Read eSoft Planner’s articles, blog and news about how baseball facility software can benefit managing your baseball facility. From scheduling to management of your facility, it provides multiple ways to save time and money.
A big question that everyone wants to know is how do people easily manage larger sports facilities, like a baseball facility with multiple services? In this post, we’ll walk you through how one of our customers, MVP, did it at their facility with the help of eSoft Planner’s batting cage scheduling software.
MVP Case Study
MVP started their business several years ago with nine batting cages. They focused mainly on scheduling batting cages. Customers could book their cages or a group of their cages (for example, book cages 1 through 3). Since they used sublocations at their facility, facility management was incredibly important to them. They started using eSoft Planner’s software to more easily manage their facility.
With eSoft Planner’s help, MVP started branching out into more services for their customers. Their first step was adding instructors. With their new instructors, they could dedicate certain cages specifically for lessons. Adding lessons to their list of services helped grow their business. Their next steps involved adding camps, packages, and memberships to build their offerings even more. Finally, they added point of sale to sell apparel, drinks, and snacks to their clients.
Since cash flow problems are the biggest reason why sports facilities fail, diversifying your services like MVP did by adding multiple different offerings can be essential. New programming like camps and lessons can also generate more revenue. The business can receive payment for each person involved in the camp/lesson, versus a flat rate for a rental. Also, MVP could easily manage all of these services with eSoft Planner’s system; they didn’t need to spend a lot of time managing these services.
Conclusion
MVP grew with the help of our software. Each new service they added was easily managed by our software, allowing them to grow their business while saving them both time and money. To learn more about how eSoft Planner’s batting cage scheduling software, request a demo with one of our experts.
When it comes to sports scheduling, there are many problems and few solutions. If you’re in charge of scheduling everything from tournaments to practices and games, then you know about the headaches that come with managing all those moving parts. You also probably know that finding a sports scheduling app that offers affordable pricing, ease of use and powerful features is next to impossible.
Enter eSoft Planner: your low price solution for your sports scheduling needs! eSoft offers adaptable pricing based on how much power you need. So, if you have just one league or sport, we can help with some of the lowest rates and best user experiences in the sports scheduling industry. Even better, we don’t force anyone into signing unreasonably long contracts. We know the eSoft difference is something truly special! In addition, you don’t need to worry about customer service either – since we are consistently ranked #1 in this area among all sports software providers in the country. We’ve been helping organizations across America schedule their programs since 2007. There’s no problem we won’t be willing to assist you with.
eSoft Planner offers affordability and adaptability. With a la carte pricing, you aren’t forced into high rates; pay for what you need and want.
You can choose the features that work best for you and get the most bang for your buck. With multiple modules to choose from, you can tailor the software to your business no matter the sport, hobby, or layout of your space.
The software is easy to use and can be customized to fit the needs of any facility or sport. It’s designed around your business, not the other way around. Then, you don’t have to pay for features you won’t use or train staff on features they won’t need.
eSoft Planner is a favorite sports scheduling app among trainers, coaches, organizations, and academies across the country.
eSoft Planner is a favorite sports scheduling app among trainers, coaches, organizations, and academies across the country. After 15 years of leading the industry, eSoft boasts a growing list of satisfied clients. As the ultimate sport scheduler software, it helps optimize, streamline, and grow sports / training businesses across the country. There are eSoft Sports Software clients in every state in the country (and many more countries around the globe), and the number is growing every day!
The eSoft Sports Software is a powerful and easy-to-use tool that allows you to manage your entire sports business. It’s the only software in the market that offers both unlimited, consultative customer service from dedicated U.S.-based experts, as well as no pricing increase for growth or expansion. We’re here for you every step of the way.
There are a number of benefits to using eSoft as your sports scheduling app. One of the most important is that it helps you save time, money, and resources. It streamlines your business processes and reduces admin time and report creation. Also, the eSoft Sports Software allows you to create custom reports that can be exported in any format (PDF, Excel, Word, etc.) for easy sharing with your clients or other stakeholders. It’s just another key example of the power and convenience of eSoft Planner.
