Detailed calendar for computing summer camps
Nov to Dec
- Pick dates and determine fees
- Make sure to offer some dates in June and some in July
- Reserve room(s) and equipment
- Rooms for camps, snack and/or lunch, and an place for parent show.
- Create flyer and send to local feeder schools, PTSA, parents from previous year, YWCA, Boys and Girls Clubs, Girl Scouts, and faculty at your college or university
- Update/create web site for camps
- Create/modify forms for camps
- Look for groups that can fund scholarships
Jan to April
- Hire staff for the camps
- Review applications
- make 3 piles in, out, and a waiting list
- try for about even boys and girls and a high percentage of minority students
- keep a few slots for low income last minute applicants
- Notify families if student(s) are accepted or put on waiting list (or not acceptable)
- scholarship amount (better to have the parents pay at least $75)
April to May
- Hire and train student assistants
- 1 per 10 students
- Always hire at least one male and one female
- Determine drop-off and pick-up area
- Have a plan for bad weather and late parents (contact phone numbers and emergencies phone numbers)
- Check that all paperwork is in for students and follow-up on any missing paperwork
- If applications are not complete by a cut-off date they lose their spot
- Order any supplies for the camp
- T-shirts (for campers and assistants)
- Nametags (we do peel off ones and give them new ones each day)
- Install any software and test
Two weeks before the camp starts
- Schedule student assistants
- Set-up camp website for uploading pictures, movies, etc
- Send letter to parents at home on drop off and pick-up procedures and main contact phone number
1-2 days before camp starts
- Remind student assistants where to go and what to do
- Get cell phone numbers for assistants and give them the main contact cell phone number
- Remind instructor where to go and what to do
- Get cell phone number for instructor
- Send e-mail to parents on drop off and pick-up location and procedures
- Send e-mail to school's administration to remind them about the camps
- Create nametags and checkin-checkout sheet
First day of camp
- Gather any remaining forms from parents
- Do a pre-camp attitude survey
- Instructor should arrive 30 min - 1 hour early to check everything
- Student assistants should arrive 30 min early and be in contact with instructor and main contact
- Student assistants should check-in students and check-out students
Every day of camp
- Student assistants check-in and check-out students each day
- Send home reminders about any special activities: recreation needs, parent show, etc
- Take and upload pictures/videos from camp
- Be sure to do a group photo of the whole group
Last day of camp
- Rank activities
- Do post-camp attitude survey
- Hand out CDs of free software and URL of camp website. Or burn CD with student work on it
- Do parent show and hand-out t-shirts and certificates after demos (so people don’t leave early)
After camp
- Do a clean-up. Count and sort materials.
- Have a meeting of instructors and student assistants to go over any problems
- Upload pictures and video from the camp to the camp website
- Compile and review survey data
- Review activities
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