Software Licensing Proposal — Charles County Recreation, Parks & Tourism
The next generation
of parks
& recreation.
One modern platform to discover, promote, register, communicate, manage, and grow Charles County recreation programs.
- $15,000
- Est. annual license
- 1
- Unified platform
- 8
- Capability areas
Summer 2027 · Ages 11–14
Basketball Skills Academy
Registered
18
Capacity
30
Enrollment
60%
Recreation Assistant: 3 summer programs are below enrollment target. Draft a campaign?
Section 01 · The Opportunity
Registration should start with discovery
Modern recreation software should do more than process a transaction after someone has already decided to participate. The platform is designed around the complete participant journey — helping families understand the value of a program before they are asked to register.
- Step 1
Discover
Families find programs through search, social and rich pages.
- Step 2
Learn
Photography, video, schedules, instructors and FAQs answer questions.
- Step 3
Register
Mobile-first checkout with household details captured in flow.
- Step 4
Participate
Passes, reminders, updates and staff tools during the season.
- Step 5
Re-engage
Authorized history informs the next relevant program invitation.
Rich program page
AI-Powered DJ Summer Camp
Every program gets a real page
- Program photography
- Video
- Detailed descriptions
- Dates and times
- Daily schedules
- Instructor information
- Locations
- Age requirements
- Resident / non-resident pricing
- FAQs
- Available capacity
- Calls to action & registration
Section 02 · Registration
Reduce friction. Increase participation.
Where appropriate, families begin registration directly from the program they are reading about — without navigating unnecessary screens. Household information is still captured and associated with the transaction.
Mobile-first registration
Designed for a phone in a parking lot, not a desktop.
Simple checkout
Fewer screens between interest and confirmation.
Family / household management
Household records still captured and associated.
Resident / non-resident pricing
Automatic pricing rules by residency.
Capacity management
Live seat counts across every session.
Waitlists
Automatic promotion as seats open.
Discounts
Sibling, multi-session and County-defined codes.
Payments & receipts
Card payments with emailed receipts.
Forms and waivers
Digital signature capture at checkout.
Section 03 · Marketing Engine
Don't just list programs. Market them.
Every recreation program can operate as its own measurable marketing campaign — with enrollment, capacity and revenue opportunity visible to authorized staff in one place.
Program dashboard
AI-Powered DJ Summer Camp
Capacity
30
Registered
18
Available seats
12
Current revenue
$5,400
Revenue at capacity
$9,000
Revenue opportunity
$3,600
Enrollment opportunity detected
12 seats remain · 21 days to program start
What authorized staff can create
- Email campaigns
- SMS campaigns
- Social content
- Promotional graphics
- Program flyers
- Landing-page content
- QR campaigns
- Re-engagement campaigns
- Past-participant outreach
- Regional promotional campaigns
Campaign sends follow County approval workflows, recipient governance and communication preferences.
Section 04 · Audience
Reach beyond the existing database
Program discovery should not be limited to families who already hold an account in the recreation system. The platform supports broader discovery and marketing across Charles County and the surrounding DMV region.
Current Charles County families
Past participants
Previous campers
Residents who have not participated before
Non-resident participants
Families interested in similar programs
Regional DMV audiences
Search and social audiences
These capabilities are designed to increase program visibility and create additional opportunities for participation and revenue. No specific enrollment or revenue outcome is guaranteed.
Section 05 · Re-engagement
Turn participation history into better outreach
With authorized participant and program history, the platform can make communications more relevant instead of more frequent.
Previous camper
Program interest
Age progression
Incomplete registration
Available capacity
All outreach and data use must respect applicable County policies, consent requirements, privacy rules, records retention and individual communication preferences.
Section 06 · AI & Automation
An intelligent assistant for recreation operations
AI is positioned as an administrative and decision-support layer for authorized staff — surfacing answers, drafting content and preparing campaigns that a person reviews and approves.
Recreation Assistant
LiveWhich programs may need additional promotion?
Questions authorized staff can ask
- “Which summer camps have the most available capacity?”
- “Which programs are approaching capacity?”
