Providing your parents detailed camp schedules to outline all their child’s camp activities is a cornerstone to any well-run camp. Ideally, you should be able to schedule out your entire camp and provide this to the parents well ahead of time. Detailed activity schedules can be distributed weekly along with supplemental materials that may be needed for off-site trips or camp events.
Weekly Schedule Spreadsheets: These schedules show the activities broken down by day and time each week and are generally very detailed. Each day would be on the top and times on the side. Each block is then filled with an activity such as “Group 1 Outside Activity,” “Group 2 Arts and Crafts,” etc. You can complete basic versions of your weekly schedule for the entire summer and fill in detailed activities week-to-week if needed.
Grid Schedules: This is a matrix grid that can be used for the entire summer as a general template or week-to-week if you want to make it more specific, like above. It would list times on the side and locations on top. Each box would be filled with a group. It does not have specific activities on it, but it shows the time and location on where each group will be. Supplemental materials can go along with it to outline detailed activities.
Calendars: Calendars can be created for each age group with times and activities plugged in for each day.
Activity Lists: Rather than using a spreadsheet, grid or calendar you can simply list out the days, times, activities for the week for each group or the camp as a whole. There is flexibility here to be more detailed as you won’t have the space constraints as the others.
Supplemental Material: Regardless of what type of schedule you use, you should always have supplemental material to go along with it to give further details of the week’s activities such as trips, camp events or activities that require campers to have certain items, like a bathing suit and towel. Make sure your supplemental material gives any additional details for the activities that week, month, or entire summer, depending on how often you want to distribute schedules.
Avoid trying to schedule activities on the fly and dropping new information on parents the day before it happens. Always give as much notice as possible and always have a contingency plan in case something changes unexpectedly. Communicate schedules and schedule changes as much as possible with as much notice as possible. Taking your schedules seriously will show parents and staff members you are organized, have attention to detail, communicate well and have an overall well-run camp.