Selling OTA

First sales task is to identify all Parks and Recreation Departments and set up meetings.  Parks and Recreation offer Enrichment Programs, PreSchool Programs, Camps, ETC.  

Will Doyle (Montgomery County Franchisee

Parks and Recreation Highlight)

While looking for summer camp locations in late 2018, I noticed the Montgomery County Parks and Recreation Summer camp guide and reached out to their office to inquire about new partnerships. A couple phone calls and an in-person meeting later, I noticed they were not running any Flag Football Summer camps. We started off with 2 weeks of Flag Football Camp over the 2019 summer, with an average of about 15 kids per week. That turned into weekend basketball clinics (bringing in 50-60 kids ages 3-13)during this school year and when summer camp discussion came back around, the feedback for our programs was so outstanding that we opened 2 locations for full summer, multi-sport camps as well as Flag football camps and a possible partnership for summer basketball leagues. 

 

Word of mouth travels fast, and when camp registration opened up on Jan. 21st, we brought in over $40k in revenue on the first day. If the early results continue to climb, we are looking at a potential for $150k+ between all of our offerings through the county. The best part is, we are able to do this all without spending a dime on marketing since the Camp guides get sent out to every single Elementary and Middle School at the county.

Marketing Platforms:

Summer Camps:  www.otathletics.com/summercamps

School Year Camps:  www.otathletics.com/breakcamps

SALES: 

 

You should still be spending 1-2+ hours PER DAY on Sales.  Knowing your competition is critical.  You should be monitoring competitor websites to cherrypicking schools, facilities, etc.  Maintaining/Updating your Territory Sales within the HUB will help you stay organized.  Adding NEW schools, facilities, preschools, churches, etc is YOUR JOB!

Be relentless on New Business 

  • 20 Phone Calls a day

  • 20 New School/Facility Emails a day (Review how to use sequencing)

You want to build your Book of Opportunities:

  • Shown interest in OTA (Responded to an email or phone call)

  • Have an existing After School Program/Found on Competitor Site

  • Summer Camp location I’m going after

You should spend just as much time on your opportunities as you do trying to drum up new business. 

Sample Sequence Emailing:

Elementary School PTA Summer Camp - Summer Camp

Hi Laura – I hope you are well.  I was hoping you can help me; I’m looking for a school in Leesburg to partner with for a summer camp.  We do this for many schools in Loudoun County where we partner with their PTA and run a Summer Camp (2-6 weeks long) and the camp acts as a fundraiser.  We give a percentage of the revenue back to the PTA after the summer.  We only use the gym, cafeteria, and fields; and of course if there is another organization in the building, we would be flexible. 

 

Let me know if this sounds like something you want to talk about further – I’m happy to hop on a call to discuss.


Thanks so much Laura,

_____________________________________________________________

 

**If no response: 2 Days Later (Find the original send email and reply all)***

Hi Laura - Just circling around on my email below to make sure it didn’t get pushed to spam.  I would love to talk to you about a partnership.

 

Thanks,

 


Chris Whelan 
Overtime Athletics | Owner 
www.otathletics.com 

_____________________________________________________________

**If no response: 3 Days Later (Find the previous email and reply all) ***

 

Hi Sarah - I hope I haven't flooded your inbox too much :) . Overtime Athletics really cares about kids and running excellent programs. I hope you give us a chance at your school.

 

Chris Whelan 

Overtime Athletics | Owner 

www.otathletics.com 

 

_____________________________________________________________

Private Facility Summer Camp

Hi Brian - I hope you are well.  I would love to talk to you about partnering for a couple summer camps this summer.  We would love to help grow the awareness of your facility by jamming in hundreds of kids into your facility this summer.  Overtime Athletics core business is running after school programs and currently we work with many schools right near your facility (all of which we can advertise our camps). 

Can I send you some information? 

Talk to you soon, 

_____________________________________________________________

 

**If no response: 2 Days Later (Find the original send email and reply all)***

Hi Brian - Just circling around on my email below to make sure it didn’t get pushed to spam.  I would love to talk to you about a partnership.

 

Thanks,

 


Chris Whelan 
Overtime Athletics | Owner 
www.otathletics.com 

_____________________________________________________________

**If no response: 3 Days Later (Find the previous email and reply all) ***

 

Hi Brian - I hope I haven't flooded your inbox too much :) . Overtime Athletics really cares about kids and running excellent programs. I hope you give us a chance at your school.

