Spring Gathering Director's Planning Schedule - Revision history

Anonymous Moose at 18:53, 19 May 2018

2018-05-19T18:53:05Z

Anonymous Moose: /* Policies every Program Director needs to read and understand */

2018-05-19T18:35:04Z

‎Policies every Program Director needs to read and understand

Anonymous Moose at 18:32, 19 May 2018

2018-05-19T18:32:56Z

Anonymous Moose: Created page with "This lis not a complete list, but it can serve as tool to prepare for your program ==December== Already start recruiting staff ==January== Inform Program Circle about activit..."

2018-05-19T18:04:57Z

Created page with "This lis not a complete list, but it can serve as tool to prepare for your program ==December== Already start recruiting staff ==January== Inform Program Circle about activit..."

New page

This lis not a complete list, but it can serve as tool to prepare for your program
==December==
Already start recruiting staff

==January==
Inform Program Circle about activities that you are planning that cost money. The Program Circle will need to submit a budget request by the end of the month for approval by the Shehaqua Council, and unless you tell them that your budget needs to be larger than the one of the previous year because of special activities, the Program Circle will apply for the same budget for your program as in the previous year. (Estimate since you may not know exactly what things will cost)
Camp directors begin to recruit key staff positions, such as cook, move in/move out coordinator, general affairs, presenters, etc.

==February==
Determine what age group the program is geared toward; young families, young adults, or mixed?
Establish theme/ purpose of program
Camp directors recruit key staff positions, such as cook, move in/move out coordinator, general affairs, presenters, etc. (if not found already)
Clarify when registration can open
Coordinate with newsletter editor to announce Spring Gathering. Save the date announcement usually goes out in early March, and registration opens in March or early April

March
Coordinate with newsletter editor to announce Spring Gathering. Save the date announcement usually goes out in early March, and registration opens in March or early April. The earlier you know who signs up the easier it will be for you to plan the activities and assign volunteer roles. Registration should open at least one month before the program starts. (Registration opened April 6 in 2014, April 4 in 2015, March 6 in 2016, and March 11 in 2017.)
Coordinate with registrar and webmaster about registration
Solidify core staff team: activities leader, education component, logistics, etc.
Hold weekly or bi-weekly meetings with staff team to discuss details.
Continually advertise the event through social media, give reminders before early bird deadline

April
Make sure you are familiar with all Shehaqua policies and the Hickory Run State Park rules. The Program Circle should assist you in finding all these policies in our Guidebook/Wiki pages—if they don’t do it, you need to reach out to them and ask.
Continually check the “who is coming” link on the registration site so you can ask these people for help and also get a sense of the audience coming
Proactively invite people to the event. Ex: If you have 5 core staff then every one of them should be responsible for personally inviting 15ppl with a goal of 5 attendees each.
Learn how to use the staff section of the registration page to make volunteer assignments (the webmaster will have to give you access to this section)
Work with social media coordinator to create a Facebook Event page

May
Find out how to get the key for the mattress storage, and how to return it at the end of camp
Learn how to coordinate with park rangers (walk through at the end of program, etc)
Send out email to all participants with code of conduct and what to bring list
Post updates to Facebook Event page

Policies every Program Director needs to read and understand:
Pennsylvania State Park Regulations
https://www.shehaquafamily.org/wiki/index.php?title=PA_State_Park_Regulations
General Shehaqua Program Policies
https://www.shehaquafamily.org/wiki/index.php?title=Program_Policies
Financial Policies
https://www.shehaquafamily.org/wiki/index.php?title=Financial_Policies
Administrative Discounts
https://www.shehaquafamily.org/wiki/index.php?title=Administrative_Discounts
Shehaqua Code of Conduct
https://www.shehaquafamily.org/wiki/index.php?title=Code_of_Conduct
Staff and Volunteer Assignment descriptions
https://www.shehaquafamily.org/wiki/index.php?title=Category:Staff_Descriptions
Shehaqua Data Privacy
https://www.shehaquafamily.org/wiki/index.php?title=Using_email_addresses_and_other_data_from_Shehaqua_programs

@@ Line 1: / Line 1: @@
-This lis not a complete list, but it can serve as tool to prepare for your program
+This lis not a complete list, but it can serve as tool to prepare for your program.
 ==December==
 *Already start recruiting staff

@@ Line 35: / Line 35: @@
 ==Policies every Program Director needs to read and understand==
-Pennsylvania State Park Regulations
+** [https://www.shehaquafamily.org/wiki/index.php?title=PA_State_Park_Regulations Pennsylvania State Park Regulations]
-https://www.shehaquafamily.org/wiki/index.php?title=PA_State_Park_Regulations
+** [[Program Policies|General Shehaqua Program Policies]]
-General Shehaqua Program Policies
+** [[Financial Policies]]
-https://www.shehaquafamily.org/wiki/index.php?title=Program_Policies
+** [[Administrative Discounts]]
-Financial Policies
+** [[Code of Conduct|Shehaqua Code of Conduct]]
-https://www.shehaquafamily.org/wiki/index.php?title=Financial_Policies
+** [https://www.shehaquafamily.org/wiki/index.php/Category:Camp_Shehaqua_Staff_Descriptions Staff and Volunteer Assignment descriptions]
-Administrative Discounts
+** [[Using email addresses and other data from Shehaqua programs|Shehaqua Data Privacy]]

