Questions to answer when planning your camp

I have planned a lot of day camps.  These are questions that you will most likely need to answer at some point.  I've found that coming up with answers when you have time to think about it allows you to do much better than when a crisis arises.

Some items you might want to include in your planning


When to send out letters/emails to parents of cubs letting them know about your camp.

When to send out letters/emails to staff notifying them of training dates.

Scheduling training dates, how many will you do?  When?  Where?

Sending letter to hospital, who is responsible to do it?  When will it happen?

Sending letter to fire department , who is responsible to do it? When will it happen?


Scheduling pre camp inspection, who is responsible to do it? When will it happen?
Scheduling camp inspection, who is responsible to do it? When will it happen?  Who will attend inspection?
Meeting with Key Staff to divide up responsibility for national standards

Forming dens, who is responsible to do it? When will it happen?
Creating rotation schedule, who is responsible to do it? When will it happen?
Purchasing supplies, especially things that need a lot of lead time, who is responsible to do it? When will it happen?
Having program complete, who is responsible to do it? When will it happen?
Doing a dry run through planned activities, when will it happen?

Sending thank you letters to staff, who is responsible to do it? When will it happen?
Asking for donations from local businesses, who is responsible to do it? When will it happen?  Who will oversee to make sure no duplication of asking at same business?


Coordinating when/how you will get any supplies council is providing

Finding a 1st aid person, who is responsible to do it? When will it happen?
Finding a range master and getting them trained, who is responsible to do it? When will it happen?
When is your camp is “closed” to new campers?

Doing an inventory of leftover items, who is responsible to do it? When will it happen?
Purchasing items for trading post, who is responsible to do it? When will it happen?
Creating a camp map showing where stations are, who is responsible to do it? When will it happen?
Promotion plan, who is responsible to do it? When will it happen?
Budget approved, who is responsible to do it? When will it happen?
Staff manual prepared or updated, who is responsible to do it? When will it happen?
National Standards ready for inspection, who is responsible to do it? When will it happen?
Evaluations handed out to staff, who is responsible to do it? When will it happen?
Lunch time entertainment planned and scheduled, who is responsible?

Opening and Closing ceremonies planned, who is responsible to do it? When will it happen?
Recognition items purchased and prepared, who is responsible to do it? When will it happen?
Certificate given to cubs at final closing prepared , who is responsible to do it? When will it happen?