 

Chris Whelan 

Overtime Athletics | Owner 

www.otathletics.com 

 

_____________________________________________________________

Once you get a response asking for information

  • As quickly as possible send the below email (Ideally within minutes because you know they are in front of their computer)

  • Remember to make an opportunity in the HUB

***2 Days Later***

Thanks so much!  So we try to make our camps as mindless as possible for you all.  WE HANDLE EVERYTHING! 

OTA Summer Camps

I would love to stop by your facility - Are you available tomorrow?  

Thanks, 

Hi Erin - Just circling around to see if you had any questions on our camps.  I'm free to hop on the phone to discuss anytime you are free.  

Thanks, 

***2 Days Later***

Hi Erin - We are hoping to secure our summer plans by the end of the month.  Were you able to review the information?  I'm going to be at ____________ elementary school right down the road on __________ and would love to stop by.

Thanks, 

Knowing your competition

Knowing your competition is a crucial in the sales process.  You should constantly be monitoring our competitors sites to see what schools they are working with.  YOU KNOW if they are working @ a certain school, then OTA should be at the school as well. 

 

Madscience:  www.Madscience.org

Young Rembrandts: http://www.youngrembrandts.com

Girls on the Run: https://www.girlsontherun.org

Soccer Shots:  http://www.soccershots.org

Abrakoodle:  http://www.abrakadoodle.com

FitKidsAmerica: https://fitkidsamerica.org/

1 on 1 Basketball:  www.1on1Basketball.com

Science Explorers:  https://scienceexplorers.com/

Play Well:  https://www.play-well.org

Sales Calendar

Summer Camp

​​

When setting up Programs on Jumbula:

Things to consider:

  • Ages/Groups

  • Times

  • Lunch Options

  • Before/After Care Options

  • Sibling Discounts

  • Payment Plans

  • Waivers

  • Forms

  • Price (Multi-Week Discounts)

  • Steal Deals/Early Bird Discounts

  • Returning Customer Discounts

Filling the Seats:

  • Facility Signage

  • Facility Marketing - How can they help?

  • Flyers/Table @ facility

  • Participant Email Blast

  • Text Messages/Phone Calls to previous participants

  • Focus on families that attended previous year but haven't registered for current year (Call/Email find out WHY?)

  • ASP participant summer camp handout info

  • School Community Table Drop

  • Social Media Campaigns (Boosting) 

  • School Fundraiser efforts 

  • ASP Coordinator FREE Week of Camp

  • Top 10 OTA Customers receive phone call with $25 OFF

  • Family/Mom Group Blog Advertising 

  • Yard Signs

  • National High Fives Day Promotion

  • Flyers everywhere Kids/Families are

  • Create a coupon for your coordinator so his/her family can come free

  • Social Media Blasts mentioning the School/Partner

  • Email blast families that have registered to help 'Spread the word' (2-4 times before the programs start)\

Review the Marketing PowerPoint located on Sharepoint

Family referrals are king in youth programming.  It's never too late to get to know your customers but building trust is crucial.  It all starts with being a good communicator.  

Update the HUB

  • Updating Enrollment Numbers and Total Revenue

In Summer

Does your camp look professional?

  • Registration Table have:  Table Cloth, Brochures, Camp Flyers, Birthday Party Announcement, Business Cards?

  • Does your camp have a Greeter EVERYDAY?  Welcome parents and kids to camp

Communication with Families: 

  • Welcome emails

  • Pictures/Videos sent to families on camp activities

  • Camp Picture/Video Collage

  • Thank you email at the end of the summer

Surveys

Within the HUB each program has a link for a survey.  This link should be sent to all participants.  You want to know that good, bad, & ugly.  

Summer Camp Discounts: 

  • Market your camps ALL SUMMER LONG

  • Come back to camp discounts

  • 'Tap a Friend' discounts/ Friend2Friend Discounts

  • Postcards, Handouts, ETC

  • OTA Birthday Parties

  • Continually market Summer Camps

  • Reminding OTA Coordinators about their FREE week of camp

 

Closing the Books

All Summer Camps must be put in accurately on the HUB.  At the end of the Summer, review your accounts receivables on the HUB and Quickbook.  For any summer camps that handle registration, make sure they have an invoice and remind them about payment (This can also happen on the last day of camp)  For camps that we handle registration, make sure all received $$ on Jumbula is noted accurately on the HUB.  If you owe a payment to the facility, make sure you send over a detailed statement of payment. 

Hand-Written Notes

It's a great habit to send a hand written note to all partners at the end of the summer thanking them for their support and organization.  

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H.I.G.H.  F.I.V.E.S.

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