@@ Line 1: / Line 1: @@
 This lis not a complete list, but it can serve as tool to prepare for your program
 ==December==
-Already start recruiting staff
+*Already start recruiting staff
 ==January==
-Inform Program Circle about activities that you are planning that cost money. The Program Circle will need to submit a budget request by the end of the month for approval by the Shehaqua Council, and unless you tell them that your budget needs to be larger than the one of the previous year because of special activities, the Program Circle will apply for the same budget for your program as in the previous year. (Estimate since you may not know exactly what things will cost)
+*Inform Program Circle about activities that you are planning that cost money. The Program Circle will need to submit a budget request by the end of the month for approval by the Shehaqua Council, and unless you tell them that your budget needs to be larger than the one of the previous year because of special activities, the Program Circle will apply for the same budget for your program as in the previous year. (Estimate since you may not know exactly what things will cost)
-Camp directors begin to recruit key staff positions, such as cook, move in/move out coordinator, general affairs, presenters, etc.
+*Camp directors begin to recruit key staff positions, such as cook, move in/move out coordinator, general affairs, presenters, etc.
 ==February==
-Determine what age group the program is geared toward; young families, young adults, or mixed?
+*Determine what age group the program is geared toward; young families, young adults, or mixed?
-Establish theme/ purpose of program
+*Establish theme/ purpose of program
-Camp directors recruit key staff positions, such as cook, move in/move out coordinator, general affairs, presenters, etc. (if not found already)
+*Camp directors recruit key staff positions, such as cook, move in/move out coordinator, general affairs, presenters, etc. (if not found already)
-Clarify when registration can open
+*Clarify when registration can open
-Coordinate with newsletter editor to announce Spring Gathering. Save the date announcement usually goes out in early March, and registration opens in March or early April
+*Coordinate with newsletter editor to announce Spring Gathering. Save the date announcement usually goes out in early March, and registration opens in March or early April
-March
+==March==
-Coordinate with newsletter editor to announce Spring Gathering. Save the date announcement usually goes out in early March, and registration opens in March or early April. The earlier you know who signs up the easier it will be for you to plan the activities and assign volunteer roles. Registration should open at least one month before the program starts. (Registration opened April 6 in 2014, April 4 in 2015, March 6 in 2016, and March 11 in 2017.)
+*Coordinate with newsletter editor to announce Spring Gathering. Save the date announcement usually goes out in early March, and registration opens in March or early April. The earlier you know who signs up the easier it will be for you to plan the activities and assign volunteer roles. Registration should open at least one month before the program starts. (Registration opened April 6 in 2014, April 4 in 2015, March 6 in 2016, and March 11 in 2017.)
-Coordinate with registrar and webmaster about registration
+*Coordinate with registrar and webmaster about registration
-Solidify core staff team: activities leader, education component, logistics, etc.
+*Solidify core staff team: activities leader, education component, logistics, etc.
-Hold weekly or bi-weekly meetings with staff team to discuss details.
+*Hold weekly or bi-weekly meetings with staff team to discuss details.
-Continually advertise the event through social media, give reminders before early bird deadline
+*Continually advertise the event through social media, give reminders before early bird deadline
-April
+==April==
-Make sure you are familiar with all Shehaqua policies and the Hickory Run State Park rules. The Program Circle should assist you in finding all these policies in our Guidebook/Wiki pages—if they don’t do it, you need to reach out to them and ask.
+*Make sure you are familiar with all Shehaqua policies and the Hickory Run State Park rules. The Program Circle should assist you in finding all these policies in our Guidebook/Wiki pages—if they don’t do it, you need to reach out to them and ask.
-Continually check the “who is coming” link on the registration site so you can ask these people for help and also get a sense of the audience coming
+*Continually check the “who is coming” link on the registration site so you can ask these people for help and also get a sense of the audience coming
-Proactively invite people to the event.  Ex:  If you have 5 core staff then every one of them should be responsible for personally inviting 15ppl with a goal of 5 attendees each.
+*Proactively invite people to the event.  Ex:  If you have 5 core staff then every one of them should be responsible for personally inviting 15ppl with a goal of 5 attendees each.
-Learn how to use the staff section of the registration page to make volunteer assignments (the webmaster will have to give you access to this section)
+*Learn how to use the staff section of the registration page to make volunteer assignments (the webmaster will have to give you access to this section)
-Work with social media coordinator to create a Facebook Event page
+*Work with social media coordinator to create a Facebook Event page
-May
+==Policies every Program Director needs to read and understand==
 Pennsylvania State Park Regulations
 https://www.shehaquafamily.org/wiki/index.php?title=PA_State_Park_Regulations