Day Camp Calendar

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

Overdue Registration customization form due. Submit customization requests using
January 1, 2018 Registration goes live for all districts.

January 6, 2018

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

February To Do List

Promote. Double check district day camp page and submit corrections to webmaster (including volunteer training times).

January -
March 2018

District Storage Visits (required for all camp and program directors). 

Set up a visit to the district storage location for your area with the council quartermaster. Each area will host an open house for camps in their area. All program and camp directors must attend an open house in order to be able to order supplies.

February 1, 2018 Day camp license application is due to

February TBD, 2018

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, 2018 Patch order due. Submit patch order using
March 15, 2018 Supplies order due. Order 75% of last year's final numbers. Submit the order at
March 15, 2018 Quartermaster visit form due.
March 30, 2018 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, 2018 Preliminary quartermaster request due. Submit using

April TBD, 2018

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, 2018

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, 2018 Late registration begin for all camps. 

May TBD, 2018

Final order due at 8:00 pm.

May TBD, 2018 Final supply order: submit using
May TBD, 2018 Day camp meeting (for those needing support or to pick up supplies)
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 15, 2018

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 19, 2018 Kickoff Meeting
October 17, 2018 Submit patch design ideas to
Submit t-shirt design ideas to
Submit generic design  ideas to
October 17, 2018 Day Camp Meeting

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. 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 16, 2019

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