The system is flexible, powerful and so affordable you don’t have to think twice before buying – Whether it’s swimming pools, courts, fields, or something totally unique.
eSoft Planner is flexible, powerful and so affordable you don’t have to think twice before buying – Whether it’s swimming pools, courts, fields, or something totally unique.
Whatever your needs are, eSoft Planner can help. It schedules leagues, tournaments, and practices. Further, it can track inventory, sales, revenue, etc…
Whether you are looking for a way to track your players and their progress or just need a simple way to schedule games and practices, eSoft Planner has the tools you need.
Clients love the service they receive from their account managers and other support staff at eSoft. eSoft Planner is consistently ranked #1 in customer service.
eSoft Planner has been trusted by thousands of sports organizations. Clients love the service they receive from their account managers and other support staff. In fact, eSoft Planner is consistently ranked #1 in customer service across the entire industry.
The executive team and employees at eSoft have a personal interest in the success of their clients. It makes relationships stronger and more meaningful than any other business in the sports planning space. Further, eSoft’s staff is comprised of former trainers, athletes, and facility owners, giving us unique insights into the industry and what it takes to help our clients succeed.
If you’re a coach or owner of a sports organization, you’ll find that eSoft Planner is the perfect solution for your needs. We offer flexible options to fit any size of business and budget. Also, our software is extremely easy-to-use, yet powerful enough to meet the demands of any coach or business owner. eSoft Planner is the industry standard for sports organizations and has been trusted by thousands of clients over the last decade. Clients love the service they receive from their account managers and other support staff, which is why eSoft is consistently ranked #1 in customer service across the entire industry. The executive team and employees at eSoft have a personal interest in the success of their clients. Therefore, relationships are stronger and more meaningful than any other business in the sports planning space.
The Problem With Sports Scheduling and Our Solution.
Sports scheduling and management require a lot of time and attention to detail. The problem with sports scheduling is that it can be hard to find an affordable solution that works for everyone. Our solution solves this problem by providing an affordable, flexible, and powerful software program. It has been trusted by thousands of sports organizations nationwide. Also, it aligns with the varied, diverse landscape of needs that confronts so many coaches, owners, and trainers.
With eSoft Planner, you can easily manage clients, classes, courts, guest passes, inventory, merch, and customers without spending hours on the phone or at a computer. Then, you’ll have more time for coaching, hiring, marketing, and growing your business!
You can even utilize the software’s marketing capabilities to send email updates, point to blogs and social media, and promote client achievements.
Affordable, Flexible, and Powerful
Sports scheduling has never been easier. eSoft Planner offers a low-price, high-power system that is customizable, user-friendly, and easy to use. It works with any sport or activity and can be used by organizations of any size. Due to that, sizes range from a single team up to the biggest leagues in professional sports. If you need an affordable solution for your sports scheduling needs, then look no further than eSoft Planner!
eSoft Planner is the simplest, easiest way for sports teams and organizations to schedule their games. It’s loaded with powerful features that let you easily manage your team schedules, player availability, game results, and more. To learn more, check out some of the capabilities below:
Another key aspect to consider is that as your program grows, your subscription rates will stay the same. Perhaps even better, our software is so robust, that we can actually personally tailor it to your exact needs. One sport, multiple sports, inventory management, marketing capabilities, and more! The sky is the limit, as we’ll never engage in practices that hinder your bottom line and/or your ability to grow.
Conclusion
Countless reviewers, clients, and coaches have found that eSoft Planner is the best option for sports scheduling. Given the unique variety of needs in the sports and training industry, we find that clients’ reasons for choosing the software are as robust and wide-reaching as the software itself. Whether it’s the ease of adding new trainers or clients, the powerful field/court reservation mapping options, seamless barcode-integrated guest passes, or one of the many other proprietary capabilities that have made eSoft the authority in the industry, there is almost a certainty that eSoft Planner will help you take your team, league, group, or academy to the next level. For more information, feel free to request a demo or give us a call and speak with a dedicated expert today.