- “Which programs may need additional promotion?”
- “How much registration revenue has been collected this month?”
- “Create a marketing campaign for programs below our enrollment target.”
- “Draft an email to previous participants.”
- “Create promotional copy for this weekend's programs.”
- “Summarize registration performance.”
Section 07 · Platform Capabilities
One platform. Eight capability areas.
Every capability below is delivered inside a single system with shared program, participant and financial data — not stitched together across separate vendors.
Registration
Programs, camps, enrollment, checkout, family accounts and waitlists.
Marketing
Campaigns, program promotion, landing pages and audience engagement.
Communications
Email, SMS, notifications and participant outreach.
AI
Content generation, administrative assistance, recommendations and automation.
E-commerce
Payments, transactions, receipts and applicable commerce workflows.
Analytics
Enrollment, capacity, revenue, program performance and campaign measurement.
Program management
Schedules, locations, instructors, participants and program information.
Digital experiences
Rich program pages, multimedia content and AI/avatar experiences where applicable.
Section 08 · Evolution
From managing registration to growing participation
Traditional recreation management software does its job well. This proposal is about what comes next: the same reliable operations, plus the discovery, marketing and intelligence layer that modern programs depend on.
Traditional recreation management
- Registration
- Program listings
- Payments
- Basic communications
- Administrative reporting
Proposed recreation platform
- Registration
- Program discovery
- Rich landing pages
- Payments and e-commerce
- Email + SMS
- Marketing campaigns
- AI-assisted content
- Automated outreach
- AI/avatar experiences
- Enrollment intelligence
- Revenue opportunity analysis
- Campaign analytics
- Regional audience growth
- Modern mobile-first UX
Section 09 · Pricing
Estimated annual platform license
Estimated Annual Platform License
$15,000
Per year
Subject to final scope and requirements. One simple annual platform price — not a revenue-share on registrations.
Core platform
Included
Payment processing
Billed separately
What the license includes
- Platform licensing
- Core recreation-management functionality
- Program and camp registration
- Marketing and campaign tools
- Email communications
- SMS capabilities within agreed usage parameters
- AI functionality within agreed usage parameters
- Avatar functionality within agreed usage parameters
- E-commerce functionality
- Hosting
- Platform updates
- Standard technical support
- Administrative access
- Staff onboarding and training
Estimated proposal pricing
The $15,000 annual license is a preliminary estimate based on the currently anticipated platform scope and usage. Final pricing may change based on confirmed requirements, integrations, data migration, transaction-processing requirements, communication volume, AI/avatar usage, customization, security requirements, implementation scope, and other County requirements.
Payment-processing fees and extraordinary third-party usage or services may be separately identified in the final agreement where applicable. This estimate is not a final contractual quote.
Section 10 · Pricing Philosophy
Simple. Predictable. Built for government budgeting.
Predictable annual cost
One estimated annual license the County can budget against, reviewed at renewal against confirmed scope.
No core revenue-sharing model
The core software license is not tied to registration revenue growth.
Growth benefits the County
More residents registering should not automatically increase what the County pays for the core platform.
Section 11 · Implementation
A clear path to transition
A phased transition designed around County review gates, with no production cutover until the approved plan is validated.
- 01
Requirements confirmation
Validate registration, payments, reporting, communications, facilities, data, security, accessibility and administrative requirements.
- 02
Configuration
Configure the platform for Charles County workflows, roles and approvals.
- 03
Data migration
Migrate required program, participant, account and historical data where authorized and technically feasible.
- 04
Testing
Validate registration, payment, reporting, communications, security, accessibility and administrative workflows.
- 05
Staff training
Train County administrators, program managers and appropriate staff.
- 06
Launch
Move production recreation operations onto the new platform according to the approved transition plan.
Section 12 · Closing
Same mission.
Better tools.
Give Charles County Recreation, Parks & Tourism a modern platform designed not only to manage programs — but to help more people discover them, participate in them, and return to them.
Estimated annual license
$15,000
Final pricing subject to requirements and scope.
Camp information line (301) 932-3470
Customer service (301) 932-3480