May Camp Checklist

TIMELINE TO DO WHO
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
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
Finalize the contract with Green Bay Bible Camp YP from Bethany Baptist
Finish registration brochure and send to YP for church-specific editing YP who voluteered
Show options for and agree on branding for t-shirts YP who volunteered to do branding along with all YPs
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
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
Convey numbers in each activity to Green Bay Bible Camp so they can have staff on hand Bethany YP
Assign rooms to each church for males and females Bethany YP
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
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
Communicate same to parents Each YP
Confirm transportation and communicate departure and arrival times, provide maps/directions, etc Each YP
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