The document outlines the program plan for the Woodlands Township Youth Tennis Camp. The camp is a weekly summer program for children ages 5-16 that includes tennis instruction, crafts, and pool time. Goals of the camp include providing a high-quality yet affordable program and increasing participation and revenue. The camp will be held at Bear Branch Park and managed by a head tennis pro who will oversee staff and day-to-day operations, including a contingency plan for inclement weather. Equipment, supplies, and marketing materials were purchased in advance of the 10-week camp.

1. Youth Tennis Camp
Program Plan
The Woodlands Township Parks and Recreation Department
The Woodlands Tennis Academy
Sarah Walters,
Summer Intern

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TABLE OF CONTENTS
Part 1: Program Planning Page 3
Part 2: Program Operations Page 9
Attachments Page 11

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PART 1: PROGRAM PLANNING
Introduction
The Youth Tennis Camp is a weekly summer camp for children ages five to 16. Campers
are split into small groups based on skill level and age; the Beginners group includes
children ages 5-12, and the Intermediate group includes children ages 8-16. Each day
consists of approximately an hour and a half of tennis instruction, a short break for crafts
(optional) and a snack, and time in the pool. The program is designed as a sports-specific
camp with quality instruction in a relaxed, fun atmosphere. Below is the program
description found in the Summer 2013 Action Guide.
Target Audience
The target audience for the Youth Tennis Camps includes all residents of the Woodlands
between the ages of five and 16. We will specifically target children who have participated
in other programs facilitated by the Woodlands Township Tennis Academy or whose
parents are active in Adult Tennis programs. We will also target members of the
community who are active tennis players but have not yet participated in Township
tennis programs. We will market to these groups by distributing fliers at local tennis
shops, having an active presence on social media sites, posting information at Township
tennis courts, and sending mass emails to residents that have previously participated in
Township tennis programs.
Rationalization
Like most Parks and Recreation programs, the Youth Tennis Camps fall under the Service
Delivery Focus Area in the Focus Areas, Goals, and Key Initiatives outlined in the
Township’s most recent Strategic Plan. More specifically, the Youth Tennis Camps fall
under Goal 1.2: “Provide superior parks and recreation amenities, facilities, programs
and services,” and under Key Initiative 1.2.1: “Ensure high quality programs and services
remain affordable and cost-effective while facilities are still effectively used and
maintained.”
The program has been heavily attended over the past several years and has been
successful as an introduction for youth players into the Township’s extensive tennis

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program. Our main focus in streamlining the management of the Youth Tennis Camps
during this season has been cutting down on waste in order to keep our registration fee
low. The increase in efficiency that we have seen as a result will allow the program to
continue to assist in meeting the specified goal.
Goals and Objectives
Goal 1: To establish the Youth Tennis Camps as a low-cost, high-quality option in order to
remain competitive among comparable sports-specific camps.
Objective 1: When surveyed, 100% of participants’ parents will agree or strongly
agree that the cost of the program was comparable to the value.
Objective 2: When surveyed, at least 90% of participants’ parents will say that
they were extremely satisfied with their child(ren)’s experience.
Goal 2: To have a growth in number of participants as a result of effective promotion.
Objective 1: There will be an increase in weekly participants compared to 2012 for
at least 7 of 10 weeks.
Objective 2: There will be at least a 5% increase in total number of participants.
Goal 3: To see a growth in revenue as a result of increased efficiency of management.
Objective 1: The net revenue for the Woodlands Recreation Center will total at
least $17,000.
Objective 2: There will be at least a 5% increase from 2012 in net revenue for the
Woodlands Recreation Center.
Evaluation
The most appropriate method of evaluating participant satisfaction for this program is a
participant/parent survey. We will be sending this survey to the parent(s) of each
participant following the last day of camp each week. We will use Survey Monkey and
send a link to the online survey via email. A hard copy of the survey is included at the end
of the report and is labeled “Attachment 1.”
The most effective models for evaluating the program from a management perspective
are the Intuitive Model and Evaluation by Goals and Objectives. The Intuitive Model will
be used throughout the summer as we work alongside contract instructors to improve
management of the program. The Evaluation by Goals and Objectives model is the most
effective method of systematically evaluating the success of the program after its
completion.

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Venue
The Youth Tennis Camps will be held in Bear Branch Park at 5200 Research Forest Drive,
The Woodlands, TX 77381. Most of the activities will be held at the 9-court tennis facility.
The camp will utilize the playground, pavilion, and pool that are also in the park. A small
structure that houses a storage room and outdoor bathrooms will also be used. The first
map below shows the location of Bear Branch Park (26), and the second is an aerial image
of the facilities mentioned above.