As the sports scheduling market grows, you’ll want to lean into software that is built with you in mind, operated by companies that prioritize you. From time and time again, eSoft earns clients from under-committed competitors for this very reason. Finally, now is the time to experience the most robust, client-focused, sports scheduling and planning software in the country.
Happy busy season! While your facilities are full and business is booming, it’s important that you think of the future. Right now you need to be preparing revenue-building promotions that can take your facility to the next level, even in the slow season. A rule of thumb to follow all year round – always plan quarterly. Planning and promoting three months in advance is a perfect way to stay one step ahead and beat out competitors to get your clients’ attention.
Plan In Advance
What is important to keep in mind with any promotion you run, whether it is for memberships, combines, or camps – always maintain a sense of urgency. How many times have you seen “Only six spots left!” on promotional materials? There’s a reason you see everywhere. It works! Make your offer desirable to your current or potential clients, but don’t let them think it will always be there.
The spring and summer are go-time for baseball and softball, so most of those clients will see you again in the fall. However, you don’t want to miss all of the other athletes out there that want to utilize their off-seasons to improve. If your facility offers sports performance, now is time to expand to other audiences, two of the biggest being football and soccer athletes.
Maintain Urgency
In my past experience owning DNA Sports Center, there were a few strong promotions we ran for the spring and summer that kept our facility busy, even on the most beautiful days. We ALWAYS ran a spring combine program in May to help athletes assess and improve their skills before entering tryouts, showcases, and important recruitment seasons. You hear May and think “oh I have plenty of time” but I am here to tell you differently. Begin promoting now! Run early-bird specials and get those athletes committed before another program can pull them in. Keep that urgency and remind your audience of the limited availability in the combine so they sign up early and confirm they have a spot.
Do the same with your spring and summer camps. Secure your instructor, figure out the schedule, and promote! Another benefit of planning early – if one camp fills up and you have more interest than you thought, plan another camp! You now have the time to adjust your plans to maximize your profits.
Camps and combines are fantastic opportunities to increase revenue in the slow season and bring in new clients, but you will want to make sure you keep a recurring income. Membership drives are a tactic I utilized every year to make sure DNA Sports Center had a consistent cash flow and a full facility during the spring and summer seasons. Offer discounted memberships or camp/combine membership priority to incentivize new clients to sign up. You need to create a sense of urgency here too. Make the offer run for a limited time, or restrict the deal to 10 memberships and continue to include that in your promotion.
Key Takeaways
The three keys you should take away from this are:
Begin planning AND promoting three months in advance
Maintain a sense of urgency in ALL promotions
Keep a source of recurring income during the office season.
Want to know how to properly promote the ideas I have given you above? I have you covered! Check out my blog post on how to build a marketing strategy for your sports facility here. Have more questions? Reach out to us via email at contact@esoftplanner.com or book a consultation with me. Also, request a demo of our sports facility scheduling and management software.
What Equipment do I Need for my Sports Facility Start-Up?
How do you figure out what sports equipment you need for your new sports facility? And how should you pay for it? Here are some tips for selecting the best equipment for your start-up business.
Make a List of Equipment You’ll Need
Look at the activities you described in the “products and services” section of your mission section. What’s the minimum amount of equipment you need to offer those products and services? Make a list — and keep it simple. Upgrades and new features can always be added later. Stick to the essentials and save your cash for operating expenses and emergencies.
You’ll probably need some combination of this material and gear if you’re opening a baseball and athletic training facility:
Turf
Netting
Pitching machines
Baseballs
Staff computers and other technology
Desks and furniture
Weight room, weights, fitness equipment
Signage
Review your list. Each piece of major equipment should have a clear spot in your business plan and its own mini-business plan. Rethink whether you should invest in a piece of equipment if it can’t easily cover its own costs.
