Introduction
Well-maintained campsites don't happen by accident. They're the result of systematic schedules, clear responsibilities, and smart planning that balances upkeep needs against booking revenue.
Too often, maintenance is reactive: something breaks, you fix it. But reactive maintenance leads to guest complaints, emergency repairs during peak season, and sites that slowly deteriorate. The alternative—proactive, scheduled maintenance—keeps your campground in top shape while minimizing revenue loss.
This guide covers how to build and execute a maintenance schedule that works.
Types of Campground Maintenance
Daily Maintenance
Tasks performed every day the campground is open:
- [ ] Trash removal and bin checks
- [ ] Restroom cleaning and supply restocking
- [ ] Common area inspection and tidying
- [ ] Entry and signage checks
- [ ] Basic grounds survey (obvious issues)
After-Departure Maintenance
Site-specific tasks after each checkout:
- [ ] Visual inspection of hookups
- [ ] Fire ring cleaning/ash removal
- [ ] Picnic table wipe-down
- [ ] Debris removal
- [ ] Report any damage or issues
Weekly Maintenance
Regular tasks beyond daily basics:
- [ ] Deep restroom cleaning
- [ ] Grounds mowing and trimming
- [ ] Road and parking area inspection
- [ ] Signage condition check
- [ ] Equipment testing (electric, water at sample sites)
Seasonal/Annual Maintenance
Major tasks scheduled periodically:
- [ ] Utility system inspection and testing
- [ ] Tree trimming and hazard removal
- [ ] Road grading and repair
- [ ] Building maintenance and painting
- [ ] Equipment servicing
- [ ] Winterization/de-winterization
Building Your Maintenance Schedule
Step 1: Inventory Everything
List every asset that needs maintenance:
Infrastructure:
- Utility pedestals (count)
- Water hookups and lines
- Sewer/dump station
- Electric systems
- Roads and driveways
- Signage
Facilities:
- Restrooms/showers
- Laundry
- Office
- Pavilions
- Pools
Sites:
- Fire rings
- Picnic tables
- Site markers
- Landscaping
Equipment:
- Mowers
- Utility vehicles
- Cleaning equipment
- Maintenance tools
Step 2: Determine Frequencies
Assign maintenance intervals to each item:
| Item | Daily | Weekly | Monthly | Seasonal | Annual | | ----------------- | :---: | :----: | :-----: | :------: | :----: | | Restroom cleaning | Yes | Deep | — | — | — | | Trash collection | Yes | — | — | — | — | | Mowing | — | Yes | — | — | — | | Road grading | — | — | — | Yes | — | | Electric testing | — | Sample | — | Full | — | | Tree trimming | — | — | — | — | Yes |
Step 3: Create the Calendar
Map maintenance to your calendar:
Off-season (November-March):
- Major projects: electrical upgrades, building repairs
- Tree work while clear visibility
- Equipment servicing
- Winterization tasks
Pre-season (April-May):
- De-winterization
- Full utility testing
- Cosmetic touch-ups
- Safety inspections
Peak season (June-August):
- Minimize disruption
- Daily/weekly essentials only
- Emergency repairs only
- Note issues for fall
Shoulder season (September-October):
- Address accumulated issues
- Prepare for winterization
- Evaluate annual projects
Site Blocking for Maintenance
When to Block Sites
You'll need to take sites offline for:
- Utility repairs
- Concrete/pad work
- Tree work near sites
- Deep cleaning (cabins)
- Pest treatment
- Major landscaping
Strategic Blocking
Minimize revenue impact:
Block during low demand:
- Mid-week rather than weekends
- Shoulder season rather than peak
- Consider cancellation/gap situations
Stagger work:
- Don't block entire sections at once
- Spread maintenance across multiple weeks
- Maintain capacity for expected bookings
Plan ahead:
- Block sites in reservation system in advance
- Prevent bookings during planned work
- Don't scramble to move booked guests
Emergency Maintenance
When repairs can't wait:
- Assess urgency and scope
- Clear affected site(s) if occupied (relocate guests)
- Communicate timeline
- Complete work as quickly as possible
- Document for insurance/records
Maintenance Tracking Systems
Simple Paper System
For smaller campgrounds:
Daily checklist:
- Printed forms for daily tasks
- Staff initials when completed
- Reviewed by manager
Work requests:
- Paper forms for issues discovered
- Routed to appropriate person
- Filed when completed
Digital Tracking
For larger operations or better organization:
Spreadsheet tracking:
- Shared Google Sheet or Excel