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Equipment & Supplies
Several large purchases were made in advance to last the 10-week duration of the Tennis
Camps. Tennis gear, crafts supplies, and snacks were the necessary supplies. Four
invoices are attached at the end of this report: an order from Tennis Express is labeled
“Attachment 2,” an order from Oriental Trading through Fun Express is labeled
“Attachment 3,” and two purchases from Sam’s are labeled “Attachment 4” and
“Attachment 5.” The supplies purchased are listed below and are divided into reusable
equipment and supplies for one-time use. Craft supplies are listed in detail on the invoice
labeled “Attachment 3.” All snacks listed are individually packaged and bought in bulk.
Reusable Equipment
 Ball Pick-Up (x8)
Supplies for One-Time Use
 First Set Balls Pack of 60
 Quick Start 60 72-Ball Bucket (x3)
 Quick Start 78 72-Ball Bucket
 Starter Bulk Pack Stage 3 Felt 36 Balls
 Lemonade Mix (x30)
 9 oz. Solo Cup (x2)
 Mini Pretzels (x10)
 Assorted Chips (x15)
 Chex Mix (x10)
 Goldfish (x24)
 Cheese and Breadsticks (x10)
 Fruit Snacks (x10)
 Cheez-Its (x10)
 Animal Crackers (x10)
 Austin Cheese Crackers (x10)
 Fruit Roll-Ups (x10)
 Fla-Vor-Ice (x10)
 Black Sharpies (x2)
Marketing & Promotion
The Youth Tennis Camps have been marketed in several ways throughout the summer
season. Initially, the contract instructor acting as Head Pro suggested that limited
marketing would be necessary. A one-page flyer was distributed at the Woodlands
Recreation Center and posted at area tennis courts to accompany the information
included in our Summer 2013 Action Guide. Due to lower numbers than expected in the
first several weeks, we began a marketing campaign that included a press release, mass
emails to the tennis community, and several updated fliers. The final flier produced by the
Community Relations Department (CR), along with other information, has been featured
on the department’s Facebook page.

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A flier used for the majority of the summer is attached and labeled “Attachment 6.” The
final flier, produced by CR, is labeled “Attachment 7.” A press release is labeled
“Attachment 8.” As the camp has been almost exclusively funded by its own revenue,
supplemented by the Tennis program budget only for the pre-season purchases, there
was no need to obtain sponsorships of any sort.
Budget & Pricing
The fee to participate in the Youth Tennis Camps is $95/week for residents and
$105/week for non-residents. Of the net revenue, 70% will go to the Head Pro and be put
toward staff pay, supplies, and other operational expenses. The Head Pro will also
maintain a “rolling bank” that can be used for unexpected purchases not foreseen at the
time of the pre-season bulk orders. The remaining 30% will go to the Woodlands
Township. The net revenue for 2013 is expected to total approximately $57,000 and the
total expenses are expected to be approximately $4,750. A proposed budget can be found
at the end of the report and is labeled “Attachment 9.”
Inclusion Plan
The Youth Tennis Camp is a sports-specific camp that follows the USTA 10 & Under
Tennis program for junior instruction. The instructors have no training in coaching tennis
for people with disabilities. Due to the nature of the program, we will not target or be able
to accommodate youth with disabilities. As such, there is no outlined plan for inclusion.
Staff Management
A contract instructor will handle the day-to-day operations of the Youth Tennis Camps
who will manage a staff of eleven coaches. All training and scheduling will be through this
Head Pro. Any coach over the age of 16 will be paid by the Woodlands Township and will
need to be cleared by the Human Resources Department.
Risk Management
The Head Pro for the Youth Tennis Camps will be responsible for all aspects of day-to-day
operations, including risk management. Standard procedures and safety measures used at
Township facilities, particularly the Bear Branch Pool, will be upheld and will help to
manage risk to contract staff and participants.
Contingency Plan
The Head Pro for the Youth Tennis Camps will be responsible for all aspects of day-to-day
operations, including a contingency plan. The most prevalent contingency will be
inclement weather, which will likely be handled by postponing or canceling the camp for
the day.

