Day Camp Calendar

Updated 3/20/23

Printable Calendar

March To Do List

 Get bids for non-council provided items (e.g., port-a-potties). Recruit area volunteers. Request letters (i.e., hospital, ambulance, police, fire). Begin working on day camp standards book, volunteer training manual and volunteer training presentation. Promote.
March TBD, 2023 First supply order due. Submit the order at day-camp.shacbsa.org/supply-order.
March 22, 2023  Day Camp Meeting (required for camp directors and program directors) from 7:00 - 9:00 pm.
May 22, 2023 State License Forms due.
March 30, 2023 Orders due.
March 31, 2023 Program plan approval due. Submit using day-camp.shacbsa.org/program-approval-form.

April To Do List

 Finalize schedule and map. Finalize volunteer training manual. Conduct pre-camp site visit. Arrange for facilities (i.e., water, sanitation, permits). Promote.
April 14, 2023 Quartermaster requests due. Submit using shacbsa.org/quartermaster-equipment.

April 14, 2023

Revised Orders due 
April 19, 2023

Day Camp Meeting (required for camp directors and program directors) from 7:00 - 9:00 pm.

  • day camp concerns
  • training review
  • quartermaster supplies
  • standards review
  • pick-up the supplies order on March 15th. 
  • pricing for t-shirts, supplies, gifts, patches will be announced
April 29, 2023 Binder / Program Breakouts at SHAC office at 9:00 am

May To Do List

 Conduct volunteer training. Finalize day camp standard book. Recruit next year's camp director and program director with the approval of the district executive. Promote.

May TBD, 2023

Final order due at 8:00 pm.
May TBD, 2023 Final supply order due: submit using day-camp.shacbsa.org/supply-order.
May 13, 2023 NCAP Binder Pre-Review at 9:00 am
May 17, 2023 Day camp meeting (for those needing support or to pick up supplies) from 7:00 - 9:00 pm.
  • day camp concerns
  • training review
Two weeks before camp Late registration begin for all camps. 
Two weeks before camp Second t-shirt order due. Submit using daycamp.shacbsa.org/t-shirt-order-form.
Two weeks before camp Registration link taken off websites (district and council). Camp director can send link to add additional youth and adult at their discretion.
Monday before camp Registration closes.  

Camp!

Camp!
Monday after camp (tentative) Turn-in left over t-shirts and supplies for partial refund.  
One week after camp Submit attendance report.
One week after camp Submit health logs.
One week after camp Meet with key staff to review evaluations and document recommended changes for next year.
Two weeks after camp Submit final budget report and all receipts to district executive and council day camp chair. 
Two weeks after camp Submit close out report and hold an Event Close Out Meeting with the district executive. 

July To Do List

 Recruit camp director and program director.

August To Do List

 Select and reserve next year's facility. Work with the district executive to submit next year's budget.

August 16, 2023 (tentative)

Year-end camp review  (required for current camp directors and program directors; last year's directors are highly encouraged to attend) from 7:00 - 9:00 pm.

  • Thorns and roses feedback for last year
  • Submit patch and t-shirt design ideas for next year
  • Submit any program changes recommended for next year
September 20, 2023 (tentative) Kickoff Meeting
October 18, 2023 (tentative) Day Camp Meeting
  • Submit patch design ideas to council day camp chair.
  • Submit t-shirt design ideas to council day camp chair.
  • Submit generic design ideas to council day camp chair.

November TBD

National Camp School. Camp director and program director must be national camp school certified.

November To Do List

 Recruit Key Staff. Review budget with key staff. Schedule key staff meetings. Review promotion plan and ensure key staff are all promoting camp. Review shacbsa.org/day-camp and district day camp webpage for accuracy and submit corrections to webmaster. DE finalizes contract with facility.
November 15, 2023 (tentative) Day Camp Meeting
  • Finalize program and review vendors. View sample projects from vendors. Bring your favorite cookies.

December To Do List

Schedule all key staff meetings. Finalize program to submit to council.
December 20, 2023 (tentative) Day Camp Meeting
  • Finalize program and review vendors. View sample projects from vendors. Bring your favorite cookies.

January To Do List

 Review draft registration link at shacbsa.org/day-camp and submit corrections to webmaster.  Begin promotions.
January TBD, 2024

Staff Development Workshop (required for camp directors, program directors, and key staffers who plan on attending the National Day Camp School in February; other key staff may attend). Lunch will be provided.
8:30 am - 1:00 pm
January 2024 Registration. Click on the registration link for your district on the home page.  Submit corrections to day-camp.shacbsa.org/online-registration-support.

February To Do List

 Promote. Review shacbsa.org/day-camp and district day camp webpage (including volunteer training times) for accuracy and submit corrections to webmaster. Meet with your area quartermaster and visit the storage shed. Submit 2024 day camp dates to district committee to put on district calendar.
February 1, 2024 Registration goes live for all districts.
February 1, 2024 Day camp license application is due to geno.aguilar@scouting.org

February TBD, 2024

Paperwork meeting (required for camp and program directors) from 7:00 - 9:00 pm.

  • budget review
  • paperwork
  • discussion of standards
  • forms

Logistics Meeting (required for camp directors and program directors and the district professional)

  • Ordering QM supplies and shooting sports equipment
  • Ordering t-shirts, water bottles, patches, gifts
  • Pricing for supplies, shirts, bottles/cups/string packs will be distributed.
  • Purchase orders
March TBD 2024 National Camp School. Camp director and program director must attend.