Day Camp Calendar

To print the calendar, scroll down to the bottom of the page and click on Printable View.

Two weeks before camp Registration link taken off websites (district and council). Camp director can send link to add additional youth and adult at their discretion.
Monday before camp Registration closes.  
Saturday before camp Sixth budget review with final numbers. Send updated budget and expense receipts to council day camp chair (sedieckmann@gmail.com).

Camp!

Camp!

Monday after camp Turn-in left over t-shirts and supplies for partial refund.  No refunds after this date!
One week after camp Submit attendance report.
One week after camp Submit health logs.
One week after camp Meet with key staff to review evaluations and document recommended changes for next year.
Two weeks after camp Submit final budget report and all receipts to district executive and council day camp chair (sedieckmann@gmail.com). Camp directors under budgets will receive an award at Year End Performance Review Meeting and Award Ceremony.
Two weeks after camp Submit close out report and hold an Event Close Out Meeting with the district executive. 
August Select and reserve 2018 facility.
August Submit 2018 budget.  Work with the district executive to finalize budget.

August 16, 2017

Year-end camp performance review (required for 2017 current camp directors and program directors; 2018 directors are highly encouraged to attend)
7:00 - 9:00 pm

  • Awards ceremony
  • Thorns and roses feedback for last year
  • Submit patch and t-shirt design ideas for next year
  • Submit any program changes recommended for next year
September 20, 2017 Kickoff Meeting
October 18, 2017 Day Camp Meeting
November Recruit Key Staff. Review budget with key staff. Schedule key staff meetings. Review promotion plan and ensure key staff are all promoting camp. Review www.shac.org/day-camp and district day camp webpage for accuracy.

November 3-5, 2017

National Camp School (Sea Base, Galveston). Camp director and program director must attend.

November 15, 2017 Day Camp Meeting
  • Review program and vendors.  Bring program and vendor ideas.
December TBD, 2017 Day Camp Meeting
  • Finalize program and review vendors. View sample projects from vendors. Bring your favorite cookies.
January 6, 2018

Staff Development Workshop (required for camp directors and program directors; other key staff may attend). Lunch will be provided.
8:30 am - 1:00 pm

TBD 2018

District Storage Visits (required for all camp and program directors). 

Set up a visit to the district storage location for your area with the council quartermaster. Each area will host an open house for camps in their area. All program and camp directors must attend an open house in order to be able to order supplies.

January 17, 2018

Day Camp Meeting (required for untrained staff; all are welcome) at 7:00 - 9:00 pm

January 17, 2018 Registration customization form due. Submit customization requests using www.daycamp.shac.org/online-registration-customization-form.

January 17, 2018

Budget due

Email day camp budget to council day camp chair for review, support and guidance. 

Event Chairs Guide to Planning an Event is a tool for district activities chairs, district event chairs and includes information on council budget procedures.

January TBD, 2018 Left over supplies (camps can pick up left over craft supplies from last year at last year's prices; first come first serve) at 9:00 am - 12:00 pm.
February 1, 2018 Registration goes live for all districts.  

January -
March 2018

District Storage Visits (required for all camp and program directors). 

Set up a visit to the district storage location for your area with the council quartermaster. Each area will host an open house for camps in their area. All program and camp directors must attend an open house in order to be able to order supplies.

February 1, 2018 Day camp license application is due to donna.burke@scouting.org.

February TBD, 2018

Paperwork meeting (required for camp and program directors) at 7:00 - 9:00 pm.

  • budget review
  • paperwork
  • discussion of standards
  • forms

Logistics Meeting (required for camp directors and program directors and the district professional)

  • Ordering QM supplies and shooting sports equipment
  • Ordering t-shirts, water bottles, patches, gifts
  • Pricing for supplies, shirts, bottles/cups/string packs will be distributed.
  • Purchase orders
March Get bids for non-council provided items (e.g., port-a-potties). Recruit area volunteers. Request letters (i.e., hospital, ambulance, police, fire). Begin working on day camp standards book, volunteer training manual and volunteer training presentation.
March TBD, 2018 RSVP for Make-up Staff Development Workshop at www.daycamp.shac.org/staff-development-workshop.

March TBD, 2018

Staff Development Workshop (required for camp directors and program directors who did not attend January Staff Development Workshop; other key staff may attend). Dinner will be provided.
2:00 - 7:00 pm

March TBD, 2018 Early registration ends.  Last day to receive limited edition cap.
March 15, 2018 Patch order due. Submit patch order using www.daycamp.shac.org/patch-order-form.
March 15, 2018 Supplies order due. Order 75% of last year's final numbers. Submit the order at www.day-camp.shac.org/supply-order.
March 15, 2018 Quartermaster visit form due.
March 30, 2018 Program plan approval due. Submit using www.day-camp.shac.org/program-approval-form.
April Finalize schedule and map. Finalize volunteer training manual. Conduct pre-camp site visit. Arrange for facilities (i.e., water, sanitation, permits).
April 15, 2018 Preliminary quartermaster request due. Submit using www.shac.org/quartermaster-equipment.

April TBD, 2017

Day Camp Meeting (required for camp directors and program directors)
7:00 - 9:00

  • day camp concerns
  • training review
  • quartermaster supplies
  • standards review
  • pick-up the supplies order on March 15th
  • pricing for t-shirts, supplies, gifts, patches will be announced

April TBD, 2017

Orders due 

May Conduct volunteer training. Finalize day camp standard book. Recruit 2019 camp director and program director(s).
May TBD, 2018 Late registration begin for all camps. 

May TBD, 2018

Final order due at 8:00 pm.

May TBD, 2018 Final supply order: submit using www.day-camp.shac.org/supply-order.
May TBD, 2018 Day camp meeting (for those needing support or to pick up supplies)
Two weeks before camp Second t-shirt order due. Submit using www.daycamp.shac.org/t-shirt-order-form.