The excitement is building! Campers are counting down the days, and your staff is buzzing with anticipation. But before those buses roll in and the joyous chaos begins, 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 Mastery:
- ✅ Finalize all staff hiring, including meticulous background checks and obtaining all necessary certifications (CPR, First Aid, specialized activity certs).
- ✅ Develop and refine your comprehensive staff training curriculum and materials. This includes general camp policies, emergency protocols, age-group specific camper care, and in-depth activity training.
- ✅ Conduct thorough pre-camp staff training sessions. Foster a culture of learning and ensure every staff member understands their critical role.
- ✅ Confirm all staff have clear job descriptions, understand reporting structures, and have access to essential information (e.g., camper medical summaries, detailed schedules).
- Program & Logistics Blueprint:
- ✅ Finalize the entire camp schedule, including daily activity rotations, special events, theme days, and off-site excursions.
- ✅ Confirm all program supplies, specialized equipment, and vendor contracts (transportation, food service, entertainment) are secured and up-to-date.
- ✅ Conduct preliminary safety checks on all facilities, equipment, and activity areas. Address any major repairs or upgrades.
- ✅ Develop, review, and practice emergency action plans for a wide range of scenarios (medical emergencies, severe weather, lost camper, fire, etc.). Ensure all staff know their roles.
- ✅ Establish crystal-clear communication protocols between staff teams, camper groups, and parents.
Weeks Before Camp (Fine-Tuning the Details):
- Site Readiness:
- ✅ Conduct a final, meticulous walkthrough of all camp facilities. Ensure every cabin, classroom, sports field, and waterfront area is clean, safe, and ready for use.
- ✅ Organize, inventory, and distribute all program supplies and equipment to their designated areas.
- ✅ Set up registration and check-in areas, preparing all necessary materials (name tags, welcome packets, finalized cabin/group assignments).
- ✅ Ensure clear and intuitive signage is in place throughout the camp for navigation and safety.
- ✅ Confirm all necessary permits, licenses, and insurance policies are active and compliant with local regulations.
- Staff Final Preparations:
- ✅ Distribute final staff schedules, group assignments, and specific responsibilities for the first day/week.
- ✅ Conduct a final all-staff meeting to review last-minute logistics, reinforce emergency procedures, and align on camper expectations. Boost morale!
- ✅ Ensure all staff have functioning communication devices (radios, camp phones) and understand their proper use.
- ✅ Address any lingering staff questions or concerns, providing reassurance and clarity.
- Technology & Administration Audit:
- ✅ Perform a final check of your camp management software (like Camp Network!) to ensure it's fully configured for smooth check-in, payment processing, and ongoing data management.
- ✅ Test all communication systems: internet access, phone lines, camp-specific apps, and email platforms.
- ✅ Finalize all transportation arrangements for camper arrival, departures, and any off-site trips.
- ✅ Prepare financial records and procedures for any on-site transactions (camp store, extra activities) and manage initial payroll.
Days Before Camp (The Grand Finale):
- Last-Minute Checks & Contingencies:
- ✅ Review the extended weather forecast meticulously and finalize any alternative plans for outdoor activities.
- ✅ Ensure all first-aid stations are fully stocked, organized, and easily accessible.
- ✅ Conduct a final review of camper lists, noting any specific medical needs, allergies, or behavioral considerations for relevant staff.
- ✅ Confirm all staff are aware of their precise assignments for the first few hours of camp.
- Welcome & Arrival Prep:
- ✅ Prepare welcome banners, music, and a warm atmosphere for arriving campers and families.
- ✅ Brief the check-in team on their roles and ensure a smooth, welcoming process.
- ✅ Review emergency contact information and procedures one final time with key personnel.
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!
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