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Before Camp
Co-Chairs:
- Confirm all summer roles and meet with coordinators to explain and assign
- Check in with all coordinators weekly (all summer)
- Make coordinator applications available (right after camp if have not already selected)
- Determine WHO will be responsible for post-camp follow-up activities, explain tasks, get clear on expectations, deadlines, etc. for these activities
- Transfer Coordinator binders and any camp files from current Coordinators to Coordinators for the following year; have old and new Coordinators for each committee meet in person to transfer knowledge, suggestions, etc. **This must be done ASAP; postponing has proven to be unsuccessful.
- Confirm videographer/photographer
Camper Care:
- Share camper forms with nurse and mental health professional
- Assign all campers to cabins and units
- Check that ALL campers have ALL forms submitted and completed; call families with incomplete forms and do your best to get these BEFORE camp; if forms are still missing or incomplete before first day of camp, indicate this on master camper roster for Check-In
- Print and organize ALL camper files and counselor forms and bring to camp. Store in a safe place at camp (each camper should have a separate file folder labeled with name and colored sticker by unit; counselor forms should be in alphabetical order or in separate file folders)
- Contact local newspapers and news stations about camp (1-2 weeks before camp)
- Send Pre-Camp Packet on Active
Fundraising:
Admin and Camp Programming:
- Submit all expenses by the 5th of the month
- Buy all camp supplies
- All supplies inventoried and labeled in containers by program area
- Purchase all supplies for camp
- Submit all check requests with invoices to Expensify (i.e. nurse stipend, special guest’s fees, bus company, etc.)
- Inform all counselors/organizers that they must submit receipts to coords by the last day of Debriefing in order to get reimbursed
- Plan ceremony for campers who are graduating (should take place last night at camp)
- Create cabin kits for rest time/cabin time (including games, markers, quiet toys, etc.)
- Signs to create: Welcome sign, Cabin signs, Unit signs, Program area signs (arts & crafts, drama), Signs for check-in, “Camp Kesem” sign for all-camp picture
- Things to print:
- Misc. Supplies to Purchase: Name tags for everyone at family picnic, Family picnic – tables, chairs, tablecloth, trash cans, trash bags, plates, cups, plastic ware, etc., Sound equip for camp if necessary (microphone, speakers, etc.), Water bottles for all campers (if these weren’t donated)
Student Support:
- Check that all counselor forms have been returned and are COMPLETE; any incomplete/missing forms need to be completed/returned BEFORE camp
- Finalize debriefing schedule
- Print: Counselor and staff evaluations
- Bring Counselor awards (for unit leaders and Admin. Staff to complete 2nd to last day of camp – to be presented at Counselor Debriefing)
PR/Social Media:
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