Professional Documents
Culture Documents
Form A Youth Camp Planning Committee
Form A Youth Camp Planning Committee
Who needs to be involved in the planning for the youth camp? (i.e. parents, youth workers, youth, pastoral
staff, others?)
What are the roles in the planning and preparation for the youth camp and who will be responsible for each
role?
What is the official name of the youth camp? Does the camp name clearly communicate the purpose and
content?
What is the theme of the youth camp? How can the theme be incorporated into all aspects of the youth camp?
Do you need a youth camp curriculum?
When is the date and Time of the youth camp?
Where is the venue for the youth camp? (Camp Facility, church, community center, camp center, multiple
locations?) What are the directions to the venue? Is there a map available? About how long will it take travel
there? Is it difficult to find?
What activities will fill the time during the youth camp? OVER PLAN and have ALTERNATIVES.
(e.g. Icebreakers, Bible study, Recreation, Outdoor games, Indoor games, Movies, Large Group Games,
Sports, Discussions, Community Service, etc.) If you are using an outside venue, doing an on site inspection
in advance will help you better prepare for youth camp games and activities.
Set a bed-time and a wake-up time. Don’t expect the teens to actually sleep when they are supposed to during
a camp, but do have have a time when everyone will wind down with quiet activities and an opportunity with
lights-out and no loud talking for those to sleep who might wish to do so. Also set a wake-up time, especially
if you’ll be serving breakfast in the morning. Many teens usually won’t sleep the first and the last nights of a
youth camp.
Reservation of Venue?
Recruit Adult chaperons / volunteers for the youth camp – A good rule of thumb is to have one chaperon
(parent/youth pastor/leader) for every eight youth that attend the camp. (Some groups may require more or
less supervision)
Are there to be Special speakers / special items or programs utilizing outside people? Select and invite guest
speakers in advance.
Do you have someone trained in first aid or medicine on site in case of an injury.
What food will be available at the youth camp? Dinner? Snacks? Breakfast? Quantity? Meals and snacks
should be designed to meet the needs of all attendees. Are there any special dietary requirements or
restrictions? Snacks?
Transportation requirements for the youth camp?
What do participants need to bring to the youth camp? (sleeping bag, pillow, snacks, games, swim suit, towel,
toothbrush and toothpaste, comfortable clothing and shoes?)
What contact information is available for parents of youth attending the youth camp?
Have you created a list of contact information for those responsible for major roles and duties at the youth
camp?
Do you have the address and contact of nearest medical emergency aid?
Sleeping Arrangements for the youth camp – Provide separate rooms for guys and gals sleeping arrangements.
Rooms need to have someone as a monitor.
What time should youth arrive at the camp or church and be picked up? Where do parents drop their kids off
and pick them up?
What rules will be enforced at the youth camp?
Create an ‘Incident Report’ form for any injuries, accidents or security breaches that occur during the youth
camp?
Verbal Announcements
Announcements during services
Skits?
Pre-camp Meetings
Phone Calls
Printed Publicity
Promotional fliers
Church Bulletin
Church / youth Calendar or events
Invitations
Sign-up form / Permission slips
Postcards to invite friends
Posters / Bulletin Boards
Website / emails / Text Messages
Local newspaper
Are the tables and chairs available in the meeting rooms sufficient?
What is the capacity of the sleeping area(s)?
Sound system? Music?
Special lighting?
Special equipment?
Board games, sports equipment, materials for games?
Parking space? Drop off and pick-up point for parents?
Security?
Requisition forms for supplies, Checkout / return out form for any equipment or supplies that are borrowed?
Final Youth Camp Preparations
Screen Volunteers
Meet with volunteers as a group before the youth camp.
List responsibilities and contact numbers for each youth camp volunteer including a ‘Chain of Command’ –
who reports to whom, who makes final decisions?
Make sure youth camp volunteers are clear on the rules.
Familiarize youth camp volunteers with the layout of the venue – especially exits, potential problem areas or
hazards.
Assign people in your team to be responsible for cleaning up any spills/ broken glass as soon as it happens?
Trouble shoot with youth camp volunteers. What things could happen during the youth camp and how should
the volunteers respond?
Have people and vehicles on standby to travel with youth in case of emergency.
Instruct youth camp volunteers in how to complete the ‘Incident Report’ form for any injuries, accidents or
security breaches that occur during the youth camp and what information is needed. They need to get
signatures of any eyewitnesses.
Go through the entire youth camp schedule. What resources are needed for each item on the schedule and who
is responsible to make sure they are ready?
Remind Youth Camp Volunteers that they must be flexible and ready to help out as needed.
Have people available to arrive early and stay a little longer after the camp ends.
Make a list of things need to be set up in advance before the campers arrive.
Make a list of things need to be done after the campers leave.
Over-plan your activities so the teens won’t get bored during the youth camp.
Plan Bibles studies and spiritual discussions at the beginning of the day when people are most alert and
decisions are not clouded by lack of sleep or sugar highs! Early evenings, before gets too late, are also prime
time for worship and meetings.
Schedule recreation and fun activities during mid-day when attention is waining and people are easily
distracted.
Be sure to have some high energy activities to help youth expend any pent up energy as well as rest times for
them to relax and wind down.
If youth are of driving age it is recommended they not be allowed to drive home from the youth camp as they
might not get enough sleep to take care on the roads.