Find the Best Ways to Buy
You have your list of essential equipment. The next step is to find the best and most affordable way to get each piece. Here are some guidelines:
Are you good with home projects and construction? Consider buying new if you’re not a “do-it-yourselfer.” This is not the time to try to become a handyperson. The professional installation costs and warranties included in the price of new equipment can be well worth it. Don’t take risks with the important stuff.
Buying used is the best way to go if you are a “do-it-yourselfer.” eSoft Planner’s team of experts can advise you on great deals for used pitching machines and fitness equipment.
Can’t afford new? Consider financing. Remember, cash is king. Look for a financing deal if you can’t afford the full cost of new equipment. Rates will depend on the current market, your credit score, and the type of equipment you want to finance. For example, it’s easier to get a good rate on equipment that a bank could sell if you defaulted — such as a pitching machine.
Be careful and get referrals. Many sports facility owners delay their openings because of problems with their suppliers. Don’t base your choice on price alone. Get referrals from people you trust!
Save as Much as You Can
Here are some ways to save on equipment when starting out:
This is a gold mine for deals on used weights and strength training equipment.
Turf fragments. You may be able to use leftover fragments instead of paying full price if your turf area is small enough.
Comparing offers. Quote as many manufacturers as you can for the big items. Don’t forget to consider the cost of shipping, installation, and maintenance when you get the quotes!
Negotiation and patience. Find a space that was previously a sports center but has closed down. The owners are likely anxious to get rid of the responsibility of the building and get back some of their investment. Be willing to negotiate. You can offer to get their lease — and all their equipment for pennies on the dollar. They’ll likely agree rather than pay another month’s rent and utilities. Patience pays off!
For More Information
Contact us if you need advice or have any questions on buying sports facility equipment. We pride ourselves on the personal feel of our customer service and consultation.
Most of our staff has experience picking the best equipment for sports facilities while working as athletic coaches or staff instructors. Request a free demo to learn how eSoft Planner helps clients succeed by sharing our knowledge, experience, and industry best practices
Throwing a Reopening Event for your Sports Facility
Many high schools and leagues may have cancelled or delayed their seasons, but the game must go on for sports facilities. Perhaps you’ve already started offering services to clients. But what steps have you taken to raise awareness — either of your opening event or your grand reopening event?
The best way to get the word out is to throw a party! A grand reopening event is great publicity for your business — and can be a lot of fun for you and your community.
5 Tips for a Memorable Event
Here are some tips for organizing a safe and successful opening ceremony, even during the COVID-19 pandemic.
Choose a date and decide who to invite
Choose a date that doesn’t conflict with local events or holidays. You should also plan who to invite and what day works for them. Then you need to verify how many can your building accommodate and, more importantly, how many people are allowed to congregate inside based on your area’s current guidelines.
Some states allow 50 people together at a time. Other states prohibit gatherings of more than 10 people. Bear that in mind as you prioritize your guest list! Consider these different types of guests when making your invites:
Long-time and potential customers
Online influencers
Vendors
Local media
City government officials
Business partners
Celebrity guests (within reason and budget)
You’ll want to follow-up with your guests. Grab names, emails, and phone numbers. This information can be easily captured ahead of time with RSVPs and online sign-up forms.
Find a theme and decide on a budget
What type of event is best for your business and target audience? You have many options, including a:
Ribbon cutting
Reception
Open house
You can also decide on a theme. The obvious answer is sports-related!
Put together a financial plan once you’ve nailed down those key details. Use your sports facility, if possible, since part of the event should be showing it off to clientele.
How much money will need to be spent on entertainment, refreshments, and prizes? You’ll also need to budget for marketing and promotion.
What’s the right entertainment, food, and beverages for your event?
You must keep your guests entertained. What better way than with music? Look into local DJs or bands. Consider your facility’s acoustics.
Food and beverages can complement the chosen theme. A tropical party in the summer demands beach-inspired drinks, while pumpkin spice drinks are a hit in the fall.
You may need to hire staff to serve the food and beverages. You also need to plan to have all the necessary permits. Will there be alcohol? You’ll need a noise permit for after 10 p.m. if the party is held outside. Fireworks, health permits for food and building permits for tents — there’s a lot to anticipate!