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Management Plan
As the Youth Tennis Camps have been running for several years, the management process
this year began in mid-May with a planning meeting to outline administrative tasks for
the summer and plan purchasing and marketing. The initial planning and purchasing
were completed before the camps began in early June, but the marketing plan was
adapted throughout the summer. The camps were evaluated throughout the summer and
the season will close with a final evaluation meeting to initiate the process of planning for
next year. The Gannt Chart below offers a visual representation of the timeline for the
planning process.
1/26 3/17 5/6 6/25 8/14 10/3 11/22
Marketing & Promotion
Purchasing Supplies
Evalution
Tennis Camps Running
Planning Administrative Tasks
Start Date
Completed
Remaining

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PART 2: PROGRAM OPERATIONS
SET-UP
The Youth Tennis Camps have been held as scheduled in Bear Branch Park at 5200
Research Forest Drive, The Woodlands, TX 77381. There has been limited set-up aside
from several tables used for daily sign-in and sign-out at the front of the 9-court tennis
facility. The camps have utilized the playground, pavilion, and pool as planned; the
restrooms and storage facility have also been used as planned.
RUNNING SHEET
As the Youth Tennis Camps have run weekly throughout the summer, there has been a
cyclical process of activity from set-up to evaluation each week that is bookended by
planning and evaluation meetings at the start and close of the program. The summer
began with a planning meeting in which the details of budgeting, purchasing, marketing,
and other management processes were set. After the close of the tenth and final week,
there will be an evaluation meeting to discuss the success of the camp. Each week of the
summer has begun and closed in a similar way. At the beginning of the week, the budget is
updated and administrative tasks are completed. At the close of the week, an evaluation is
sent out and any tasks that have arisen are addressed.
A camp day runs from 9am to noon each Monday through Thursday. The sign-in and
grouping process begins at 9 am with tennis activities beginning by 9:15 am and
wrapping up around 11am. Snack time begins around 11am and transitions into a short
time at the playground while groups begin changing for the pool. Pool time runs from
about 11:30am until noon when the camp day ends with the sign-out process.
FINAL BUDGET
At the date of this report, the budget has been finalized through Week 8 of the Youth
Tennis Camps. The overall budget to date has been included at the end of the report and is
labeled “Attachment 10.”
EVALUATION
At the date of this report, participant evaluation results were collected for all participants
through Week 8 of the Youth Tennis Camps. Of 423 participants registered, 242
participants received the survey via an emailed link. Of these 242 participants that
received the link, 35 responded to our survey. Over 91% of parents were extremely
satisfied with their child’s overall experience at the camp.
It was also helpful to consider the 5 P’s of evaluation. The level of participation this year
has fallen compared to 2012 and the projected revenue will not be reached, which is
disappointing as the camp seemed to be quite successful with those that did participate.
While I did not deal directly with staff at the administrative level, feedback from the lead

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contract instructor suggests that the staff were trained and scheduled effectively. There
were some frustrations with not having control of the contract staff and having to always
go through the Head Pro with suggestions for improving facilitation. The venue for the
Tennis Camps seems to be a perfect fit. The 9-court tennis facility allows for small groups
and more effective instruction, and the playground and pool within the park allow for
diverse activities while not limiting time available for tennis. The policies that guide
administration of the program are perhaps the most frustrating aspect of the camps. We
have discussed, and will continue to discuss, having the Woodlands Township take over
the day-to-day operations of the camp to limit the frustrations of going through the Head
Pro for each decision. However, despite the limitations of running the camp through a
contractor and a light marketing campaign, the camp was successful according to
participant evaluations and effectively promoted the mission, goals, and objectives for the
Township and the department.
Regarding modifications for the Youth Tennis Camps in 2014 and following years, it
seems as if the main area of concern is with marketing. While an overhaul of day-to-day
operations may be needed in the future, the camp is currently run quite successfully and
is a great value compared to camps of similar quality. However, the limited marketing in
2013 resulted in falling numbers compared to 2012. This decrease could be addressed by
heavier marketing in late spring, particularly to the tennis community through mass
emails and flier distribution. Increased attendance could also be achieved by lengthening
the week to Monday through Friday or the camp day past noon, as this was the most
frequent suggestion in the participant evaluation.

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ATTACHMENTS
Attachment 1
Participant Survey
Attachment 2
Tennis Express Invoice
Attachment 3
Fun Express Invoice
Attachment 4
Sam’s Receipt 1
Attachment 5
Sam’s Receipt 2
Attachment 6
Flier 1
Attachment 7
Community Relations Flier
Attachment 8
Press Release
Attachment 9
Proposed Budget
Attachment 10
Overall Budget