Camp & Retreat Ministries Congregation Planning Guide

Camp & Retreat Ministries
of the Oregon-Idaho United Methodist Churches
presents our
Congregation Planning Guide
How to set up, organize, run, jump, grow, explore, Jesus-walk, taste, touch,
sing, act, dance, and love your way to an incredible Day Camp experience!
Camp & Retreat Ministries
1505 SW 18th Avenue
Portland, Oregon 97201-2599
(503) 802 9211
Materials updated 10/30/2009
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Table of Contents
Congregation Planning Guide ......................................................................................................................0
Section 1 — Day Camp Is … ................................................................................................................................1
Bringing a little of the camp experience to your community .................................................................................1
Day Camp Is …................................................................................................................................................................1
Section 2 — Camping & Retreat Ministry’s Goals.............................................................................................2
To Partner With You ….................................................................................................................................................2
Section 3 — Basic Ingredients of Day Camp......................................................................................................3
Flexible Programming with a Basic Outline ..............................................................................................................3
Terms you Should Know.................................................................................................................................................4
Section 4 — The Day Camp Program...................................................................................................................5
Weekly Schedule...............................................................................................................................................................5
Daily General Schedule .................................................................................................................................................6
Small Group Session Rotation Schedule...................................................................................................................7
Section 5 — Running A Successful Day Camp..................................................................................................8
Servant Job Descriptions.................................................................................................................................................8
Personnel Needs — .........................................................................................................................................................10
Personnel Needs — .........................................................................................................................................................11
Local Responsibilities – Best Practices — Things we’ve learned over the years! ...........................................12
Special Event Ideas.......................................................................................................................................................13
How to Fill a Day Camp!.............................................................................................................................................13
Follow Up Plan by Congregation...............................................................................................................................14
Section 6 — Time Line for Day Camp ...............................................................................................................15
Task...................................................................................................................................................................................15
Responsible Party ..........................................................................................................................................................15
Deadline............................................................................................................................................................................15
Appendix ..................................................................................................................................................................16
Sample Letters — Camp Forms — After-Camp Evaluation..................................................................................16
Public Relations Letter to Parents —(see p. 26 for a letter in Spanish)...........................................................16
Sample Confirmation Letter to Parents — ................................................................................................................16
Field Trip Permission Slip — (May be reproduced.) ...............................................................................................17
Sample Non-Parent/Guardian Pick-up Authorization — (May be reproduced.)...............................................17
Health Form: (may be reproduced)............................................................................................................................18
Vital Statistics Form — (May be reproduced.) .........................................................................................................18
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Vital Statistics Form — (May be reproduced.) .........................................................................................................19
Evaluation of Day Camp Staff & Program— (May be reproduced.) ...................................................................19
Evaluation of Day Camp Staff & Program— (May be reproduced.) ...................................................................20
Sample Day Camp Brochure ......................................................................................................................................21
Materials available in Spanish: (all may be reproduced).....................................................................................22
Form:
Informacion Sobre el Campo .......................................................................................................................22
Form: Forma para la salud........................................................................................................................................23
Form:
Papel de registración .....................................................................................................................................25
Form:
Permiso de ir de escurcion ...........................................................................................................................26
Letter to parents: Algunas Palabras Sobre Day Camp........................................................................................27
Sample poster in Spanish............................................................................................................................................28
Sample brochure in both Spanish and English ....................................................................................................29
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Section 1 — Day Camp Is …
Bringing a little of the camp experience to your community
And so much more! Day Camp is an opportunity for young people in your
congregation and community (entering grades one through six) to experience a
Christian summer camping program without going far from home. The children sing,
play, discover, touch creation, do crafts, act, participate in Bible Adventure Time,
worship … did we mention have fun?
Day Camp Is …
A Partnership — The Camp & Retreat Ministries Team of the Oregon-Idaho United
Methodist Churches provides the dedicated and trained staff and a program that
excites and teaches. The congregation brings the children from far and wide, sets
up volunteer staff (incredibly important!), welcomes our camp staff into your
community, and houses and feeds them. The church also takes care of
registration, health forms, permission slips, and follow-up.
A Relationship— Between counselors and children, as they have fun together. Between
children and children as they learn communication skills and the Biblical truth of
Jesus’ love for them. Between Day Camp staff and the volunteers of your congregation,
as they work together, share ideas, and build one another up in the faith.
Between your volunteer staff and the other members of your congregation, as they share
the great vision of Day Camp (which has the power to touch more than just
children). And finally, between your congregation and “the outside world” of
families (and their children!) who need Jesus’ love and the message of
forgiveness, acceptance, and grace.
A Renewal — As young campers come to church on Monday, a little scared and nervous,
and leave on Thursday singing songs and telling stories. As members of your
congregation learn that they have a gift working with children. As your
congregation is touched by the energy and excitement of young faith.
