Detailed calendar for computing summer camps

Nov to Dec

Pick dates and determine fees
- Make sure to offer some dates in June and some in July
Reserve room(s) and equipment
- Rooms for camps, snack and/or lunch, and an place for parent show.
Create flyer and send to local feeder schools, PTSA, parents from previous year, YWCA, Boys and Girls Clubs, Girl Scouts, and faculty and staff at your college or university
- Create a logo
Update/create web site for camps
Create/modify forms for camps and have them approved by your legal department if you are at a college or university
Look for groups that can fund scholarships

Jan to April

Hire staff for the camps
- Instructors, assistants
Review applications
- make 3 piles in, out, and a waiting list
- try at least 25% girls and 25% under-represented minority students
- keep a few slots for low income last minute applicants
Notify families if student(s) are accepted or put on waiting list (or not acceptable)
- scholarship amount (better to have the parents pay at least $75)

April to May

Hire and train student assistants
- at least 1 assistant per 10 students - more for lunch time and recreation for elementary kids
- Always hire at least one male and one female and people from different races
Determine drop-off and pick-up area
- Have a plan for bad weather and late parents (contact phone numbers and emergencies phone numbers)
Check that all paperwork is in for students and follow-up on any missing paperwork
- If applications are not complete by a cut-off date they lose their spot
Order any supplies for the camp
- T-shirts (for campers and assistants)
- Nametags (we do peel off ones and give them new ones each day)
Install any software and test

One month before the camp starts

Two weeks before the camp starts

Set-up camp website for uploading pictures, movies, etc
Send letter to parents at home on drop off and pick-up procedures and main contact phone number
Get cell phone number for instructor

1-2 days before camp starts

Remind student assistants where to go and what to do
Get cell phone numbers for assistants and give them the main contact cell phone number
Remind instructor where to go and what to do
Send e-mail to parents on drop off and pick-up location and procedures
Send e-mail to school's administration to remind them about the camps
Create nametags and checkin-checkout sheet

First day of camp

Gather any remaining forms from parents if you are allowing them late
Do a pre-camp attitude survey
Instructor should arrive 30 min - 1 hour early to check everything
Student assistants should arrive 30 mim - 1 hour early and be in contact with instructor and main contact
Student assistants should check-in students and check-out students

Every day of camp

Student assistants check-in and check-out students each day
Send home reminders about any special activities: recreation needs, parent show, etc
Take and upload pictures/videos from camp

Day before the last day of camp

Last day of camp

Do post-camp attitude survey
Hand out CDs of free software and URL of camp website. Or burn CD with student work on it. Or put stuff in a dropbox account and give the students the URL
Do parent show and hand-out t-shirts and certificates after demos (so people don’t leave early)

After camp

Do a clean-up. Count and sort materials.
Have a meeting of instructors and student assistants to go over any problems and suggestions for improvements
Upload pictures and video from the camp to the camp website
Compile and review survey data
Review activities

Materials for Computing Summer Camps last edited on 24 February 2015 at 11:53 am by lawn-128-61-36-244.lawn.gatech.edu