Note This Is a Rough Guide to the Most Important Things Which Must Be Considered by The

Note – This is a rough guide to the most important things which must be considered by the team organizing a venturer camp. In reality many of the roles may be done by teams of two, some jobs may be moved between roles to suit individual skills sets. A coordination team may decide to abolish some of the roles suggested here or invent roles of their own. This is simply a guide.

Months What needs to get done before the camp

24  Coordinator found  Find mentor for camp coordinator

22  Coordinator – find people to fill Roles, (Admin, Treasurer, Program, KP, Production, comms, International).

18  Coordinator - Submit provisional budget to GC (receive feedback)

15  Coordinator/ treasurer - Submit final budget to GC (for approval)  Coordinator - Sort out a booking system.  Production - Book a site (Provisional)

12  Coordinator/production - Book site formally, pay deposit. (Woodcraft can pay the deposit but only with budget approval from GC)  Coordinator/admin - Bookings open - Publicise!  Admin - begin to deal with queries from districts trying to book/pay.

9  Coordinator - Communicate with DFs about Roles.  Coordinator - Find a head steward.  Admin - Early Bird booking deadline (Very early December – this gives the office time to sort everything before everyone leaves from Christmas)  Comms/everyone - Publicise bookings – (You can get a list of venture group contacts from the office, use your team to ring each contact, both to publicise and to start estimating numbers)

6  Admin - should be keeping track of who has booked  Treasurer – Start to chase who has paid and make budget projections based on booking estimates from ringing districts.  Program - Deadline for centre applications  KPs - should have produced a menu.  Comms/everyone - Publicise bookings (More ringing districts)

3  Admin - will need to sort out which districts are camping in which village.  Precamp – Decide policy e.g. alcohol bedtimes, safeguarding.  Admin at precamp - Inform Districts where they are camping and facilitate their initial meetings around who will provide what equipment.  Treasurer – Chasing payments  Program needs to communicate with Centre coordinators around budget, and marquee requirements.  Production needs to start contacting village contacts for gas requirements.

2  Admin - Bookings close – Probably early June (Don’t be alarmed about bookings too much – Lots of bookings will come in the last few weeks)  Coordinator needs to make/find someone to make a map of the site and add on the positions of centres, villages ect.  Treasurer – should produce a final budget, with up to date attendance and more chasing payments.  KPs should have produced a list of what food needs to arrive on which days and identified suppliers.  Program needs to be in communication with the centres around timetabling and producing the Vcamp program guide.  Program should ensure wristbands are designed and ordered.  Production should have identified a cab company/ minibus hire to get people to and from the station.  Production should be finalizing village gas requirements.  Production should find a marquee company, and place an order for the larger marquees which cannot be provided by the site.  Production should find a supplier for tables and chairs for the villages and central area.

1  Admin – Chase booking details and manage late bookings  Treasurer – Chase payments  Program – the Vcamp Program Guide goes out.  KPs should have placed orders with food suppliers, this may involve setting up credit agreements.  KPs should have produced a Booklet for KPs with Recipes and Quantities for each meal.  Production should be in communication with the site asking them to order gas, and around which marquees the site can provide.  Production – hire a flat bed truck to move equipment around the site.  On Camp  Treasurer – More Chasing payments. Collecting expenses forms, make sure Cafes have floats and a secure place to store money on camp.  Admin – manage disputes and continue to communicate with villages  Program - trouble shoot program problems  KP – distribute food  Production, make sure everyone has gas, help site services manage the toilets and rubbish.