The
2015 HEC Camp
Information
Pack
Welcome to the 2015 HEC Camp Information Pack!
We’re here to introduce you to HEC camp, what’s involved, how you can help out, and how to apply.
Now that the HEC testing and student acceptance procedures are well on their way, we would like to
answer any question you have about HEC camp. If you have any additional questions or suggestions,
feel free to email us at heccamp@hajet.org, or heccamp2@hajet.org , respectively. Thanks!
Your Camp Coordinators,
Samuel Hong
HEC Coordinator:
HEC Events Chair:
HEC translators:
Dagny Wise
Emily Schuster
Kevin Furlanetto
Taylor Read
Lynn Akinocho
What is HEC Camp?
The Hokkaido English Challenge (HEC) Camp is a five-day long summer camp for the 30 Junior High
and 20 Senior High School winners of the HEC competition.
The purpose of HEC Camp is to create an atmosphere where students can eat foreign foods, play
games, learn about different cultures, converse with native English speakers from various countries
and above all become comfortable with their English abilities.
The camp is run predominantly by ALTs in Hokkaido and is funded by HAJET and fundraisers held
throughout the year. It is also approved by the Hokkaido Government.
Volunteering is not only open to ALTs—anyone is invited to apply as long as they have suitable English
language skills. We will accept 24 volunteers this year. Non-native English speakers may be
interviewed to test suitability and language competency.
When and where is HEC Camp?
It will take place from Saturday, July 25th to Wednesday, July 29th 2015 at the Forest Park Campground
(森林公園) in Higashikagura (東神楽).
Official website: http://bluemen-hks.com/camp/camp.html
Volunteers who are available are asked to arrive in the afternoon on Friday, July 24th to help set up
camp before the students arrive. In addition, the camp will open with a mandatory volunteer meeting
on Saturday morning before the students arrive at 12pm. Please make sure you are available for the
meeting, so you can greet the students with genki and confidence upon their arrival!
I want to volunteer!
If you are interested in volunteering for HEC Camp then please read the job descriptions attached, fill
out the Application Form, and send it to us through email by Friday, MAY 8th, 2015.
After you have applied, we will reply with a decision and send a letter to your contracting organization
requesting that your attendance to HEC Camp is considered shucchou (a business trip) so you don’t
have to use your holidays. While HEC Camp takes place during summer vacation, whether it is an
official trip is ultimately up to your contracting organization and we cannot guarantee their decision. In
the case that they do not grant your business leave; please consider using your holidays if you have
extra available. It honestly, really is worth it! So, don’t worry about your contracting organization’s
willingness to send you to HEC Camp: please apply!
Food and lodging are provided for the students and volunteers so space is limited. Volunteers can use
tents provided by HEC, or alternative lodging in a dormitory style building is also available. As a
volunteer you will be expected to pay for your travel expenses, or arranged by your contracting
organization if they consider it as a business trip. Food will be provided for you from dinner on
Saturday until breakfast on the following Wednesday.
Here is a sample schedule for camp. (Schedule is subject to change – final schedule to be released in July)
Day 1: July 25th (Saturday)
12:00 PM
Arrival and Registration
3:00 PM
Opening Ceremony
Staff Introductions and Icebreakers
Letter Writing Introduction
5:30 PM
Dinner
Group Cheers and Names
8:00 PM
Free Time
9:30 PM
Bed Time
10:00 PM
Lights Out
Day 2: July 26th (Sunday)
7:30 AM
Breakfast
8:30 AM
Demonstration Play and Playwriting Introduction
9:00 AM
Scavenger Hunt
12:00 PM
Lunch
1:00 PM
Song and Dance Instruction
1:30 PM
Board Games, Sports and Recreation
3:00 PM
Onsen, Play- and Letter-writing
6:00 PM
Dinner
7:30 PM
Capture the Flag
9:30 PM
Bed Time
10:00 PM
Lights Out
Stay in touch!
You can e-mail us anytime at: heccamp@hajet.org or heccamp2@hajet.org
We will try our best to reply your e-mails promptly, but as we may get quite busy, please be patient if
we don’t get back to you on the same day. Thanks for your consideration!
Join our Facebook event where we post notices and have discussions about HEC camp:
https://www.facebook.com/events/406873702843158/
Or, you can contact the Camp Coordinators directly through their contact information below:
Samuel Hong
Niki Town ALT
E-mail: heccamp@hajet.org
Cell: (080) 2873-3709
Taylor Read
Hamatonbetsu Town ALT
E-mail: heccamp2@hajet.org
Cell: (080) 5727-1970
Lynn Akinocho
Ishikari City ALT
E-mail: heccamp2@hajet.org
Cell: (090) 6879-3295
Address: Niki-cho Board of
Education
1-36-1 Nishimachi
Niki-cho, Yoichi-gun, Hokkaido
Address: Hamatonbetsu-cho Board
of Education
5-15 Midorigaoka
Hamatonbetsu, Esashi-gun,
Hokkaido
Address: Ishikari City Atsuta
Branch Board of Education,
45-5 Atsuta
Atsuta-ku, Ishikari City, Hokkaido
〒048-2492
〒073-0044
〒061-3692
Available Volunteer Positions - HEC Camp 2015
Permanent Positions
These positions only have one role for the entire duration of camp.