Don’t overlook the behind-the scenes elements
Make sure to have enough trash cans and restrooms, including portable restrooms. Will you be doing the clean-up afterwards? Does that come as part of the package with the serving staff?
Get the word out
The easiest way to spread the word is by updating your website and social media! Offer special deals limited-time coupons, raffles, and giveaways to accompany the event.
There’s also the old-fashioned approach. Decorate your building with signs and balloons. Send out announcements in the mail or use local advertising — online, print or radio.
Plan for COVID-19
How can you exercise caution while throwing a socially distanced party? The first thing you can is appoint a workplace coordinator — for the event and your everyday business activities.
OSHA advises, “Implementing multiple layers of controls (e.g. mask wearing, distancing, and increased ventilation)…help protect unvaccinated and other at-risk workers.”
Advice from OSHA and the CDC, emergency protocols, and communication tools can be utilized during the event. These protocols include:
Wearing facemasks
Taking temperatures of employees and guests at the door
Maintaining social distancing of 6 feet
Placing proper signages and designate areas for guests
Promoting handwashing, proper cough, and sneezing practices
When planning your party in the time of COVID-19, don’t rule out a hybrid indoor/outdoor party, with major activities in the parking lot and small tours of the facility at timed intervals.
And if your local and state restrictions don’t make any kind of in-person party practical, consider a Virtual Open House. You can host an invite/VIP Zoom call where you can update your customers on what you’re currently offering, make some time for catching up among your members, and remind your customers of the value you deliver.
For More Information
Use eSoft Planner to plan a smart and healthy event. The comprehensive sports facility management solution can help base your event on what’s best for your business and customers.
The software’s communications tools can help you email and text customers, post messages on social media, provide customers with self-service registration, and book the event with real-time, online scheduling. Our expert team also offers consultative customer support and industry best practices to help build your business.
Request a free demo to learn more about eSoft Planner’s flexible and affordable solution to optimize your reopening event!
Integrating Tech and Data for Sports Performance Facilities
Owning an indoor sports facility can be a great option if you’re looking for more control over when you can offer your services. Sports performance athletic training and practice can continue in a safe and comfortable space, at a time that is convenient for your clients. They are not restricted by the whims of mother nature.
But many of your clients are looking for more than just a place to practice. We all know the percentages. For example the NCAA says just 7.5% of high school baseball players will play in college – and athletes are looking for an edge. It is important to offer results-oriented strength and performance training to your athletes. And this starts with integrating technology and data into your sports facility.
Ironworks Performance
One strength and performance facility that uses technology to take their athletes to the next level is Denver’s Ironworks Performance. They were founded in March of this year by Christian Backes, Director of Athletic Development. He has worked hundreds of players – including professional and Division I, II and III college athletes.
Christian had been using eSoft Planner to help manage his business as he supported athletes in their efforts to reach their goals even before he started Ironworks. Once his facility opened, Christian knew that in order to offer the individualized support an effective training program requires, he would need the same kind of powerful scheduling solution.
“We have a variety of programs, including private, semi-private and team training — not to mention our online services,” Christian said. “The software helps us to avoid over-booking. With only two full-time coaches and one part-time, it was important that we have a way to optimize our time.”
Here are a few more ways that Christian said he integrates eSoft Planner into his data-driven and results-based business model.
Assess Initial Ability
When athletes first sign up, the Ironworks Performance team does a complete assessment of an athlete’s skill level. This includes determining past issues and experiences with movement, agility, and nutrition. Performance metrics are measured and documented to set a baseline. The real importance of this initial meeting is to find the athlete’s goal. Whether this is to increase speed, mobility, strength, or injury prevention.
For the first few weeks after they opened, Ironworks used pen and paper to keep track of sign-ups. But after many of their teenagers began losing their waiver forms, they quickly understood their need for scheduling management software. Using the member profile to collect data and paperwork is critical.
