Maryland 4-H Camp Timeline Planning Timeline 1. 10-11 Months out (Aug.- Sept. for a June –July Camp) a. Determine type of camp – day, resident, subject matter specialty, retreat What facilities/equipment/amenities do you need or want? (Space to sleep campers, a dining hall, __ class rooms, a swimming pool and/or a lake, teambuilding area, horseback riding, etc.) b. Select Site & Date Determine Food Service Options MOU/Contract/Cost Required c. Determine # of Staff/Campers ____ Maximum # of Campers = ____ minimum number staff required (1 to 8 for overnight campers 8-12 years old/1 to 10 for 13-16yrs.) Transportation considerations d. Determine Local/State Regulations (yes or no X) Local regulation County Regulations State Regulations Federal Regulations e. Strategic planning process with core/key staff Mission (set goals & objectives) Plan of Action, timeline 2. 8-9 Month out (Oct.-Jan) Begin Camp planning process a. Identify specific measurable goals & objectives b. Identify resources & inputs to conduct your program c. Develop Job Descriptions d. Develop Budget (Get budget approved by CED/RED and send signed/approved copies to State 4H Environmental Science Specialist.) e. Set dates for Camp staff recruitment, selection & training f. Develop Marketing Plan g. Identify, Review & have signed by a physician your Medical Procedures & Treatment Plans.- State completes. Done To Do ___________________ ___________________ ___________________ ___________________ 3. 4-5 Months (Feb-Mar) a. Interview & Select Staff b. Begin Staff Training (Major Camp Conferences available ) c. Develop Registration Packet (camp forms) d. Complete Camp planning/ program selection e. Determine needed resources & inputs for Specialized activities and/or user groups f. Complete risk management analysis for camp programs 4. 2-3 Months (April- May) a. Certification/Training for Specialized staff b. Continue Staff Training c. Contact with local officials d. ACA book reviewed by Camp Action Team e. Check equipment needs, for availability, for safety. And/or for needed repair or replacement. f. Begin ordering supplies as needed for camp Crafts Equipment/Name tags Tee-shirts/give-a-ways Food/snacks Other … 5. 1 Month (June) a. Staff Training b. Review Health Histories and Medication Forms c. Camp Orientation 6. During Camp a. Conduct camp program b. Provide for the health, welfare, and safety of youth under your duty of care. c. Manage by walking around. d. Support and counsel camp staff. e. Conduct on-going evaluation of programs and staff. f. Report accidents/incidents immediately to State Environmental Specialist, follow all appropriate policies and timelines for 4H, local and state agencies as required. 7. After Camp a. Evaluate the camp in cooperation with your staff. b. Complete appropriate reporting procedures. c. Identify how youth who participated in your camping programs can be engaged in other aspects of your program. d. Evaluate whether or not your camping programs achieved the goals and objectives identified. e. Evaluate whether or not your budget was sufficient to provide the desired camp experience. f. Conduct Incident/accident analysis g. Camp Closing (Clean-up/breakdown if appropriate) h. Complete CAMP DIRECTOR’S REPORT & send in. ___________________ ___________________ ___________________ ___________________ ___________________ ___________________ ___________________ ___________________ ___________________ ___________________ ___________________ ___________________ ___________________ ___________________ ___________________ ___________________ ___________________ ___________________ ___________________ ___________________ ___________________ ___________________ ___________________ ___________________ ___________________ ___________________ __________________