Free seasonal site rate sheet and agreement template

A seasonal site is the steadiest money many campgrounds make, and it is often handled on a handshake and a notebook. This template gets your rates and your agreement on paper, in plain English, so you and your guest both know what was promised.

You get two things on this page: a rate sheet you can open in any spreadsheet, and an outline for a seasonal site agreement. Both are free, and nothing is locked behind an email address. You do not need CampStack to use them.

A note before you start

This is not legal advice. It is general information to help you organize your paperwork. Rules for seasonal and long-term RV guests, utility billing, deposits, late fees and ending an agreement vary by state and sometimes by city or county. Before you use any agreement with a guest, have an attorney who knows your state read it. We have not put state-specific rules here, because we would rather say nothing than say something wrong.

What you are downloading

1. Seasonal rate sheet (Excel, with a CSV copy). One row per site type or rate, with spare rows and a column that works out the seasonal price per night. It opens in Excel, Google Sheets or Numbers. The columns are listed below under "Template content."
2. Rate worksheet and agreement outline (PDF). A rate worksheet to fill in by hand, then section headings with plain-English notes on what to put under each, and blanks to fill in. Print it or fill it in on screen.

Both are yours to change. There is no credit line required.

How to set a seasonal rate

There is no single right number, and we will not pretend there is. Any figure you see online that says "seasonal guests should be discounted by 30 percent" is somebody's guess. Here is a way to think about it that uses your own numbers.

1. Work out what the site earns by the night. Take the nightly rate and the share of nights you usually fill in the same months. Multiply them. That is the site's likely nightly income for the season.
2. Decide what certainty is worth. A seasonal guest pays whether or not the weather is good, and you do not have to fill the site every weekend. That certainty is worth something, and it is worth less if your site always sells out in the summer.
3. Look at the shoulder months. A seasonal rate usually makes the most sense in months when the site would sit empty.
4. Price the extras separately. Electric, water, sewer, Wi-Fi, a storage spot, a second vehicle, a pet. Decide which are included and which are billed.
5. Write down the reason. If you cannot say why the rate is what it is, you will have a hard time explaining it to the next guest who asks.

Put the numbers in the rate sheet and compare nightly, weekly, monthly and seasonal side by side. The sheet shows what the guest pays per night under each option, which is the number that makes the difference clear.

What to put in the agreement

Plain English works. A guest who understands the agreement is a guest who follows it. The outline below has these parts:

• Who and what: you, the guest, the site and the rig
• When: start and end dates, and what happens at the end
• Money: the rate, deposit, due dates, late fees and returned payments
• Utilities: what is included and how extras are billed
• Rules: guests, pets, quiet hours, vehicles, rig age and condition, storage
• Ending early: by either side, and what is refunded
• Problems: what happens if rules are broken or rent is not paid
• Signatures and a copy for each side

Using the template with CampStack

If you use CampStack, seasonal and monthly guests go on a payment schedule instead of a nightly bill, and you can export your seasonal list to a spreadsheet at any time. Many rate sheet columns match CampStack's rate import (rate name, season start and end, nightly, weekly, monthly, minimum nights, weekend nightly, extra adult and child), so you can bring your rates in from a file. Columns CampStack does not use, such as deposit terms, stay in your file as a reference. See the switch guide for how the import works.

If you are looking at pricing for your whole park, the booking fee calculator shows what guest booking fees add up to, and the pricing page lists what CampStack costs: $49 a month or $490 a year, flat.

Template content

Part 1: Seasonal rate sheet columns

The Excel file and the CSV use these columns. The first row is the header. The Excel file adds one formula column, described in the table.

The examples are placeholders to show format. They are not recommended prices, and they do not come from any survey.

Sample rows to copy:

rate_name,applies_to,season_start,season_end,nightly,weekly,monthly,seasonal,min_nights,weekend_nightly,extra_adult,extra_child,deposit,deposit_refundable,payment_schedule,electric,tax_rate_pct,notes
Summer Full Hookup,Full hookup,2027-05-01,2027-09-30,,,,,,,,,,,,,,
Shoulder Full Hookup,Full hookup,2027-04-01,2027-04-30,,,,,,,,,,,,,,
Tent Site,Tent,2027-05-01,2027-09-30,,,,,,,,,,,,,,

Leave the money columns blank until you set your numbers.

Part 2: Seasonal site agreement outline

Plain-English headings with notes. Fill the brackets. Delete what does not apply. Have an attorney review the result.

Title: Seasonal Site Agreement

1. Parties

• Park: [legal name of the campground or company], [address]
• Guest: [full name(s)], [address], [phone], [email]
• Date of this agreement: [date]

2. Site and rig

• Site number: [number]
• Rig: [type, length, year, make], plate or ID: [number]
• Vehicles allowed: [number]
• Note: a rig that is not in good repair or does not meet park standards [may or may not] be accepted. [State your standard.]

3. Term

• Starts: [date]. Ends: [date].
• At the end of the term: [the guest removes the rig, or the agreement renews on these terms: ____].
• Early arrival or late departure: [how it is charged].

4. Rate and payments

• Seasonal rate: $[amount] for the term.
• Deposit: $[amount], due [date], [refundable or not, and when].
• Balance: $[amount], paid [in full on date / in installments on these dates].
• Accepted payment methods: [card, check, cash, ACH].
• Late payment: [grace period, late fee].
• Returned payment: [fee].
• Taxes: [how they are handled].

5. What is included

• Water: [yes or no]. Sewer: [yes or no]. Electric: [included / metered at $__ per kWh / flat $__ per month]. Wi-Fi: [yes or no]. Trash: [yes or no]. Amenities: [pool, laundry, showers].
• Extras billed separately: [list, with prices].

6. Park rules

• The park rules, dated [date], are attached and part of this agreement.
• Guests and visitors: [how many, fees, visiting hours].
• Pets: [rules, fees].
• Quiet hours: [times].
• Fires, fuel and grills: [rules].
• Storage, sheds, decks and changes to the site: [what is allowed and who pays].
• Subletting or renting out the site: [allowed or not].

7. Insurance and responsibility

• The guest is responsible for the rig and its contents: [state your policy].
• Insurance requirement: [if any].
• Damage to park property: [how it is handled].

8. Ending the agreement

• By the guest before the term ends: [notice required, refund policy].
• By the park: [reasons, notice required, refund policy].
• What happens to the rig if it is left after the term ends: [your process]. Check your state's rules before you write this section.

9. Problems and notices

• If rules are broken: [warning, then what].
• Notices are given by [email, mail, in person] to the addresses above.

10. Other

• Anything agreed outside this document is [not] part of the agreement.
• Governing state: [state].

Signatures: Park: __________ Date: ______ Guest: __________ Date: ______

Not legal advice. This outline is general information for organizing your paperwork. It does not account for your state's laws. Have an attorney review your agreement.

Questions to settle before you hand out the agreement

• Will you take returning seasonal guests first, and until what date?
• How much notice will you give if your rate changes next year?
• What do you do about a guest who stops paying in July?
• What do you want the site to look like at the end of the season?
• Is a guest allowed to live on the site, or is it for recreation only? Some towns restrict full-time stays.

Write the answers into the agreement. Most disputes at seasonal parks come from something nobody wrote down.

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