“eSoft gave our athletes the ability to simply click to agree to a waiver,” Christian said. “We still provide them with a hard copy of the waiver forms, but the software just makes the process easier for everyone involved.”
Build a Schedule to Meet the Client Needs
Based on an athlete’s specific goals, Christian and his team develop class schedule that is personalized specifically for the athlete.
“We use eSoft to send reminders to our athletes, to track attendance for individual and team classes. It all helps us to help keep the athletes accountable for their own development,” Christian said.
Ironworks also looks forward to utilizing eSoft Planner’s member portal. Which gives athletes and their parents the same insights into class attendance and scheduling as their coaches have.
Keep in Touch
Prior to starting his own strength training program, Christian used the TrainHeroic app to remain in contact with his athletes even when they were away visiting colleges, at another gym or playing in state tournaments. It’s no surprise that online training has become a large part of Ironwork’s business — especially in an age of COVID.
“We do a lot of private training, and eSoft allows us to set up individual plans for online-only training where a client only pays so much for a certain amount of hours a month,” Christian said.
By using eSoft Planner to manage their coaching resources even with their online communications, Ironworks can maintain a balanced approach that helps athletes avoid regression in strength and performance.
eSoft Planner for sports performance gives facilities the ability to manage teams, track class participation, send reminders to athletes and even communicate facility closures. If you’re tired of cumbersome scheduling software — or worse, pen and paper. Let eSoft streamline your operations by providing the same team schedule visibility for all your clients.
If you want to discuss how eSoft Planner can help you integrate data-driven technology for your athletes into your facility, contact us for a demo today!
Most people working in a sports facility don’t see themselves as salespeople. After all, many of them got into sports facility ownership because they were passionate about sports and seeing others achieve their athletic goals. Not to promote classes, memberships and lessons.
There are a few reasons that the word “sales” elicits this type of response. First, your staff probably have had some negative experiences with salespeople. We’re all familiar with the stereotype of the manipulative, pushy, slimy sales rep. So the word doesn’t exactly have a stellar reputation for people with no business background.
However, even if your staff has no problem with the idea of sales, they still might see it as a mysterious or innate skill that they just don’t have.
The True Meaning of Sports Facility Sales
Everyone at eSoft Planner enjoys helping athletes reach their peak potential. They are passionate about the games we play – baseball, football, softball, soccer, volleyball, basketball, and other activities. But if they were asked to describe their strengths, the word “selling” would not be included in their response.
Now, here’s the funny thing about this situation. If you’re like us, you know very well that your staff can sell. Mainly, they have the most important characteristics of any sales rep:
they understand our clients’ needs
they’re passionate and knowledgeable about what they’re selling (athletic training)
they’re articulate about the benefits that our services provide
To remove the sense of intimidation that inevitably pops up whenever we speak of the concept of selling classes, memberships and lessons, we encourage our sports facility clients to use more easily digestible terms like branding and promotion.
If your staff is really invested in your programs and believes that they can help people live healthier lives, these efforts will be a lot more appealing to them.
Listen: Changing a few words around isn’t going to trick your staff into suddenly rushing out the door to hand out fliers on the street. Everyone wishes they could just skip the selling part of their work. Sales is difficult. It involves getting out of your comfort zone, making yourself vulnerable and risking rejection.
Yes, it would be nice if all your clients found you via word-of-mouth. However, that will never be the most consistent part of your business. If you want your business to be more than just a side income, you have to be proactive about getting new paying clients.
Conclusion
If you’re new to the idea of thinking of yourself as a salesperson, or if you just need help getting your facility staff and volunteers to understand how they can become better at branding and promotion, we would love to talk to you. Our staff at eSoft Planner come from a wide variety of backgrounds in multiple sports industries.
Click here and fill out the form to schedule a time to talk with us.
How to Make Your Sports Facility Instructors Want to Stay
Your instructors are the core and the face of your sports facility. That’s why it’s essential to have a professional and enthusiastic team running your programs.
