Board Proposal Template
A one-page briefing you can print and take to your board. It is filled in with our sample camp and our own cost estimates — swap in your camp's real figures before you use it.
Camp Hope 2027: Platform Modernization & Cost Reduction
An example evaluation of moving a camp off fragmented legacy tools (UltraCamp, spreadsheets, paper health forms) onto CamperRoster. Camp Hope is our sample camp; the figures below are our estimates, not a customer's results.
1The Challenge: Fragmented Software & Hidden Staff Burden
Paying $350–$650/month in software retainers during off-season months (Nov–March) when zero campers are registering.
Directors manually calling 90+ pastoral and mentor references for volunteer staff during busy spring months.
Parents arriving with incomplete paper immunization forms, causing 30-minute drop-off vehicle queues in the summer heat.
2Annual Financial Impact (Based on 350 Campers & 30 Staff)
| Budget Category | Legacy Setup (UltraCamp + Add-ons) | CamperRoster Pro OS | Camp Hope Savings |
|---|---|---|---|
| Off-Season Monthly Retainers | $4,200 ($475/mo × 9 mos) | $0.00 (Guaranteed) | Save $4,200 |
| Camper Registration Fees | $1,050 ($3.00/camper) | $2,100 ($6.00/camper) | All-Inclusive |
| Staff Volunteer Reference Calling | 40 hrs staff labor (~$1,000) | 40 hrs staff labor (~$1,000), records kept with applicant | $0 (calls still made by staff) |
| Medical eMAR & Health Records | $1,200/yr (CampDoc add-on) | Included Native | Save $1,200 |
| Daily Bunk Notes Printing | $800/yr (Bunk1 add-on) | Included Native | Save $800 |
| TOTAL ESTIMATED ANNUAL COST | $8,250 / year | $3,100 / year | SAVE $5,150 / YR (62%) |
3Operational & Safety Improvements for Camp Hope 2027
Gate staff search each camper by name on a phone or tablet, see their assigned cabin and counselor, and confirm arrival with one tap.
Each volunteer application records one reference's name, phone, and email. The director reviews it by hand in the director dashboard and makes the call.
Camp nurses log prescription dosages (Breakfast, Lunch, Dinner, Bedtime) with timestamped records, visible only to health staff.
In development: no more forgotten parent passwords — a one-tap link to finish missing immunization cards and photo uploads.
On these example figures, a camp this size would save roughly $5,150 a year, while giving families a registration flow that works on a phone. Run the numbers for your own camp on the pricing page before you present this.