Managing a Seasonal RV Park: A Complete Guide

Running a seasonal park means managing an annual cycle of renewals, preparation, operations, and closing. Here's how to master each phase.

The Seasonal Calendar

Success starts with planning ahead. Here's a typical seasonal park calendar:

Renewal Season Best Practices

Retention is easier than acquisition. Make renewals smooth:

• Start early: Send renewal notices 60-90 days before the deadline
• Offer early bird pricing: Incentivize early commitment
• Be clear about changes: Communicate any rate increases or policy changes upfront
• Make it easy: Online renewal and payment
• Follow up: Personal calls to long-time guests who haven't renewed

Seasonal Contract Essentials

Your seasonal contract should clearly address:

• Season dates (opening and closing)
• Total rate and payment schedule
• Site assignment (specific or park's choice)
• What's included (utilities, amenities, guests)
• Rules and regulations
• Cancellation policy and refunds
• RV requirements (age, condition)
• Subletting policy (usually prohibited)
• End-of-season requirements

Managing the Waitlist

Full for the season? A well-managed waitlist is valuable:

• Keep waitlist prospects engaged with periodic updates
• Be clear about their position and realistic timeline
• Offer first-right-of-refusal for any openings
• Consider offering transient stays to introduce them to the park
• Collect a small waitlist deposit (refundable) to gauge seriousness

Opening Day Preparation

A smooth opening day sets the tone for the season:

• Send pre-arrival emails 2 weeks out with arrival instructions
• Stagger arrival times to manage traffic
• Have extra staff on hand for the first weekend
• Prepare welcome packets with season info, rules, and local tips
• Test all utilities and amenities before arrivals
• Have maintenance ready for the inevitable hookup issues

Balancing Seasonal and Transient

Many seasonal parks also welcome transient guests. Find the right balance:

• Reserve some sites for transients (often 10-20%)
• Consider transient-only areas separate from seasonal sections
• Set clear expectations with seasonal guests about transient neighbors
• Use transient stays to identify future seasonal prospects
• Price transient rates appropriately (higher per night)

Off-Season Revenue

Don't let the off-season be a total revenue drought:

• RV storage: Offer off-season storage for RVs and boats
• Winter camping: If feasible in your climate, offer limited winter sites
• Off-season rentals: Consider rental cabins or park models for off-season
• Early deposits: Collect next season's deposits during the off-season
• Host events: Wedding venues, corporate retreats, hunting groups

Closing Day Procedures

End the season smoothly:

• Send closing notices 30 days in advance
• Clarify what needs to happen before departure (remove personal items, etc.)
• Collect departure dates and plan utility shutoffs accordingly
• Conduct site inspections after departure
• Winterize all facilities
• Secure the property for the off-season