However, it isn’t easy to keep good, committed instructors on staff. Usually, these instructors work part-time or irregular hours, making it harder to establish loyalty than with full-time or regular employees. Instructors also typically don’t understand why they can’t collect most of the fees charged for their lessons. But you do — because you know the costs associated with making the facility available for their lessons.
As a result, many instructors float from facility to facility, leaving as soon as they find a better paying gig. This can leave you spending a lot of time scrambling to find a new person to fill the position.
Building a Team Mentality with Your Sports Facility Instructors
To avoid wasting that time — and to ensure that the quality of your services doesn’t falter as a result of staff turnover — you need to emphasize the mission of your facility to your staff. Make it clear that they are all working together toward a common goal, one that is greater than their own personal interests. Their instructor experience makes them familiar with the feeling of camaraderie. It’s important to evoke that same feeling at your facility.
For example, DNA Sports Center in Milford, Ohio, adopted the mission of the Parisi Speed School: “to deliver a positive training experience that improves speed of movement and strength in character regardless of ability or economic status.” The facility strives to improve kids’ self-confidence and helps them prevent sports-related injuries. They work to keep this top-of-mind with their staff members through regular reinforcement.
Of course, there are a multitude of factors that go into creating a positive work environment. A few of them are fair pay, a clean and safe facility, and incentives for jobs well done — such as clear paths for instructors to get promoted. While there are no exact, step-by-step instructions to creating a great feeling of camaraderie, it does start with the tone and the attitude you display yourself, as the owner or manager.
Communicate Your Mission with Your Sports Instructors
eSoft Planner makes it easy to communicate your sports facility’s mission with your coaches and instructors. The team tools feature allows you to manage communications directly from the online portal, making your coaches and instructors feel like they are a part of something bigger than themselves.
If you would like to discuss how eSoft Planner can help communicate a unified mission to all your facility personnel. We would love to talk with you. Click here and fill out the form to request a free demo.
The Top 3 Energy Killers of Your Sports Facility First Impression
Step inside any sports facility and you can immediately feel the energy — or the lack of it. It is all about you sports facility first impression.
Sports and fitness businesses depend on projecting intensity, passion and top-tier competition. And while you may not need to be as high-octane as a Nike commercial, your facility needs to at least be inviting to potential customers.
After years of working with thousands of sports facilities, we have noticed that certain unfavorable factors tend to creep into a business’ operations. These energy-killers can be tough for most owners and managers to notice.
Here are three examples and how they can be prevented.
Energy Killer #1: Emptiness
What it is: You walk into a sports facility and it is eerily quiet except for the buzz of the lights and the sound of one or two athletes.
Why it hurts your business: Most of our facilities are not like this all the time. But think of the impression it makes on any potential clients. Your customers should feel the action as soon as they come through the door.
How to fix it: If you notice your facility is mostly empty during certain days and times of the week (and you should if you’re encouraging advanced scheduling), consider changing your schedule. It costs money to keep your doors open — some of the most common expenses are heating, cooling and staffing. But the cost of projecting a slow, gloomy vibe could cost even more in the form of missed opportunities.
If you are open during non-peak periods, make sure staff is ready to enthusiastically greet customers. You can also provide a livelier experience with energetic music and good lighting.
Energy Killer #2: A Locker-Room Attitude
What it is: Gym bags. Headphones. Dirty socks. You can tell that staff and athletes feel right at home at your sports facility because they leave their personal belongings lying around. The bathrooms may be neglected, the equipment may not be put away, and staff and clients may use casual or “adult” language.
Why it hurts your business: This attitude can turn off potential clients. Namely, anyone who would not feel comfortable at a frat party. That includes most parents, especially those of younger athletes. Parents need to feel extremely comfortable dropping off their kids at your facility.
How to fix it: If you have hired a bunch of young guys fresh out of college, you may be at risk for this. The best way to combat untidiness is to use checklists for cleaning, opening, closing and any other problem areas. You should also frequently check the break rooms and offices to make sure they remain in order. Camaraderie is a great thing, but keeping staff occupied with lessons and activities can minimize locker-room-type behavior.
