Camp Director

Before Camp

• With assistance from the Media & Communications Circle, advertises the camp program via newsletters, announcements, and other means of communication before opening of registration
  • Writes an introduction for the Shehaqua newsletter
  • Announces any special programs or tracks planned for a particular week of camp
  • Creates a Facebook Events page
• Facilitates or attends conference calls and email exchanges in months leading up to camp (~biweekly, then weekly as needed)
• Recruits key staff. For example, at Family Camp:
  • Education Director
  • Assistant Director
  • General Affairs Director
  • Sports Coordinator
  • Crafts Organizer
  • Food Services Director (Head Cook)
  • Recruits 1 or 2 lifeguards
  • Nurse
• With Education Director
  • Coordinates with the education director to provide quality spiritual growth for participants and lets him/her do the assignments for those who will be presenters or group leaders
  • Makes sure the presenters know about their assignment and age group at least 1 month before the program starts
• With core team:
  • Develops the overall theme of the camp, if desired
  • Develops a camp program and schedule and brings printed copies to camp so that they can be added to the registration packet
  • Develops a kitchen serving and cleanup schedule and brings printed copies to camp so that they can be handed to cleanup coordinators, group leaders and posted in a public place
  • Updates or creates a new reflection form, prints it and brings enough copies to camp for all participants
  • Ensures that group leader manuals and education materials, as well as HDK materials get printed and brought to camp
    • Makes use of templates and examples from previous camps
    • Works with advisors and camp veterans to develop a comprehensive plan
  • Ensure necessary volunteer positions have been filled, ex:
    • Hike leader, evening monitor, drink manager, sports director, songleader, etc
    • See the wiki for a list of all volunteer positions. Positions may be adjusted as fits the needs of your particular week.
  • Up to 1 week prior to camp: Contacts all adults, including young adults, to welcome them to the camp and discuss their volunteer assignment during camp. End with a clear understanding of the volunteer assignment.
    • Good communication with every adult & young adult will result in a smoother start of camp and a good foundation to work with them.
• Coordinate with General Affairs Director to meet all staging needs
• Ensures that any safety and security issues have been addressed
• If it's the first week of family camp: Recruits a move-in crew who works with the logistics director and comes ahead of the camp program to move the equipment from the storage and set it up at camp.
• If it's the last week of family camp: Recruits a move-out crew who works with the logistics director and stays after camp to close it down and move the equipment to the storage.
• Sends out a welcome email to all participants with details about what to do after arriving at camp, directions, packing list, etc.

During Camp

• Ensure PA State Park Regulations are being followed
• Arrives early (~1 day) and checks on preparations to begin the camp program
• Stays at camp for the duration of the program, from the beginning of the arrival time for participants
• Coordinates and prepares staff for the orientation segment of the program
• Keeps the schedule on time (via the Song Leader for meal times)
  • Is one step ahead of the daily schedule and ensures that plans are followed
  • Checks in with the educators and activity organizers so they are aware of the schedule
  • Coordinates with General Affairs and logistics team so that all staging is completed on time
  • Checks in with the cook and kitchen staff so meals are prepared on time
• Makes announcements as needed to gather or mobilize campers (may be delegated)
  • Orientation details
  • Time to gather for meals
  • Meeting places for group activities
  • Any program changes requiring relocation of an activity
• Addresses the concerns of campers as they arise
• Checks up on volunteers and their assignments:
  • Verifies that volunteers are fulfilling their assignments and have the resources needed to fulfill their assignments
  • Changes or/and fills assignments as needed
• Prepares staff for the schedule of the following day
  • Holds a daily/nightly meeting with the key staff and opens it up to any interested adults
    • Reflects on what worked and what needs improvement
• Makes sure the move-out crew is ready to assist the logistics director and there are enough people available for the task

At the End of Camp

• Supports the logistics director in organizing the move out if the program is the last program of the summer
• Makes sure that required cleanup happens even if the program is not the last program of the summer. See the list of necessary cleaning here.

After Camp

• Responds to any requests for letters of recommendation made by camp volunteers
• Communicates with the camp director of the next week for an easier transition
• Reads all evaluations, reflections and surveys collected during camp
• Submits reports
  • Makes a 1-page report for the Council/Representatives of what worked/didn’t work based on evaluations. Makes any suggestions of improvement for next year.
  • Writes a brief report about camp using photos and camper quotes that is appropriate to the general public