5 Tips For Coordinating Gymnastics Field Trips With Large Groups

Gymnastics field trips are a great way for large groups to bring learning outside of the classroom. Getting the word out about your gymnastics field trips can be a great way to fill classes and get your gym more involved in your local community. Here are some tips to help you coordinate with large groups more effectively.

Starting the Conversation:

The first basic step to coordinating with large groups is to get a list of contacts to begin laying your foundation of support with large groups. Most large groups and organizations have a staff directory, so you can begin by looking for titles like “activity director”, “head of activities”, or “head of administration”. If they don’t have anyone that fits within those categories, reach out to an administrative person, they can help guide you to find the right person. It is best to have a field trip program already primed and ready to go before getting in touch with anyone. When you begin speaking with your contacts, be general, but have specific details planned out like how many people can attend, what kind of activities you can offer, and basic cost/deposits.

After you’ve determined your basic gymnastics field trip package, start calling/emailing groups like swimming teams, boy/girl scouts, local churches, recreational centers, schools, and daycare centers to discuss opportunities to sponsor events or other support opportunities. Keep in mind that you want to intrigue these large groups first! Ask to sponsor or how you can get more involved with them, and then ask if they would be interested in discussing gymnastics field trips and other gymnastics-related activities. If any groups show interest, make sure you set up boundaries for your gym like how many groups it can hold, what the lead time you need for scheduling, and knowing what your staff can handle.

Communication and Scheduling:

After your initial conversations, know what kind of communication works best for each group. Set up phone calls, zoom calls, or in-person meetings to check in on your contacts. Know the timing and seasons of each group you’re coordinating with on your target list. For example, if one of your larger groups is a school, try not to pester them with constant communication during testing weeks. When having frequent communication and knowledge of their schedules, you can begin to propose days for field trips and ask how you can make the process as stress-free as possible. If you are planning any new ideas or opportunities within the gym itself, update your contacts and see if anyone may be interested. Don’t forget to include your staff about any upcoming large groups or other events, as that can be an opportunity for selling memberships or other large group events.

Promote on Social Media:

Even after compiling your curated list, don’t forget to use one of your greatest assets: social media. Connect and follow your targeted local groups and businesses. Social media is a great way to find new opportunities for networking after your gymnastics field trips are over, as you can find new areas of engagement for new followers to receive. Some great examples could include referral discounts for groups that refer your gym to other groups through shared posts, having a giveaway for local groups to win a gymnastics field trip, and educating your community by sharing ideas through posts about what gymnastic field trips can offer.

Marketing Handouts and Information:

Keep in mind that continuity with your marketing efforts is going to receive more positive results and feedback. Make sure all of your promotional materials for gymnastics field trips include enticing lead-up copy, basic cost, your gym’s contact information, your personal contact info (optional), your website link, any coupon/discount code, and logos. Have an established handout ready for your gym rules and regulations and a liability waiver that must be signed and collected by chaperones. You could include that handout on your website through an added “Gymnastics Field Trips & Group Activities” page. Keep your website up to date and easily accessible for filling out any forms. If you are doing in-person marketing attempts, you can also include goodie bags with your promotional materials inside for parents and guardians.

Offer Incentives:

Incentives are one of the best ways to entice parents and large groups into gymnastics field trips. They don’t have to be anything huge, but incentives like sponsoring one of their next events, dances, in-school activities, fundraisers, walk-a-thons, carnivals, etc.. to sweeten the deal. You can also offer to personalize activity ideas for specific groups that can relate more to them. This could be through special themes, specific forms of gymnastics, or focusing on specialized equipment.

Events like gymnastics field trips and group activities can be a wonderful way to bring learning to life in a fun and engaging way, but they do require some extra planning. By using these tips, you can ensure that your gymnastics field trips and group activity days are the best that they can be for the students, parents, coaches, and activity planners involved!