Family Camp Director’s Planning Schedule

Family Camp Director’s Planning Schedule

Hello family camp directors! Here are the key deadlines and to-do items when planning a week or weekend of family camp. This is a general outline and continues to be updated

The dates below are as if your week started on Sunday, July 24th. Some of the deadlines in regards to printing are the same for all weeks and the weekend.

End of March

• Announce registration opening

• Announce any special education tracks for your week/weekend

April 25

• Start looking/Have a Head Cook identified (Connect with Family Camp Circle)

• Figure out who you want to be your key staff, especially if you have certain people you work well with.

• Familiarize yourself with our registration system and start assigning volunteer roles on that document.

May 7

• Have an Education Director identified (Connect with the Family Camp Circle if you need help)

• Develop the vision for your program.

• Invite people and advertise for your week! Create a Facebook Event page.

• Make sure all staff registers before the end of early bird deadline. Otherwise they will not receive the full administrative discount (if their position entitles them to an admin discount).

June 1

• Continue communicating with staff regularly • After the initial invite to do a job, contact those people again and make sure they understand their jobs. • Contact every family that you begin to assign

June 15

• Have the schedule for the week generally planned out

• Have other key positions filled: General Affairs

• Start doing another advertising push for the June 30th registration deadline

July 5th (after regular registration deadline)

• Assign all of the participants to roles.

• Notify participants of their roles, especially if you have to assign jobs to people that are different from what they volunteered for. Checking with them now whether they are okay with the assignments will save you a lot of potential headache at camp.

• Assign people to education groups (this should be done by the education director). Supervise education director and make sure all group leaders have been informed that they were chosen as group leaders and are okay with it. Not all teens like to be group leaders.

• Send out a letter to participants, informing them about specifics of your camp. In previous years, the registrar used to send out a letter closer to camp with directions, registration information, a list of what to bring, etc. The Council decided in March 2018 that this should be done by the camp directors instead.

• Send a list of special dietary needs to the cook

July 6

Please let the registrar know: • if you or a teacher need any booklets printed and put together with binding combs or in folders, because she will need to buy these. • if you like any additions or changes for the group leader manual. It might take her time to get it in a good printable format.

July 8

• Please send the registrar: Anything else: Number of group leader manuals needed, reflections, possible feedback forms, HDH or other materials, except what is mentioned below.

July 10

• Please email the registrar: Daily schedules. She can look over it and ask you questions (often needed) by July 11.

July 11

• Please email the registrar: Group kitchen help schedule for serving and clean-up for your week. When making the schedule the size of the groups need to be considered; small groups can be combined. The schedules can still be adjusted (group leader names) and reprinted at camp, if necessary, or the names can be added by hand.

July 12

• Please email the registrar final Excel and PDF version of daily schedules. She will print the schedules for all sessions before camp and post them throughout camp on July 23.

July 14–16

• The registrar will print schedules, family names for cabins, registration booklets, labels, etc.

July 17

• Let the registrar know if you like her to include anything for your program in her email to all participants about practical details like arrival time and what to bring.

• The registrar is leaving for camp on July 21. (That date can change from year to year, depending on program dates.)

One Week Before Camp

• E-mail participants a welcome letter to camp

• Add any special programming that you want them to know about, etc