Head Chef (2) - The Head Chef is a very important position, almost equally as important as a camp
coordinator as they are responsible for about half of the camp budget. They have many important
responsibilities such as creating a menu for the duration of camp, managing the food budget,
purchasing the food, delegating duties, ensuring cleanliness & sanitation, and supervising the kitchen
staff. They must be very organized and have at least some experience with cooking for large groups.
The Head Chef is also responsible for coordinating all the kitchen equipment (rice cooker, burners,
utensils, etc.) In previous years the head chef has been able to borrow the kitchen equipment from
their Board of Education, dramatically decreasing camp costs. They must be able to lead assertively
under time constraints as the kitchen can be hectic at times.
Kitchen Staff (4) - The kitchen staff are permanent positions and will work in the kitchen area, cooking,
cleaning, and helping to prepare meals for the duration of camp. They will work directly under the
Head Chef. Staff will also help with driving the food from the Higashikagura kitchen to the campsite as
well as running occasional shopping errands for the chefs. (Note: kitchen staff will not be able to
participate in many of the camp activities such as Crazy Olympics and the Scavenger Hunt.)
Nurses (2) - The Nurses are responsible for treating minor camp First-Aid situations such as sunburn,
heatstroke, dehydration, insect bites, etc. and ensuring the students are drinking enough water.
Applicants with First-Aid certification would be preferred.
Group Leaders
Group Leader (12) - Two Group Leaders work in partnership with one Junior Leader as the leaders of a
group of 5 junior high and 4 high school students. They are in charge of a single group for the duration
of camp and must ensure that the students have a safe, enjoyable time at camp. ( Group Leaders are asked
to hold one or two additional roles.)
Additional Roles:
Ice Breaker Leaders (2) - The Ice Breaker leaders are responsible for preparing and leading the first
group bonding activities of camp. The activities can focus on communication, cooperation, or can
just be good fun! The goal is to help the students relax, and to get them to interact with the
volunteers and members in their group.
List of duties:
- Come up with a few ice-breakers (4-5) for large groups
- Bringing any required materials
- Breaking the ice!
Scavenger Hunt Leaders (2) - The Scavenger Hunt leaders are responsible for making a fun- filled
scavenger hunt within a 2.5 hour time limit. They must create a scavenger hunt list, rules, point
system, and award prizes.
List of duties:
- Design a scavenger hunt using the Forest Park Campground in Higashikagura
- Create a list of scavenger hunt items with points
- Print off any needed material
- Explain the rules, point system, and time limits to the groups
- Award points to the teams
Playwriting Leaders (2) - The Playwriting leaders are responsible for planning the playwriting process,
including a sample demonstration play to show the students (use volunteers and Jr. Leaders as you
wish). You’ll explain how to write a play, provide assistance to the groups, take care of the props, and
MC the performance on the last night of camp. You should also come up with short, 2-3 minute miniactivities (talent show, stand-up comedy, crowd games, etc.) to help you fill in the time between
plays while groups are preparing and changing costumes.
List of duties:
- Create a demonstration play to show the students
- Organize a system of using props
- Come up with short 2-3 minute activities for between plays
- MC the play performances
Sports Leaders (2) - The Sports Leaders are responsible for organizing the Night Capture-the- Flag
game, and organizing sports games to get the students active during downtime in the afternoons.
Sports could include soccer or football games, hula hula hoop competitions, a creative mix of sports,
or something completely new! Lots of room for creativity, with the goal being to the get the students
active!
Crazy Olympics Leaders (2) - The Crazy Olympics leaders are responsible for coming up with fun
cooperative team games and activities to do with all the groups in a large outdoor field. Previous
year’s events have been: chubby bunny, relay races, a body-chain game, three-legged races, hulahoop races and so on. It can be followed by an ALT sock-wrestling competition or a water fight
(weather permitting).
List of duties:
- Coming up with fun games and activities (for about 2.5 hours)
- Purchasing or bringing any required materials (¥2,000 budget)
- Leading the activity (explaining the rules, demonstrating, judging, etc.)
- Clean-up
Elective Activities Leaders (2) - The Elective Activities Leaders are responsible for running the elective
activities for the students. Other volunteers will likely want to participate in the activities so the
Elective Leaders will be responsible for making sure that administrative side of everything runs
smoothly.
List of duties:
- Handling the money required for each activity and obtaining and receipt
- Making sure that everyone gets to and from the site smoothly
- Making sure that the campers are obeying the rules of the site
-Making sure there is enough extra water, sunscreen, bug spray etc.
Campfire & Song Leaders (2) - The Campfire & Songs Leader are responsible for teaching easy songs
throughout camp and setting up the bonfire on the last night of the camp. The camp songs should
be easy and memorable so the students can learn the lyrics and practice.
