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
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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.
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