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January 7, 2023
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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
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| January TBD, 2023 |
Registration. Click on the registration link for your district on the home page. Submit corrections to day-camp.shac.org/online-registration-support. |
| February 1, 2023 |
Registration goes live for all districts. |
February To Do List
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Promote. Review www.shac.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. |
| February 1, 2023 |
Day camp license application is due to geno.aguilar@scouting.org |
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February 15, 2023
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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
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March To Do List
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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 4-5, 2023 |
National Camp School. Camp director and program director must attend. |
| March 15, 2023 |
Patch order due. Submit patch order using www.daycamp.shac.org/patch-order-form. |
| March 15, 2024 |
First supply order due. Submit the order at www.day-camp.shac.org/supply-order. |
| March 15, 2023 (tentative) |
Day Camp Meeting (required for camp directors and program directors) from 7:00 - 9:00 pm.
- day camp concerns
- training review
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| March 30, 2023 |
Program plan approval due. Submit using www.day-camp.shac.org/program-approval-form. |
April To Do List
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Finalize schedule and map. Finalize volunteer training manual. Conduct pre-camp site visit. Arrange for facilities (i.e., water, sanitation, permits). Promote. |
| April 19, 2023 |
Preliminary quartermaster request due. Submit using www.shac.org/quartermaster-equipment. |
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April 19, 2023
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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
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April 19, 2023
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Orders due
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May To Do List
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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. |
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May TBD, 2023
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Final order due at 8:00 pm.
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| May TBD, 2023 |
Final supply order due: submit using www.day-camp.shac.org/supply-order. |
| 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
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| Two weeks before camp |
Late registration begin for all camps. |
| Two weeks before camp |
Second t-shirt order due. Submit using www.daycamp.shac.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!
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Camp!
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| Monday after camp |
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
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Recruit camp director and program director. |
August To Do List
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Select and reserve next year's facility. Work with the district executive to submit next year's budget. |
August 16, 2023 |
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
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| September 20, 2023 |
Kickoff Meeting |
| October 18, 2023 |
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.
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November TBD |
National Camp School. Camp director and program director must be national camp school certified.
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November To Do List
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Recruit Key Staff. Review budget with key staff. Schedule key staff meetings. Review promotion plan and ensure key staff are all promoting camp. Review www.shac.org/day-camp and district day camp webpage for accuracy and submit corrections to webmaster. DE finalizes contract with facility. |
| November 15, 2023 |
Day Camp Meeting
- Finalize program and review vendors. View sample projects from vendors. Bring your favorite cookies.
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December To Do List
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Schedule all key staff meetings. Finalize program to submit to council.
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| December 20, 2023 |
Day Camp Meeting
- Finalize program and review vendors. View sample projects from vendors. Bring your favorite cookies.
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