In an ideal world, everyone has the opportunity to experience the joys and benefits of climbing. But let’s face it, there are plenty of socioeconomic barriers that stand in the way. Rock Haven, a bouldering gym out of Gresham, Oregon, is tackling this issue head-on. By teaming up with their local government agencies, they’ve been able to break down some of the financial and educational barriers that exist in their corner of the world. With the help of the City of Gresham, they created low-cost climbing programs that help foster inclusivity, support youth development, and build lasting community connections. We caught up with Bre Jacks (Ops Manager) and Jen Zelen (Owner-Operator) to break it all down.
“Accessibility and inclusivity are cornerstones of the Rock Haven culture, and our city partnership has helped foster community in ways we hadn’t imagined,” says Bre Jacks, Operations Manager at Rock Haven.
Eager to make a similar impact? Don’t know where to start? This short guide will walk you through some core steps to building a sustainable partnership with your local government, incorporating tangible takeaways from the program at Rock Haven.
From Conversation to Community Days
Rock Haven’s journey began with nothing more than a simple conversation. The gym operators reached out to Gresham’s economic development department to explore opportunities. With no formal agenda, they asked about ways they could engage with the city. That initial contact led them to the Parks & Recreation department, where the staff saw the gym’s potential for youth programming. The Rock Haven team talked about their partnerships with various nonprofits to offer discounted rates, which sparked interest at the department.
Before discussing the possibility of funding, a city staff member suggested the Community Climb Days concept: a chance for Gresham residents to climb at the gym for free on the first and third Wednesday of the month. Within four to five months of their first meeting, an agreement was in place. Fast forward two years, and what started as community climbing days quickly evolved to include a structured after-school program for local middle schoolers.
“From that first step, keep having conversations with different departments,” Jacks advises. “If there’s a way to work together, don’t hesitate to bring it up.”
The key takeaway? Start simple. Opening a dialogue without expectations can lead to unforeseen partnerships and new opportunities for your gym.
Understanding the Value of Partnerships
Before reaching out to your local government, you should understand the value your gym brings to the city. Unlike some traditional recreation centers, climbing gyms offer a staff team specialized in climbing, a knowledgeable community, and established facilities. Local governments often lack the resources to build their own climbing walls, which makes a partnership with a commercial gym financially practical.
“Climbing walls are an expensive endeavor, so why not partner with an existing gym? It makes sense financially and creates a better experience for kids,” says Jacks.
Climbing programs also offer many mental and physical health benefits that the Parks & Recreation department in your city might be interested in expanding. Be prepared to convey this value in your conversations with city officials. The power of climbing is why we’re all doing this work, right?
Starting the Conversation
When you’re ready to engage with your local government, here are some actionable steps to get started:
- Identify the Right Departments: Parks & Recreation, Youth Services and Health Departments are great starting points.
- Make It Personal: Invite decision-makers to your gym to experience climbing firsthand.
- Ask Questions: Understand the department’s goals by asking about their needs. Then consider yours.
- Stay Flexible: Embrace new ideas. If your original vision isn’t the right fit, something even better might be just around the corner.
Structuring Your Program
The structure of your program will likely revolve around the needs of the community at your gym. Here’s how Rock Haven did it:
- After-School Programs: Twelve middle schoolers participate in a free, city-funded program, which includes time for homework, socializing and skill development.
- Community Days: Twice-per-month, discounted climbing days for Gresham residents promoted through the city’s Parks & Recreation department.
- Sponsorship Team Spots: Consider sponsoring a few competitive team spots for program participants who show a strong passion for the sport.
- Inclusive Atmosphere: When the programs are in full swing, after-school participants and gym team members climb side by side, often indistinguishable from one another. And that’s by design—Rock Haven’s goal is to break down socioeconomic barriers and create a space where everyone feels they belong.
Pro Tip: Starting small with a pilot class can help gauge interest and demonstrate value before scaling up.
Overcoming Challenges
While Rock Haven experienced interest out the gates, building a successful community partnership may not always be smooth sailing. If your initial proposal doesn’t gain traction, don’t get discouraged. Consider refining your approach and exploring other departments, like Youth Services or the Health Department.
Addressing Budget Concerns
Budget limitations can be a common hurdle, since municipalities may hesitate to commit due to perceived costs. In these cases, consider highlighting the long-term savings of partnering with a climbing gym compared to constructing and maintaining a rec wall. Perhaps put together a comparison forecast to illustrate your point. Offering flexible options—such as discounted group rates, subsidized pricing, or tiered models based on group size or need—can also make your proposal more appealing. A little adaptability can go a long way.