A Community Experience — Day Camp takes advantage of the local community
resources by taking trips to a local pool, inviting the local firemen to come out
with a truck and give a talk, cleaning an area park, going to a special place,
singing to the elderly at a nursing home, and anything else you can think of! Put
together a group of counselors, volunteers, and campers, and watch it all come
alive! Make it more personal by coming up with a catchy name! Day Camp
touches others in the community as the campers bring their friends with them to
camp, and touches lives through service.
An Outreach and A Mission — Chances are at least half of the children who come to your
day camp will be from unchurched or unbelieving families. Your congregation
has the opportunity to reach out, through the children, and welcome whole
families to the open hearts, open minds, and open doors of your church! This, of
course, goes beyond a simple five days of day camp.
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Section 2 — Camping & Retreat Ministry’s Goals
To Partner With You …
To Assist with reaching out to the young children in your community.
To Provide a consistent and powerful Christian education program that reaches children
at their learning levels in a variety of ways.
To Support you with a trained Team Leader and staff, who are dedicated to making your
week the best one you’ve ever had.
To Empower your congregation to use Day Camp as an outreach tool, not only to the
children that come, but also to their families.
To Encourage your congregation to help people grow intentionally as Christian disciples:
reaching out and receiving people, beginning or deepening relationships with
God, sending people forth in mission, doing love and justice ministries.
To Continue supporting your congregation in its own development of leaders for an
ongoing ministry with children.
To Have fun and Serve the Lord!
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Section 3 — Basic Ingredients of Day Camp
Flexible Programming with a Basic Outline
Day Camp varies in specific scheduling to allow for local resources and needs, but all
will contain the following:
Small groups — Small groups are the relationship builders in Day Camp. They consist of
approximately ten campers and two adult leaders. All other activities revolve
around the small group.
Worship — Morning watch and campfire are times for the whole camp to come together
to praise and thank God. The daily themes are introduced and reinforced at this
time. Each worship contains songs, prayers, scripture, and a youth-based
message presented in a medium they can relate to.
Bible Adventures — Campers delve into the Word through exciting adventure times led
by Day Camp staff. The scriptures for each adventure are centered around the
camp theme and daily themes.
Games — Group-oriented, and often non-competitive, games teach the campers about
being problem solvers. The games are chosen to represent the daily themes
when possible. This is a time that everyone can play and get out some of that
energy!
Arts & Crafts — The campers will make projects throughout the week that tie into the
summer theme. Craft projects help them remember what they learned during
the day. This is a time they can use their own imaginations, work at their own
speed, and take something home to show others. We choose very simple craft
projects to keep the emphasis on having imaginative fun with next to nothing in
expense.
Creation Awareness—We learn to care about what we can touch and name. Creation
awareness activities seek to connect campers to God’s wonderful world.
Quiet Time — A time to slow down, reflect, relax, and rejuvenate before the afternoon
events.
Service Events — Because we want to bring up children who understand what it means
to be a servant, we encourage the volunteer staff to plan a service project. These
projects may be cleaning up a park in the community, singing at a nursing home,
or learning what the pastor does on the job. The campers learn that serving can
be a good choice for life.
Lunch —Lots of variations here: Each child provides his or her own lunch, or others in
the church or community can be asked to provide lunches, or use a combination.
Sometimes it’s possible to participate in a community summer lunch program at
a nearby school. Some churches have had fun with a cookout or barbeque for
one or more of the days.
Snacks — Snacks not only provide a nutritional energy boost, they also are a way to
involve your volunteers in the program and help them know these children.
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Terms you Should Know
Day Camp Coordinator: Member of your congregation who is responsible for
coordinating all volunteer activity, home-stays, and any other needs. Not the
pastor.
Day Camp Team Leader: Representative of Camp & Retreat Ministries who sets up Day
Camp with your congregation.
Day Camp Director Conference staff person who oversees the scheduling, planning and
implementation of Day Camps.
Executive Director: Conference staff person who oversees all camp and retreat
operations. Lisa Jean Hoefner: 503-226-7931 x26. (or 1-800-593-7539)
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Section 4 — The Day Camp Program
Weekly Schedule
Sunday —A time must be set in the afternoon or evening for the Day Camp staff and all
volunteers to meet so that they can adequately prepare for the coming week.
This meeting should not be optional! It involves introductions, expectations, and
needs from both sides for a successful day camp program. Consider this
essential training time.
Sunday evening is a great time for an opening all-congregation or neighborhood
event like an ice cream social. This is a wonderful way for the staff to mix with
parents and children, to share the theme for the week, and provide added
exposure for the program throughout the church.
An option for some churches who arrange in advance is to specifically invite the
day camp staff to the church’s Sunday morning worship time. This may simply
be to introduce the staff, to share the time with children (children’s sermon,
young disciples, etc.), or to make an announcement or a brief presentation about
Day Camp.
Monday through Thursday — Day Camp is held Monday through Thursday, morning
through mid-afternoon. Exact times are flexible, and set by the congregation.
Before the campers arrive and after they leave each day, it is imperative that the
Team Leader, Coordinator, and all the staff meet until all planning demands and
needs are satisfied.
This is also a time to review the day, share joys, concerns, or frustrations; as well
as ideas for songs, skits, games, readings, and any other activities.