Energy Killer #3: A Daycare Vibe
What it is: You are more likely to see elementary school-aged kids chomping down pizza than athletes training. Or to hear a toddler screaming than a bat cracking against a ball.
Why it hurts your business: This is the flip side of the Locker-Room Attitude — where facilities become almost too family-oriented and begin to alienate the serious athletes. By having too many children in your facility, you make your adult athletic programs vulnerable to your more professionally focused competitors.
How to fix it: Focusing on families is great and can be very profitable — as long as older athletes also feel at home in your space. Keep family and athlete programs separate by running them at different times, or create member-only areas that accommodate professional-level training.
The next time you walk into your sports facility, look at it with fresh eyes. Make sure what you see is in line with your business’ brand and mission.
One of the best ways to manage energy-killers is with sports facility software. eSoft Planner allows the most efficient staff and client scheduling so that your facility is scheduled efficiently and leaves a favorable impression on all who enter. Contact us for a demo to see how you can spend less time on administration and more time supporting your customers.
How many times have your instructors assured you that plenty of kids were verbally committed to attend an upcoming camp, only to have those assurances slowly disappear as the camp registration date closes in?
It is natural for instructors to feel optimistic about the prospects for an upcoming camp. Especially when the kids or parents they’ve talked to seem enthusiastic. However, informal and verbal commitments don’t always turn into paid attendance. Here are three reasons why:
Clients don’t actually intend to come to the camp. Maybe a part of them thinks they should attend the camp, or they might say they will just to save face. But when registration time comes, they’re a no show.
Clients do intend to come to the camp, but they’re not actually available. High schoolers, in particular, can fool you. They’re old enough to state their intent and show excitement about a camp. But no matter how much they want to come, their parents are usually the ones paying the bills and double checking the calendar.
Clients are available and willing to come to the camp, but don’t follow through with enrollment. These are the clients who intend to come. But they forget to enroll or submit the required paperwork by the deadline. They might also put off the enrollment until something else bumps your camp off their schedules.
As a sports camp organizer, you should never reserve spots for players until they’ve paid. Enrolling clients without payment can create big problems. This is why the sports facility management software like eSoft planner always defaults to requiring upfront payment (this can always be adjusted depending on your facilities’ needs).
You also need to take active steps to reach your minimum enrollment goal weeks before the camp. Once this is accomplished, you’ll need to continue to fill spots in order to maximize revenue.
To fill your camps and fill them early, create a sense of urgency in your marketing.
Here are two tips:
Create Time Limits and Incentives for Early Registration: Creating a significant discount for early registration will help you meet your minimum attendance requirements well in advance of the camp start date. That way, even if you do have to cancel it due to low enrollment, your enrolled clients will have plenty of time to adjust their plans.
Emphasize Limited Space and Enrollment: If your camp is semi-private or has fewer than 10 spots, emphasize the size limit in your marketing efforts. As spots begin to fill, notify your clients of the dwindling available space. A week before the event you can remind clients that registration time is running out. Then, just a few days before the event, check the registration numbers. If fewer than five spots are remaining. You should send out another email and social media update with the headline, “Just X spots left!” In some cases, these last-minute reminders will generate so much interest that you will need to create a second camp session just to accommodate the demand!
These deadlines and incentives won’t make a difference if you don’t have a reliable way to get your message in front of your clients and prospects. Whether that’s through email marketing, social media, or traditional signage in your facility (I’d recommend using all three). Remember that it typically takes between six and eight customer touch points to convert a new sale.
eSoft Planner allows facilities to set a required upfront payment for sports camp, drastically reducing the number of cancellations. If a client does have to cancel, they will automatically receive their refund.
Email Marketing integration is also included with the software. Send out automated email and text reminders about camp availability. Even allow clients to sign up for themselves directly through the platform.
If you want to discuss how eSoft Planner can help streamline your marketing efforts and increase sports camp enrollments, contact us for a demo today!
