2: Making the Most Of Off-Season
A Hidden Gem for Camps and Retreat Centers
written by UCCR Staff
(We’ll cover why waiting is rarely worth it in our next post, which will be published next month.)
If your camp or retreat center goes quiet in the winter or between major program seasons, you might see that time as simply “downtime.” However, for a well-run facility, the off-season is one of the most strategic and high-value periods of the year. It’s your chance to improve, prepare, and build systems that will set you up for success in the busy months ahead.
We’ve been managing nonprofit camps and retreat centers for decades, and one thing is clear: those who invest wisely in their off-season consistently outperform those who treat it as a break.
Why the Off-Season Matters More Than You Think
The off-season is the perfect time to Catch Up on Deferred Maintenance. You can’t exactly rip out plumbing or re-roof a building with guests on the property staying in your lodging. The quieter months allow you to tackle big, disruptive projects without impacting guest experience. Other off-season tasks are:
Deep Clean and Reorganize
From scrubbing kitchen appliances to pressure washing siding, this is your opportunity to bring your facility into top shape, not just visually, but also behind the scenes.
Train and Cross-Train Staff
In the busy season, staff are often too busy to learn new skills. Use the off-season for safety training, certifications, and cross-training so you can run leaner and more efficiently later.
Update Policies and Procedures
Review everything from your emergency response plan to your guest booking process. Many operational bottlenecks can be solved by refining your systems now, before the rush.
Plan Marketing and Bookings
This is prime time for outreach. Reaching potential groups, finalizing contracts, and locking in your calendar well ahead of peak season will serve you well.
A Pro Tip for Maximizing Off-Season Productivity
We recommend creating a Winter Work Plan, or a name that works with your off-season, which is a detailed checklist broken into three categories listed below. Make sure to assign project owners to each task and set firm deadlines. Treat each item with the same urgency you would a program launch.
Maintenance Projects
Create with timelines, budgets, and a list of who is responsible for each task.
Staff Development
List training schedules, certifications, and workshops that staff can attend.
Strategic Growth
Plan marketing campaigns, build partnerships, and design programs.
The Revenue Side of the Off-Season
Some facilities leave buildings empty for months, but that’s a missed opportunity. You may be able to:
Host small group retreats for nonprofits, businesses, or churches.
Rent space to local schools for science camps or overnight field trips.
Offer specialty weekend workshops like photography, art, and team-building.
Even a handful of off-season bookings can offset maintenance costs and keep your staff engaged.
An Example in Action
One camp facility we manage used to shut down for four months each winter. We scheduled major repairs and a full facility refresh in November and December. In January, we marketed weekends to local nonprofits for discounted strategic planning retreats, and in February, we trained summer staff.
The Outcome
Instead of losing money during those months, the camp generated $30,000 in extra revenue and started the summer season with a fully trained team and a sparkling facility.
The Takeaway
The off-season isn’t “downtime, “ it’s “prep time.” Treat it as your secret weapon for smoother, more profitable operations.
Smart off-season planning is powerful, but delaying maintenance during those months can be costly. In our next article, we’ll break down why waiting is rarely worth it.
Want help creating your own off-season productivity and revenue plan?
At UCCR, we’ve designed seasonal strategies that keep nonprofit camps healthy year-round. Let’s discuss how we can transform your quiet months into a strong foundation for success.