General Timeline for Summer Camp Planning/Agenda Items

General timeline for summer camp planning/agenda items

Beginning in October:

Site (many things hinge on this)

Camp dates (want to be firmed by January so that you can send out an email announcement in January if possible. People want information as early as possible to plan their vacations).

Photo Contact Sheet (Goal is to have it out before end of year. Haven’t made it yet) Begin update of mailing list (who responsible)

Presenters – explore possibilities and availability (camp dates are helpful here) Theme

Who will do what? What level of responsibility? Using committees and tasks list, begin to assign responsibility for different areas. This is an ongoing effort.

Begin recruiting for especially large areas of responsibility such as kitchen, children’s program(s)

Preliminary budget Fees for camp (also firmed by January if at all possible)

Marketing – how much, what form, budget, who responsible (deadlines come early)

Review policy decisions

Beginning in January

Firm up Scamp/Imp responsibilities

Firm up Camp dates Firm up Camp fees Firm up theme Send out email announcement in Jan/Feb timeframe

Ads, announcements placed

Begin firming up presenters

Assess needs for site (setting up camp) Assess needs for work exchange,

Firm up budget

Begin work on registration packet (need info on dates, fees, presenters, schedule, theme, etc.)

Work on schedule

Work on programs

Beginning in April

Presenters firmed Schedule firmed

Registration Packet to printer Ideally Reg Packet out in early April (late April?)

Continue work on programs

Once Reg Packet is out

Heavy duty time for Registration, Work exchange, Scholarship considerations Confirmation letters

Continue to tweak schedule

Work on programs

Begin purchasing needed items once money starts coming in

Decide when/how work can begin at site

Be sure there is someone on top of presenter travel

Deal with surprises as they arise

Beginning June/July

Think about/prepare any handouts at camp

Think about evaluations

Get rentals lined up: porta potties, audio (?) refrigeration(?), Insurance lined up telephone/computer service lined up

Driver to bring storage lined up

Heavy duty for site/grounds, kitchen planning/vendors

And it’s camp time