- Tabs for different task types
- Status columns (pending, in progress, completed)
- Date and assignee tracking
Dedicated software:
- Property management software with maintenance module
- Work order systems
- Asset management platforms
What to Track
Every maintenance record should include:
- What was done (description)
- Where (site/location)
- When (date, time if relevant)
- Who (staff member)
- Materials used (for costing)
- Issue that prompted work (if repair)
- Photos (for significant work)
Staff Maintenance Responsibilities
Clear Assignments
Everyone should know their maintenance role:
| Role | Maintenance Responsibility | | ------------ | --------------------------------------------- | | Front Desk | Report observed issues, cleanliness standards | | Housekeeping | Restrooms, cabins, common areas | | Grounds | Mowing, landscaping, site prep | | Maintenance | Repairs, utilities, equipment | | Management | Oversight, scheduling, contractors |
Daily Briefings
Start each day with:
- Yesterday's issues needing follow-up
- Today's scheduled maintenance
- Site blocks or limitations
- Expected arrivals/departures affecting access
Reporting Issues
Staff should immediately report:
- Safety hazards (priority)
- Utility problems
- Guest complaints about conditions
- Equipment malfunctions
- Anything beyond their scope to fix
Preventive Maintenance Schedules
Monthly Inspections
Create a rotation for systematic checks:
Week 1: Utility pedestals (electrical testing, physical condition) Week 2: Water systems (spigots, pressure, lines) Week 3: Restroom facilities (plumbing, fixtures, surfaces) Week 4: Grounds and roads (erosion, drainage, surfaces)
Seasonal Checklists
Spring Opening:
- [ ] Turn on and test all water systems
- [ ] Electrical panel inspection
- [ ] Road assessment after winter
- [ ] Pool opening and inspection
- [ ] Equipment startup and testing
- [ ] Safety walk-through
- [ ] Signage inventory
Fall Closing:
- [ ] Winterize water systems
- [ ] Drain outdoor equipment
- [ ] Final mowing and cleanup
- [ ] Gutter cleaning
- [ ] Building weatherization
- [ ] Equipment storage and maintenance
- [ ] Security checks established
Budget Considerations
Maintenance Allocation
Industry rule of thumb: budget 3-5% of revenue for maintenance.
Budget categories:
- Routine supplies (cleaning, basics)
- Repair parts and materials
- Contractor services
- Equipment maintenance
- Capital improvements (separate)
Tracking Costs
Monitor spending to:
- Forecast future needs
- Identify problem areas
- Plan major purchases
- Justify rate increases
Common Maintenance Mistakes
1. Reactive-Only Approach
Problem: Wait until things break Result: Guest complaints, higher repair costs, peak-season emergencies
Solution: Scheduled preventive maintenance
2. Peak Season Disruptions
Problem: Major projects during high occupancy Result: Guest complaints, lost revenue, rushed work
Solution: Off-season planning for major work
3. No Documentation
Problem: Work done without records Result: No contractor history, missed recurring issues, no warranty tracking
Solution: Simple but consistent tracking
4. Over-relying on Single Staff Member
Problem: One person knows everything Result: Vulnerability if they leave, bottlenecks
Solution: Cross-training, documentation, shared systems
Key Takeaways
- Schedule proactively — Don't wait for things to break
- Block sites strategically — Low-demand periods, staggered approach
- Track everything — Simple documentation beats memory
- Assign clearly — Everyone knows their maintenance role
- Budget appropriately — 3-5% of revenue for maintenance
Conclusion
Effective maintenance is invisible—guests experience a well-kept campground without seeing the work behind it. That invisibility comes from good scheduling, clear responsibilities, and systematic attention to every aspect of your property.
Build your maintenance schedule around your season, track what's done, and address issues before they become guest complaints. Your campground will last longer, guests will be happier, and you'll avoid the crisis mode of reactive repairs.
[LINK: operations/15-emergency-preparedness] Prepare for emergencies that go beyond routine maintenance.
Keepr includes maintenance tracking features that let you log issues, schedule work, and block sites for repairs—all integrated with your reservation calendar. Keep your campground maintained at campreserv.com