIES 

Do you want to beef up your Wi-Fi? Add cutting-edge RV park technology to your property? Or maybe you’re ready to build out that Glampground you’ve been dreaming of?

The off-season is a time to think about and execute on new amenities you can offer your guests. Take stock of the things that folks have been asking for on a regular basis (that you don’t currently offer) and see how you might bring those things to your park. 

NEW TOOLS AND PROCESSES

Are you still taking reservations on that old paper pad that you’ve been using since the stone age? If so, take advantage of this off-season to bring a few of those processes into the modern age.

For example, you could sign up for an affordable campground booking solution that’ll allow you to take online reservations and market more effectively—all in a one-stop shop. 

The off-season is also a terrific time to reimagine your website, take better photos of your park, create easier ways for people to book, and to reinvigorate your social media presence.  

Off-Season Time Is Creative Time

Creativity and business dreaming can sometimes take a backseat during the on-season because you’re too busy super-serving your guests.

That’s why the off-season is a great time to reconnect with your creative juices. For example, you could plan a staff retreat to give everyone time to unwind and unpack the past season. 

Or you could take time to dream about ways you might want to grow or even simplify your business.

Or maybe there are certain things in your life that need to be re-prioritized and it’s time to make the business match that? 

The point is, take this time to dream, to rediscover, and to take stock of what you want to be better for your next on-season. 

Don’t Forget About YOU This Off-Season

You’ve worked hard during the year to earn some time to enjoy yourself during the slow period. Don’t be afraid to make the off-season about you and your loved ones.

shoulder season



Develop a new hobby, take a dream trip, or just endeavor to spend more time with the family. These things are good for you and will help your park because you’ll have more energy when you come back.  

By focusing on the tips, tactics, and tools above while also focusing on you and yours, you’ll set the stage for an epic off-season at your campground. And the thing about great off-seasons is they almost always lend themselves well to fun and productive on-seasons. Here’s to your best year yet!

 

6 Ways to Get More Reservations During Shoulder Seasons

Just because it’s not peak season at your campground doesn’t mean your reservations have to suffer.

Even for parks up north, late spring and early fall can still be great opportunities to grow your park’s business. With the right online tools and strategy, we’ve seen campgrounds double their business in shoulder seasons.

So, how do you increase business during the slower months?

To answer that, we pulled from our parks’ experiences and the experiences of others in the industry. Here are six ways to get more reservations during shoulder seasons.

1. Take online bookings

Guests are making reservation decisions based on what’s available online.

Ninety-seven percent of consumers use the internet to find local businesses, so campgrounds need a digital presence.

In addition to saving your campground from hundreds of hours of administrative work, reservation systems like Good Sam Campground Solutions bring our parks an additional 25 percent increase in reservation volume annually.

Taking online reservations is the easiest way to increase business in shoulder seasons.

shoulder season

2. Google AdWords

If you’re trying to get the word out about your campground, nothing beats Google.

Stretch your advertising dollar further and invest in pay-per-click advertising (PPC ads) through Google. The benefit here is that you’re only paying for ads that get clicked on. And you’re increasing the odds of being discovered by including related search terms.

Doing so will guarantee a higher ranking on related online searches and appear as a sponsored post, driving more traffic to your park’s website.

3. Unique experiences

A 2019 study discovered 63 percent of consumers, for the sake of finding “inspiration and meaning,” seek out novelty and experiences they can’t find anywhere else.

Creating unique experiences at your campground isn’t a gimmick. It’s practical. If you’re looking to add novelty to your guests’ experience, consider:

  • Investing in the right amenities.
  • Providing unique lodging and glamping opportunities.
  • Joining a local chamber of commerce to stay in the loop with local events you can support.
  • Creating memorable experiences through community activities (i.e., movie nights or sports tournaments).
  • Offering more than just camping (i.e., breweries or weddings).

4. Social media

Campgrounds can stay relevant with thoughtful and consistent social posts, even during shoulder season. And, similar to Google AdWords, boosting posts on Facebook and Instagram allow you to market your campground exactly where you want.

By spending just $15 to $20 on promoting social posts, our campgrounds have seen substantial increases in the number of potential guests reached, as well as engagement on their page.

Beyond marketing your park, a well-curated social feed can show your campground’s personality while keeping up with your audience. In addition to boosting posts, consider:

  • Contests and giveaways for guests to engage with your page or leave a review.
  • Polls and surveys to better understand your campers and how to engage with them.
  • Posting beautiful high-quality photos and videos of your campground to put your best foot forward in giving clear expectations.

For more tips, Inspired Camping has a list of ways to easily leverage social media to connect with guests.

5. Incentivize repeat business.

Retaining 2 percent of your regular campers is the equivalent of cutting your expenses by 10 percent. When guests enjoy their stay, the probability of them returning increases substantially.

Incentivize repeat business and make shoulder season more appealing by offering discounts for any of the following:

  • Booking their next stay before leaving.
  • Utilizing a loyalty program for campers to join like Good Sam.
  • Referring other campers to your park during shoulder seasons.
  • Posting an online review of your park.

6. Dynamic pricing

Good Sam Campground Solution’s dynamic pricing gives park owners more control and more business during peak and shoulder seasons.

Dynamic pricing allows campground owners to increase revenue on popular weekends or create booking minimums in peak seasons. In shoulder seasons, park operators automate attractive pricing and incentivize more reservations.

A system that can accommodate different pricing models will take a lot off your plate and lead to more reservations during slower months.

More Reservations in Shoulder Season

Shoulder seasons can still be profitable for park owners.

Even in the spring or fall, campgrounds can find a lot of success and bring in more business by:

  1. Taking online reservations to save time and reach a wider audience.
  2. Spending money on Google AdWords to market your park through relevant searches.
  3. Creating unique experiences and facilitating community programs.
  4. Utilizing and boosting social media for more engagement.
  5. Incentivizing repeat business with discounts and loyalty programs.
  6. Automating dynamic pricing to offer more competitive rates in slower months.

Ready to increase reservations during shoulder seasons?

Good Sam brings RV parks a 25 percent increase in reservation volume (even outside of peak season). Request a demo today!