Youth Ideas - Youth Camp Checklist

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Youth Ideas -
Youth Camp
Checklist

Basic Checklist
for a youth
camp


First Draft

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?

www.creativeyouthideas.com/resources/order5.html


Decide your Goals for the
Youth Camp

• What is the purpose for the youth
camp.
• Who is the Target group? Who do
you want to attend the youth
camp? (age group, Christians /
seekers, friends of youth, etc.)
• Write a clear description of the
youth camp and its goals.

www.creativeyouthideas.com/resources/whodoyousay.html

Plan the Details for the
Youth Camp
• 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?
www.creativeyouthideas.com/resources/fruitofthespirit.html


Tentative Youth Camp
Schedule / Program

• 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 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.



Youth Camp Finances

• What is the budget for the youth camp?
• What’s the expected actual cost of the
youth camp and activities?
o Camp Speaker Costs
(Transport, Honorarium, Accommod
ation, Food)
o Camp Facility Costs
(Accommodation, Meeting
Rooms, Equipment)
o Camp Staffing Costs (Volunteer
accommodation and
food, transport, etc)



o Transportation of youth to the
camp facility
o Curriculum, handouts, t-shirts
and other items for youth camp
participants
o Camp Craft supplies
o Special Equipment / Recreation
Equipment

• Are there sponsors / sources of
supplies or food for the youth camp?
• What is the actual cost to of the
youth camp to participants?
Subsidized cost?
• Are there scholarships available?



• Does the cost change for early or late
sign-ups?
• Does the cost go down if youth get
their friends to sign up for the camp?
Are there multiple levels of discounts
tied to the number of friends who
sign up for the youth camp?
• When is the first deposit due for the
youth camp?
• When is the final payment due for
the youth camp?
• Is there a cancellation Fee?



Youth Camp Arrangements
• 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?



Youth Camp Publicity

• Verbal Announcements
o Announcements during
services
o Skits?
o Pre-camp Meetings
o Phone Calls



• Printed Publicity
o Promotional fliers
o Church Bulletin
o Church / youth Calendar or
events
o Invitations
o Sign-up form / Permission slips
o Postcards to invite friends
o Posters / Bulletin Boards
o Website / emails / Text
Messages
o Local newspaper



Equipment and Resources Needed for the
Youth Camp
• 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
• Finalize Program schedule for the
camp
• Create Camp Attendee list –
Permission slips must be signed by
parents / guardians before teens
are allowed to attend the camp.
Keep the contact information
together in a folder and available
at all times in case of an
emergency. Make a master copy
and a standby copy.
• Create Staff / Volunteer list
• Create a list of Emergency contacts
(Fire, medical, and police
department numbers)



• What is the name, address and
phone number of the nearest
hospital or urgent care facility?
(This information should be
included on your health
form/parent release.). What is the
most direct route from the camp
venue?
• What are the venue management
contacts?
• Prepare a Parent’s contact list.
• Prepare a Volunteer list with
assigned roles and contact
numbers?
• What transportation
arrangements are required.
Contact numbers?



Youth Camp Volunteer Training
• 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.



Youth Camp Setup
• 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.



First Day of the Youth Camp
• Set up for games / activities
• Delivery and storage of food and
supplies if you are preparing your
own meals.
• Post the rules in the venue where
you’re hosting the youth camp. Go
over the camp rules as soon as the
teens arrive. Make your expectations
clear. This will help reduce conflicts
that might arise during the youth
camp.
• Identify key volunteers to
participants, especially the medical
person.



• Are all areas of your venue
(including outdoor areas)
adequately lit – especially for night
time events?
• Are floor surfaces clear of trip
hazards and electrical cords?
• Are all security, staff and volunteers
easily identified with either a
uniform, t-shirt, ID badge or cap?
• Are Emergency/Fire exits clear of
any obstructions and will they have
adults monitoring them?
• Are there first-aid supplies, fire
extinguishers? If so, where are they
located?



• Are all exits monitored?
• Prepare a secure area to store any
valuables until they are collected at the
end of the youth camp.
• Clean up – It’s important to leave the
camp facility in the same shape as you
found it. Involve everyone in this
process on a daily basis.



After the Youth Camp

• Return rental or borrowed items
• Thank everyone who made the
youth camp possible
• Meet with the youth camp
planning committee and evaluate.
Ask: What worked well? What
could we have done differently?
What did we learn from this
process?



• Review any incident reports
completed and see what steps can
be taken to prevent similar
incidents happening at the next
youth camp.
• Complete and file a written event
summary including any resources
and suggestions for future planning
of youth camps.



Special Cautions for a Youth Camp
• 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
waning 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.

This document is a guide only. It contains
general information and is not intended
to represent a comprehensive checklist.



Camp Curriculum - Whale of a Tale
Bible Studies based on the book of Jonah
Only. This youth camp curriculum was
designed to teach the basic truths
of obedience in addition to evangelism in the
context of a Biblical character. The advantage
of going through a book and looking at one
man's story is that we see not only the
teaching but the example. It becomes much
more real!
-> Tell me about “Whale of a Tale”



Creative Youth Ideas
Camp Bible Study Series
“Who Do You Say that I AM?”
Jesus asked the disciples, "Who do others
say that I am?" It was easy to answer
because it required no conviction, no
commitment, and no risk. But then he
follows that question with another, "Who
do YOU say that I am?"

-> Tell me about “Who Do You Say that I AM?”



Creative Youth Ideas
Youth Camp Bible Study Series
“Fruit Of the Spirit”
Live the Fruitful, Abundant Life
Jesus Promised. Great for youth camps or
weekly Youth Bible Study. There are 7
Primary Bible study Sessions in the series.

-> Tell me about “Fruit Of the Spirit”



Camp Curriculum - The Great Adventure

"The Great Adventure" is western
themed Bible study series loosely based
around the song of the same name by
Steven Curtis Chapman. It was initially
written for a large Texas Church to use for
their Summer Youth Camp but has since
then proven popular around the world.

-> Tell me about “The Great Adventure”


Youth Ideas - Youth Camp Checklist

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