Camp Includes Me, a welcoming space for allies and individuals eager to support and learn about providing diverse experiences, belonging, inclusion, access, and more, hosted an educational session with Chris Rehs-Dupin, cofounder and co-executive director at TQAMP about strengthening parent/caregiver communication for this summer.

As we look ahead to summer 2025, one of the most critical areas of preparation for camp professionals is effective communication with parents and caregivers. Whether it’s answering questions, addressing concerns, or sharing joyful moments from camp, how we communicate can shape trust, satisfaction, and the overall camp experience for families. Below are five key strategies to strengthen your parent communication game this season.

1. Create a Comprehensive Communication Plan

Start the summer with a clear, multi-channel communication strategy. Consider how and when you'll use:

• Social media for real-time updates and community building.
• Emails for scheduled newsletters or policy updates.
• Voicemail scripts to ensure consistent messaging when staff are unavailable.
• SMS or camp apps for urgent notices or personalized updates.

Outline who is responsible for each communication type and prepare templates or talking points in advance. Consistency and clarity reduce confusion and build trust.

2. Regulate Yourself When Conversations Get Tough

Difficult conversations are part of the job — but your response can determine whether a situation escalates or de-escalates. Try these steps:

• Don’t take it personally. Most frustrations stem from worry or misunderstanding.
• Give yourself space. Step away if needed to process your emotions.
• Regroup and re-engage. A moment of pause can bring perspective and poise.

Remaining calm and collected models the behavior you want to see from others.

3. Use Pivot Statements to Buy Time and Set Tone

When caught off guard or emotionally activated, have a few neutral, caring pivot statements ready.

For example: “This seems like a really important issue to you. I want to give it the attention it needs. Let me take a moment to focus, and I’ll call you right back.”

These statements show empathy while giving you space to respond intentionally rather than reactively.

4. De-escalate the Parent or Caregiver

When emotions run high, your tone and approach can dramatically affect the outcome:

• Lower your voice. A calm tone invites calm in return.
• Validate their emotions. “I hear how upsetting this is for you” can go a long way.
• Practice active listening. Reflect back what they say to clarify their true goals.

Often, being heard is the most powerful resolution.

5. Take Care of Your People

Your staff are on the front lines — set them up for success:

• Insulate them from unnecessary conflict when appropriate.
• Empower them with tools, training, and boundaries — only when they’re ready and willing.
• Support healing and resilience by acknowledging the toll of tough conversations and offering emotional check-ins or decompression spaces.

Strong internal communication and support leads to better external communication with families.

When camp communication is intentional, compassionate, and prepared, it becomes a foundation for partnership, not just information-sharing. Let this summer be the season where your team connects, calms, and communicates with purpose.

TQAMP’s mission is to support camps and youth-focused organizations to because spaces of belonging for people of all genders and sexualities. Sign the pledge and support their anti-bullying campaign at tqamp.org/anti-bullying.

Photo courtesy of Camp Ton-a-Wandah in Hendersonville, North Carolina.