Summer Camp Deposits and Payment Plans, Without Chasing Parents
How big a camp deposit should be, how to schedule the rest, what to do when a payment fails, and how to run a payment plan that collects itself.
By Eric Taylor · October 12, 2026 · 7 min read
A week of camp at $400 is a manageable decision for a family with one camper. For a family with three, it is $1,200 in a single payment in February, and that is when the tab gets closed and "we'll decide later" begins. Later is usually May, when your cabins are half full and your budget is a guess.
A deposit with a payment plan fixes both sides. Families commit early with a smaller payment, and you know your numbers months sooner. The catch is that a plan run by hand turns the camp office into a collections desk. Here is how to set one up so it runs itself.
How big should the deposit be?
Big enough that a family is committed, small enough that it is an easy yes. Most camps land somewhere between 10% and 25% of the price, or a flat amount per camper such as $50 or $100.
- A flat amount per camper is the easiest to explain: "$100 holds your spot."
- A percentage scales on its own when you have several prices, sessions or add-ons.
- Decide whether it is refundable before you open registration, and say so in one plain sentence next to the price. A non-refundable deposit is common. A surprise non-refundable deposit is a complaint.
Three ways to schedule the rest
| Schedule | How it works | Good for |
|---|---|---|
| One balance payment | Deposit now, everything else due on one date, such as 30 days before camp | Lower prices, or families who just need a little time |
| Equal installments | Deposit now, then the rest split into equal monthly payments | Higher prices and families with several campers |
| Set dates | Deposit now, then payments on dates you choose, such as March 1, April 1 and May 1 | Camps that want everyone on the same calendar |
Here is a $400 camper who registers on February 10 with a 25% deposit and three monthly installments:
| Date | Payment | Paid so far |
|---|---|---|
| February 10 (registration) | $100 | $100 |
| March 10 | $100 | $200 |
| April 10 | $100 | $300 |
| May 10 | $100 | $400 |
Set a last-payment deadline
Everything should be paid before camp starts, with room to spare. Two to four weeks before the first day is typical. That gives you time to follow up on a failed payment and, if you have to, offer the spot to someone on the waitlist.
A deadline also answers the question of late registrations. Someone who signs up after the deadline simply pays in full. Someone who signs up between two payment dates gets a shorter plan.
Let the payments collect themselves
The difference between a plan you are glad you offered and one you regret is whether anyone has to remember anything.
- Automatic payments. The parent saves a card when they pay the deposit and later payments charge on their dates. Tell parents plainly that this is what will happen, and send a heads-up a few days before each charge.
- A plan for a failed card. Cards expire and get replaced. Decide in advance: retry in a few days, then email the parent a link to pay and update their card, and let you know.
- A plan for a missed payment. Either flag it and follow up personally, or cancel the registration after a set number of days and free the spot. Pick one and put it in your terms.
- One place to see it all. For every family: what is paid, what is owed, what is next, and what is late. If that view does not exist, it becomes a spreadsheet.
Refunds and cancellations on a plan
Write your policy for a family that cancels halfway through a plan. The usual shape is: the deposit is kept, payments beyond the deposit are refunded up to a certain date, and nothing is refunded after that. Whatever you choose, show it at checkout next to the plan, not in a PDF nobody opens.
How to set this up in Regify
- Turn it on. In your event's settings, open Payments and turn on payment plans. Pay in full stays available and is selected by default unless you change it.
- Set the first payment. A percentage of the order, a fixed amount per order, or a fixed amount per camper.
- Choose what comes next. One balance payment (a number of days before camp, or a date), equal installments (weekly, every two weeks or monthly), or your own dates.
- Set the deadline. "Everything paid by" a number of days before camp. Installments that would fall after it are dropped and the rest is split evenly. Anyone who registers after it pays in full.
- Choose autopay. Let the parent choose (with the box ticked), require it, or turn it off and send pay links. With autopay the card is saved to your own Stripe account.
- Decide what happens when a payment is late. Flag it only, or cancel the registration after the number of days you set.
- Add your terms. A short text shown to parents when they pick the plan.
At checkout, parents see both options with the exact schedule, for example "$100 today, then $100 on March 10, April 10 and May 10." After that, Regify sends a heads-up before each automatic charge and a receipt after it. A failed charge is retried once, then the parent is emailed a link to pay and update their card, and you are told.
On any order you can charge a payment now, send the pay link, record a cash or check payment, change or skip a payment, pause autopay, or end the plan and ask for the rest. Your reports show what has been collected and what is still owed.
Cost
Payment plans are a premium feature. An event that uses them is 1% + $1.50 per registrant instead of 1% + $0.50, plus Stripe's card processing. There is no monthly fee.
See the rest of the camp setup on our camp registration page, or describe your camp and have the event drafted for you.
Common questions
- How much should a summer camp deposit be?
- Most camps ask for 10% to 25% of the price, or a flat amount per camper such as $50 or $100. It should be enough that a family is committed and small enough to be an easy decision.
- When should the final camp payment be due?
- Two to four weeks before the first day of camp is typical. That leaves time to follow up on a failed payment and to offer the spot to a family on the waitlist if needed.
- What happens when a payment plan charge fails?
- Set this in advance. A common approach is to retry the card after a few days, then email the parent a link to pay and update their card, and notify the camp office. Decide separately whether a long-overdue payment is only flagged or cancels the registration.
Try Regify on your next event
Free for free events. Paid events are 1% + $0.50 per registrant plus card processing, with no monthly fee.
Eric Taylor · Founder, Regify
Eric Taylor is the founder of Regify. He has spent years running camps, conferences and seminars, and has moved his own events from one registration system to another more than once. He started Regify to build the tool he kept looking for: easy to use, and engineered to stay reliable when everyone registers at once.