Your Essential Pre-Camp Checklist for Directors

The excitement is building! Campers are counting down the days, and your staff is buzzing with anticipation. But before the campers arrive, there's crucial groundwork to lay. As a camp director, your pre-camp preparation is the bedrock of a safe, successful, and unforgettable summer. Don't let any detail slip through the cracks – use this comprehensive checklist to ensure you're fully prepared for a fantastic season.

Months Before Camp (Laying the Foundation):

• Staffing & Training:
  • ✅ Finalize all staff hiring, including background checks and necessary certifications (CPR, First Aid, etc.).
  • ✅ Develop and finalize your comprehensive staff training schedule and materials.
  • ✅ Conduct thorough pre-camp staff training, covering policies, procedures, emergency protocols, camper care, and activity-specific training.
  • ✅ Ensure all staff have clear roles, responsibilities, and access to relevant information (camper medical forms, schedules).
• Program & Logistics:
  • ✅ Finalize the camp schedule, including daily activities, special events, and field trips.
  • ✅ Confirm all program supplies, equipment, and vendor contracts are in place.
  • ✅ Conduct safety checks on all facilities, equipment, and activity areas.
  • ✅ Develop and review emergency action plans for various scenarios (medical emergencies, weather events, lost camper).
  • ✅ Establish clear communication protocols between staff, campers, and parents.
• Camper Information & Communication:
  • ✅ Ensure all camper registrations are complete, including medical forms, waivers, and payment information.
  • ✅ Review camper medical forms and create necessary health management plans.
  • ✅ Send out pre-camp information packets to parents, including packing lists, arrival/departure details, and camp policies.
  • ✅ Establish a system for addressing parent inquiries and concerns before and during camp.

Weeks Before Camp (Fine-Tuning the Details):

• Site Preparation:
  • ✅ Conduct a final walkthrough of all camp facilities, ensuring cleanliness, safety, and readiness.
  • ✅ Organize and inventory all program supplies and equipment.
  • ✅ Set up registration areas and prepare necessary materials (name tags, cabin assignments).
  • ✅ Ensure clear signage is in place throughout the camp.
  • ✅ Confirm all necessary permits and licenses are up-to-date.
• Staff Readiness:
  • ✅ Distribute final staff schedules and assignments.
  • ✅ Conduct a final staff meeting to review logistics, emergency procedures, and camper expectations.
  • ✅ Ensure all staff have necessary communication devices and understand their use.
  • ✅ Address any outstanding staff questions or concerns.
• Technology & Administration:
  • ✅ Ensure your registration software (like Camp Network!) is functioning smoothly for check-in and ongoing data management.
  • ✅ Test all communication systems (radios, phones, internet access).
  • ✅ Finalize transportation arrangements for camper arrival and departure.
  • ✅ Prepare financial records and procedures for on-site transactions (if applicable).

Days Before Camp (The Final Touches):

• Last-Minute Checks:
  • ✅ Review weather forecasts and have contingency plans in place.
  • ✅ Confirm all first-aid supplies are fully stocked and easily accessible.
  • ✅ Review camper lists and any specific needs or accommodations.
  • ✅ Ensure all staff are aware of their first-day assignments.
• Welcome & Arrival:
  • ✅ Prepare welcome materials for arriving campers.
  • ✅ Finalize the check-in process and ensure adequate staff are assigned.
  • ✅ Review emergency contact information and procedures one last time.

By diligently working through this pre-camp checklist, you'll be well-equipped to navigate the exciting whirlwind of summer camp. A well-prepared director leads to a well-prepared staff, which ultimately creates a safe, fun, and enriching experience for every camper. Here's to a fantastic summer! 

Are you a camp director looking to streamline the registration process? Sign up with Camp Network and start accepting online camp registrations in minutes! Camp Network is a leader in providing camp registration software for thousands of events across the United States. Contact Tara Berger at tara.berger@campnetwork.com to learn more and get started today!