Outdoor Club Office
Office help for volunteer outdoor clubs
Office help for volunteer snowmobile, ATV, trail, and sportsmen’s clubs. Somebody on your board is chasing renewals, updating the member list, and writing the next newsletter after work. I take that office load off your volunteers so they can spend their time on trails.
I’m Eric Barrett, the founder. I grew up snowmobiling, ATVing, hunting and fishing. My parents lived in the Brainerd Lakes area for about 25 years — roughly ten on Lake Edna and fifteen on Gull.
I’m starting Outdoor Club Office to take renewal reminders and member communications off volunteer boards. It’s new, so I’ll make you a free sample renewal reminder first so you can see the work before you decide.
What I handle
Renewals and reminders (Basic). Email renewal reminders and follow-ups to members who haven't renewed.
Roster upkeep (Basic). Your member list kept current from the spreadsheet your club sends me.
Email newsletters (Full plan). Put together from the news and notes your board supplies, ready for you to approve.
Sponsors and business members (Full plan). A tidy list, thank-you notes, and renewal reminders.
Board summaries (Full plan). Short meeting recaps and a running to-do list so nothing slips.
Mailings are email only. You tell me who has paid. I never handle club money — dues and donations stay in your club's accounts. You approve every draft in writing, by email, before it goes out.
Plain pricing
Basic
Up to 250 contacts (a contact is one email address, not one member). One renewal cycle a year with three reminder emails, and monthly roster updates from a spreadsheet your club sends.
Full
Everything in Basic, plus: up to 750 contacts (email addresses), a quarterly email newsletter (monthly if your club asks), sponsors and business members, and board summaries.
À la carte
One-off jobs and extras outside a plan.
Trail-grant paperwork help (organizing logs, permissions and receipts; drafting for your officers to review) — custom quote.
How it works — before we start
A few plain ground rules so we both know exactly what you're getting:
A contact is an email address. Plans count email addresses, not members. Basic covers up to 250 contacts. Full covers up to 750.
One renewal cycle a year, three reminders. Each cycle I send a first reminder, then follow-ups at two and four weeks to members who haven't renewed. Basic includes one renewal cycle per year. A second cycle in the same year needs the Full plan or an add-on.
You send me the paid list first. The club confirms who has paid no later than two business days before each reminder, so nobody who already renewed gets nagged.
One spreadsheet, once a month. Roster updates come from a single spreadsheet your club sends me each month.
Full plan newsletter: quarterly. Four newsletters a year, built from the news your board supplies. If your club wants monthly, I'll set that up front.
One-year term. Pay monthly or yearly (two months free). Cancel within your first 60 days, before your first renewal reminder goes out, for a refund of what you’ve paid minus the setup fee and the months already used. After that, the year is owed. Setup is non-refundable.
Your list stays yours. Your member list is used only for your club's work and never sold. If you leave, I send you an export and delete it from my systems within 30 days.
Reminders show Outdoor Club Office; replies go to your club. Emails go out from Outdoor Club Office (Eric Barrett). Reply-To is your club’s address, so member replies go to the club — not to me. Same pattern as Lake Association Office.
Members keep paying the club directly. I never handle dues.
ATV, trail, and sportsmen’s boards too
Outdoor Club Office already covers ATV, trail, and sportsmen’s clubs. For other volunteer boards (property-owner associations, yacht clubs, civic groups), see Similar associations. Lake associations start at the main Lake Association Office site.
How to start
Ask for a free sample reminder
Tell me how your club handles renewals today and I'll write a sample renewal reminder for you, free. Each cycle I'd send it to members who haven't renewed, using the paid list you send me, with follow-ups at two and four weeks.