Adapting to Growth and Participation
Once your program is established, be prepared for the influx of climbers on program days. The Rock Haven team faced an unexpected surge in participation that they were forced to navigate out of the gate. “We are so glad to host Community Climbs, but the early days were overwhelming, with large groups of new climbers unfamiliar with the space,” they shared. This experience led them to refine their orientation process, set clearer expectations, and provide ongoing reminders for existing members.
Managing Risk and Liability
Risk management is often a major concern, especially for those unfamiliar with the sport of climbing. Address these concerns head-on by explaining your gym’s safety protocols, including staff certifications, safety briefings and ongoing gym maintenance. Provide city officials with detailed explanations of liability insurance and waivers designed to protect both parties. If they’re still unsure, invite stakeholders to come observe a session at your gym and engage with the staff to see your safety measures in action.
“Remember that a lot of good things take time,” advises Jacks. Ensure decision-makers fully understand your offerings and how you’ll implement them. Providing clear information upfront is a building block for fostering trust and confidence.
Maintaining the Relationship
Okay, your programs are up and running, you’re gaining traction, and you want to go the distance, maintaining a long-term partnership. Sustained communication is key. Schedule regular check-ins with your community partners to assess progress and opportunities for growth. But don’t stop there—engaging with city initiatives beyond your core programs can deepen relationships and open new doors. For example, Rock Haven will support an upcoming community run by tabling at the event and providing climbing access as part of post-race celebrations. It’s a win-win: an engagement tool for them, a marketing tool for you, and another meaningful way for community members to stay active.
Engaging Beyond the Initial Program
- Offer various ideas for keeping momentum going, like co-hosting events, expanding the program to include family days, or partnering on city-wide initiatives.
- Provide opportunities for gym staff to volunteer at city-led events, or consider sponsoring small, local competitions around the city (think outside the climbing bubble).
Feedback Loops
- Suggest creating simple feedback surveys for participants, parents and city officials. This step can provide actionable insights into how a program could be improved.
- Consistent feedback loops show you care about the needs of the community members at your gym and can help you better understand and meet those needs.
Building Long-Term Sustainability
- Spread the responsibility and track your processes. This sharing helps ensure programs aren’t reliant on a single person’s leadership. Documenting workflows can help keep the partnership resilient through staffing changes.
- Openly discuss the importance of budgeting for a continued collaboration and consider multi-year contracts for more stability.
Financial Stability Matters
When planning your programs, don’t shy away from generating revenue to help pay for them. Financial sustainability is key to long-term success. Rock Haven uses a flat-rate agreement to cover staffing and operational costs, which helps provide predictable revenue at a rate that’s set to keep the climbing accessible. When determining your payment model, consider opportunity costs, such as lost check-ins and retail sales, as well as variable expenses, like additional staff. While it’s important to factor in your gym’s overhead, try not to get bogged down in the details—ultimately, the goal is to find a balanced agreement that benefits both sides.
Consider These Financial Models:
- Per Person Rate: A set fee per participant covering instruction, facility use and gear rentals.
- Flat Rate Agreement: The city pays a fixed amount regardless of attendance.
- Hybrid Approach: Combine a base fee with a per-person rate to balance risk.
Evaluating Impact: Tracking and Adapting
Remember your feedback loops? Keep those going. Create simple methods to gather feedback from participants and your government partner through surveys, testimonials and informal conversations. Track key metrics like participation, retention and satisfaction. Beyond the numbers, many people may first discover your facility through community programs and later become long-term members. Recognizing these indirect benefits can add significant value to your partnership.
Also, be sure to pay attention to the intangible impacts: Are kids gaining confidence? Are new friendships forming? Are families becoming more engaged at your gym? These stories are powerful indicators of success and proof that climbing is making a lasting impact in the community at your gym. All this research can then inform your decision-making as you adjust the programs over time.
“We continually evaluate where we can improve,” Jacks notes. “This adaptive approach keeps our programming effective.”
Building a Lasting Impact
Ultimately, partnerships like Rock Haven and the City of Gresham’s create opportunities for people who might not otherwise have access to climbing. When your gym leads with a genuine desire to build community, the financial and logistical aspects tend to fall into place.
“These collaborations bring communities together, promote active lifestyles and foster new friendships,” the Rock Haven team emphasizes.
Start the conversation, stay flexible and lead with your values. The joy of climbing is worth sharing—and your local government might just be the perfect partner to make it happen.