List of duties:
- Coming up with a list of songs to teach the kids (4-5 songs)
- Preparing the seats around the bonfire
- Carrying the wood for the bonfire
- Building the bonfire
- Leading the singing around the fire
Creative Director (2) – The creative director(s) is responsible for incorporating the theme of scouting
into this year’s camp environment. This is aimed at a fun introduction of the scouting world from
English-speaking countries. Ideas include making a scouts handbook with stamp “badges” that can be
collected by students in various categories: helpfulness, cheerfulness, leadership, teamwork, use of
English, etc. The stamp badges will replace the point system used in previous years and stamps from
each team will be tallied at the end of the day and to be announced on the following morning. The
Creative Director(s) can appoint different volunteers (5 who are not group leaders) each day to give
out badges during the entire day.
Dance DJ (1) - The Dance DJ is responsible for putting on a dance party! The outdoor shelter will be
turned into a dance hall and the DJ will have a playlist of songs (a mix of western and J-Pop) to play
using HEC’s music equipment. The DJ is also responsible for teaching a few simple dances to the
students before the dance (such as the YMCA, Electric Slide, Chicken Dance, Macarena, Apache, etc.)
List of Duties:
- Setting up the dance area
- Setting up the sound equipment
- Coming up with a song playlist
- DJ’ing the event
- Clean-up
Postmaster (1) – The Postmaster must check each delivery time and make certain that every single
student gets at least one letter. Delivery times can be once or twice a day, depending on the volume of
letters. Letter paper can be A4 or B5 paper with pre-printed borders or simply cut-up sheets of
construction paper, it’s up to the postmaster to decide and how much preparation time they have.
There is also a great deal of letter writing materials left over from other camps so it’s recommended
that the postmaster takes a look through that well before camp to decide what materials they need.
The kids are quite prolific writers so a minimum of 2000 sheets is recommended.
Media Coordinator (1) – The Media Coordinator will be in charge of taking photos and videos
throughout the duration of camp as well as creating promotional materials for next year’s camp.
* Additional information about your role including budget will be sent once positions have been decided.
HEC 2015 Volunteer
Application Form
(Please provide as much information as possible)
Name:
Address:
Home Phone:
Mobile Phone:
Email:
Mobile Email:
Date of Birth (M/D/Y):
Nationality:
Are you an ALT? (Yes or No):
If yes, years experience as an ALT:
If no, current occupation:
Personal Information
Employment / Board of Education Information
Please fill out the following in English and Japanese.
BoE/Company Name:
Address (in English):
Phone:
Fax:
Address (in Japanese):
Supervisor’s Name:
Camp Information
This will be my
time at HEC Camp. (Please list previous years and positions)
I would prefer the following positions (written in order of preference):
1)
2)
3)
I would be willing to work in the following positions (list as many as you like):
Why would you be a good fit for these positions? What related experience do you have?
Are there any positions that were not listed or available this year that you would like to see and why?
List as any as you like; HEC will consider any and all suggestions/possibilities.
What are you looking forward to the most about HEC Camp?
Do you have any food allergies or preferences? i.e) vegetarians, vegans, religion reasons, etc.
Please include as much detail as possible (and any menu suggestions):
Is there anything else you’d like to tell us that will affect our decision or feel we need to know?
Are there certain camp dates when you are unavailable, etc.?
* Please be aware that volunteers who can be available for the entire duration of camp will be given priority *
Other Information
This information will not affect your eligibility. Please bold your selection.
Would you be willing to purchase an HEC Camp T-Shirt?
Yes
No
If you are re-contracting, would you be willing to provide HEC Camp with storage for
camp materials until next year?
Yes
No
Do you have a Japanese driver’s license?
Yes
No
Do you have First-Aid certification?
Yes
No
Are you able to bring your own tent? (keeps HEC costs down)
If yes, how many people can it fit? ____ people.
Yes
No
Would you be willing to help HEC costs low by taking 15 minute showers rather than
the onsen on most nights?
*3 female/3 male volunteers will still escort students to the onsen by rotation
Yes
No
Would you be willing to help HEC keep costs low by staying in a dormitory style
building during camp (rather than staying in tents)?
Yes
No
Would you be against in staying in a dormitory-style building during camp?
Yes
No
Would you be against taking 15 minute showers during camp?
Yes
No
HEC does not only accept monetary donations, we would greatly appreciate donations such as equipment
for Crazy Olympics, board-games, play props, craft material and anything that would benefit the kids at
HEC! Let us know if you have anything you’d like to donate:
HEC would like to thank you all for your interest in HEC camp, and good luck with your
applications!
Please email your application form to heccamp@hajet.org and ATTACH A FUNNY OR SILLY
PHOTO OF YOURSELF* by FRIDAY, MAY 8th, 2015. If you would prefer to mail or fax your
application form, please contact us for more information.
*We may use your photo in an informational pamphlet/guide to be handed out to the students