Day Camp Calendar

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

November 2-4, 2018

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

November To Do List

Recruit Key Staff. Review budget with key staff. Schedule key staff meetings. Review promotion plan and ensure key staff are all promoting camp. Review and district day camp webpage for accuracy and submit corrections to webmaster. DE finalizes contract with facility.
November 14, 2018 Day Camp Meeting
  • Review program and vendors.  Bring program and vendor ideas.

December To Do List

Schedule all key staff meetings. Finalize program to submit to council.

December 12, 2018 Day Camp Meeting
  • Finalize program and review vendors. View sample projects from vendors. Bring your favorite cookies.
January 5, 2019

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

January 5, 2019 Registration. Click on the registration link for your district on the home page.  Submit corrections to

January 16, 2019

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

February 1, 2019 Registration goes live for all districts.

February To Do List

Promote. Review and district day camp webpage (including volunteer training times) for accuracy and submit corrections to webmaster. Meet with your area quartermaster and visit the storage shed
February 1, 2019 Day camp license application is due to

February 20, 2019

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 To Do List

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. Promote.
March 15, 2019 Patch order due. Submit patch order using
March 15, 2018 First supply order due. Submit the order at
March 20, 2019 Day Camp Meeting (required for camp directors and program directors)
7:00 - 9:00
  • day camp concerns
  • training review
March 30, 2019 Program plan approval due. Submit using

April To Do List

Finalize schedule and map. Finalize volunteer training manual. Conduct pre-camp site visit. Arrange for facilities (i.e., water, sanitation, permits). Promote.
April 15, 2019 Preliminary quartermaster request due. Submit using

April 17, 2019

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, 2019

Orders due 

May To Do List

Conduct volunteer training. Finalize day camp standard book. Recruit next year's camp director and program director with the approval of the district executive. Promote.
May TBD, 2019 Late registration begin for all camps. 

May TBD, 2019

Final order due at 8:00 pm.

May 15, 2019 Final supply order due: submit using
May 15, 2019 Day camp meeting (for those needing support or to pick up supplies)

7:00 - 9:00

  • day camp concerns
  • training review
Two weeks before camp Second t-shirt order due. Submit using
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 (



Monday after camp Turn-in left over t-shirts and supplies for partial refund.  
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. 
Two weeks after camp Submit close out report and hold an Event Close Out Meeting with the district executive. 

July To Do List

Recruit camp director and program director.

August To Do List

Select and reserve next year's facility. Work with the district executive to submit next year's budget.

August TBD, 2019

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 TBD, 2019 Kickoff Meeting
October TBD, 2019 Submit patch design ideas to
Submit t-shirt design ideas to
Submit generic design  ideas to
October TBD, 2019 Day Camp Meeting