| 9 MONTHS-A YEAR OUT |
Pay the deposit in order to reserve the May long weekend at Green Bay Bible Camp |
YP (Youth Pastor) @Bethany Baptist |
| 6-9 MONTHS |
YPs start meet monthly online to brainstorm and assign various roles |
All involved YPs |
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Work on getting a speaker and a band (really, this should be recruiting for the year following. This year we recruited for 2 bands; one for this May, and one for May 2021) |
YPs who volunteered |
| 2-6 MONTHS |
YPs meet weekly online to decide the following: Theme, branding, activities by camp, activities by YPs |
All involved YPs |
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Finalize the contract with Green Bay Bible Camp |
YP from Bethany Baptist |
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Finish registration brochure and send to YP for church-specific editing |
YP who voluteered |
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Show options for and agree on branding for t-shirts |
YP who volunteered to do branding along with all YPs |
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Book transportation, if needed |
Up to each YP |
| 2-1 MONTHS |
Start advertising for May Camp and ramp it up each week for a month to encourage timely registration |
Each YP |
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Edit the registration brochure to the specifications of your church, print them off and hand them out to the students |
Each YP |
| 2-4 WEEKS |
With the main registration deadline being a month before, most registrations should be in. Collect registration data from each youth pastor at the 4 week mark and at the 2 week mark: number of girls, guys, male & female leaders, numbers of students signed up for each activity, food allergies, dietary requests |
Bethany YP |
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Convey numbers in each activity to Green Bay Bible Camp so they can have staff on hand |
Bethany YP |
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Assign rooms to each church for males and females |
Bethany YP |
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Have honorarium cheques cut for the speaker and the band |
Bethany YP |
| 2 weeks |
Send number of kids and all alergies and/or special dietary requests to the camp kitchen |
Bethany YP |
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Continue to advertise to the students and generate excitement. Make sure they know what to bring, what not to bring, departure and arrival times |
Each YP |
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Communicate same to parents |
Each YP |
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Confirm transportation and communicate departure and arrival times, provide maps/directions, etc |
Each YP |
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Have final online meeting with YPs to make sure everyone is on the same page, all tasks assigned, and to answer any other questions |
All YPs |
| May Long Weekend |
Please see Event Execution sheet |
All YPs |