Planning For Camp Series: Logistical Planning

//Planning For Camp Series: Logistical Planning

Planning For Camp Series: Logistical Planning

When you are taking a group of students to camp, there always seems to be something left undone, some seemingly tiny detail that eludes you until it becomes blazingly unavoidable to recognize that failure to check that box, can have a significantly detrimental impact on the overall quality of your camp experience. Here is to checking all the boxes, and having the best camp experience.

Taking care of all the details – Planning for Camp

There always seem to be something needing to be done. We’ve broken up your to-do list into 5 simple categories:

Camp Logistics
Campers
Parents
Leaders
Yourself

Camp Logistics

  • When is the last chance to change the number of people coming?
  • When are your payments due?
  • Communicate those last minute number changes.
  • Communicate any food allergies or dietary restrictions.
  • Communicate any Goals/Objectives that you have.  While not every camp will be able to fully customize the design of your camp, they should be able to make small tweaks to better optimize any objectives or goals that you have for your youth.

For Everyone Going to Camp

  • Distribute what to bring lists.  Be sure to clarify any special things they should bring or leave at home.
  • Distribute any paperwork the camp (or your church) requires.
  • Collect back any required paperwork.
  • Collect payments1
  • Do kids need to bring any cash with them?  Food on the way there or back?  Snacks, Gifts, Premium activities at camp?
  • Consider communicating the goals of camp. Maybe you communicate your goals, or you have your group as a whole discuss their reasons for going to camp. Frontload expectations.
  • Consider scheduling an event the week after camp to celebrate and help bring home the growth and experiences of camp. Will this be a kids only, or invite your parents type of event?

For Parents

  • Who should parents contact if there is an emergency at home?
  • Who should parents contact if they miss their kids and want to know that they are ok?
  • Communicate to parents if they should not expect to hear from their kids while at camp.  Will it be, “No news is good news” or “I’ll update ____ site/person with general updates every afternoon”?
  • Where should parents check to see if you will be arriving back at Church earlier or later than originally planned?2

Leader Logistics

  • Perform any background checks that your church or the camp requires of any adults on the trip.
  • Communicate to them the goals of the trip.  Is there anything they specifically should do (or avoid doing) to help achieve that goal?
  • Distribute (if needed), directions to camp, and where you plan to stop along the way for food and/or bathroom breaks.  Remember, many camps tend to be located in cellular dead zones, you might not be able to call for directions if your gps misleads you.

Your Personal Logistics

  • You’ll likely be running around like crazy right before you leave.  Schedule a time sometime in the last week, to get away by yourself (or your family) so that you might better prepare yourself emotionally and mentally for camp.
  • Schedule some time for after you return home to not only catch up on the work you missed while at camp, but to also catch up on both your personal life, and your emotional/spiritual well being.

Part of the Preparing for Camp Series

Show 2 footnotes

  1. As we’ve talked about before, if giving scholarships to students or offsetting costs for leaders, we strongly encourage you to never reduce the costs to zero.  Even a small $20 payment can move mountains to reduce last minute no-shows and cancellations.
  2. You don’t want to be calling each parent while stuck in traffic right?
By | 2018-02-26T10:57:53+00:00 March 29th, 2017|Shared Knowledge|

About the Author:

Rock-N-Water is a group of Christians who want to impact young people with the joy of God's Living Word, so they might come to know Jesus and pass on God's love with excitement. We focus our program on biblical principals, and we use the help of nature, friendship, and challenge to develop character.

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We believe we should, "Love the Lord (our) God with all (our) heart, and with all (our) soul, and with all (our) mind," and "The entire law is summed up in one command: Love your neighbor as yourself." Matthew 22:37, Galatians 5:14. We believe Jesus Christ is the eternal and only Son of God. That He died on the cross as the perfect sacrifice, paying the penalty for all our sins, and then rose from the grave. It is through faith alone in Jesus Christ that we have received the free gift of salvation and eternal life. We are saved by grace, not works, “that no one should boast”. We believe the Bible is accurate, reliable, and the Word of God. (Luke 5:20-24; John 1:1-18; John 3:15-21; John 14:1-15; Ephesians 2; 1 John)

Booking & Reservation Questions

We've tried to spell out who we are and why we think spending time in the outdoors is so valuable. But if you've still got questions, please don't hesitate to contact us we'd love to help.

Who we are

Rock-N-Water is a group of Christians who want to impact young people with the joy of God's Living Word, so they might come to know Jesus and pass on God's love with excitement. We focus our program on biblical principals, and we use the help of nature, friendship, and challenge to develop character.

Contact Info

Mail: PO Box 307 Coloma CA 95613

Phone: 1-800-738-0555

Fax: 1-530-344-0398