Thursday Afternoon — As decided by the congregation, the Day Camp can present a
program for families, friends, and congregation members. Campers and staff
share what they have learned or experienced through songs, skits, and stories.
The event can be centered around any of the four basic food groups: Ice cream,
coffee, casseroles, or healthy snack food! It is important to let the parents know
ahead of time if the ending time on Thursday is any different from the other
days!
Follow Up -- Another great idea – don’t have a closing program until the following
Sunday with the whole congregation and all the participants and their families
invited!
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Daily General Schedule
While the following schedule incorporates the basic ingredients mentioned
earlier, Day Camp is designed to be flexible enough to accommodate the
needs and resources of each community it serves.
Time
Activity
8:15 a.m.
Staff meets to go over details of the day.
8:30 a.m.
Kitchen volunteers and shepherds arrive
9:00 a.m.
AM Watch (songs, theme intro, etc.)
9:30 a.m.
Morning snacks, provided and served by volunteers
9:45 a.m.
Small group activity time —
Bible Adventure, Crafts, Creation Awareness, or Games. (see
page 7 for a suggested rotation schedule)
Session #1
Session #2
9:45 – 10:20
10:25 - 11:00
11:05 a.m.
Large Group activity time
11:35 a.m.
Prepare for lunch, silly songs
12:00 p.m.
Lunch
12:30 p.m.
Quiet time
12:50 p.m.
Small group activity time — more small group activities
Session #3
Session #4
12:50 – 1:25
1:30 – 2:05
2:10 p.m.
Snack time
2:30 p.m.
Campfire and closing worship – a time for sharing what we
learned, singing songs, and worshipping God.
3:00 p.m.
Campers go home
3:15 p.m.
Debriefing session for staff and volunteers
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Small Group Session Rotation Schedule
This schedule is based on having four groups, but it's easily adaptable to fewer groups:
-– if there are three groups, there will still be four sessions, but just groups A, B, and C.
If there are just two groups, still four sessions, but only A and B
Small Group A (Name: ____________)
Small Group B (Name: _____________)
Session
Session
#1:
#2:
#3:
#4:
Crafts
Creation Awareness
Bible Adventure
Games
#1: Bible Adventure
#2: Games
#3: Crafts
#4: Creation Awareness
Small Group C (Name: ____________)
Small Group D (Name: ____________)
Session
Session
#1: Creation Awareness
#2: Bible Adventure
#3: Games
#4: Crafts
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#1:
#2:
#3:
#4:
Games
Crafts
Creation Awareness
Bible Adventure
Section 5 — Running A Successful Day Camp
Servant Job Descriptions
The Day Camp staff is primarily responsible for the planning and implementing of the
Day Camp program.
The congregation is responsible for understanding and
implementing the following:
The Coordinator —
1. Is the contact person between the congregation and the Day Camp staff.
2. Arranges a meeting with the pastor and the Day Camp Team Leader.
3. Is on hand all day, each day, at Day Camp to answer questions and handle all
needs of volunteers, Day Camp staff, and campers.
4. Oversees the housing arrangements for Day Camp staff.
5. Coordinates daily meals for Day Camp staff.
6. Handles registration of Day Camp campers, or supervises the registrar.
7. Provides a first aid kit at the Day Camp site (and anywhere they might go), and
posts emergency phone numbers with clear instructions by a phone.
8. Recruits one volunteer to be the designated first aid person. Current first aid and
CPR certification are required. This person will be responsible for collecting
camper health forms and managing any medications. Camper medications will
be dispensed only with written instructions by the doctor for prescription
medications and by the parent for non-prescription medications. Camper
medications will be kept under lock and key at all times when not in the direct
control/supervision of the designated first aid person.
9. Meets with the Day Camp Team Leader and staff, as needed.
10. Sets up all program arrangements from the congregation end (special events,
visitors, transportation, etc.)
11. Prays, and serves Jesus!
The Steering Committee —
1. Dedicated to partnering with Day Camp staff to provide a Christ-centered
ministry.
2. Selects or appoints a Day Camp Coordinator from the congregation.
3. Recruits volunteer staff from the congregation.
4. Has a representative onsite during Day Camp.
5. Secures a site for Day Camp.
6. Identifies and secures community resources that would enrich the Day Camp
program.
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7. Helps publicize Day Camp in the congregation and community.
8. Plans a congregational and/or community event to open and close Day
Camp.
9. Works on follow-up plans for continued involvement of Day Camp
participants with your church.
10. Prays, and serves Jesus!
The Volunteer Staff —
1. Must have completed the ninth grade, at least. (Middle school students need
their own separate program!)
2. Attend preliminary planning sessions with Day Camp Coordinator as desired
in the spring and the mandatory Sunday meeting before camp begins.
3. Be on time for all meetings in the morning and after each Day Camp session.
4. Make arrangements for daily snacks and meals.
5. Be at Day Camp during assigned shifts, as requested.
6. Work with the Day Camp staff in the small groups, as requested.
7. Provide guidance in a ratio of one volunteer for every 8 children.
8. Pray, and serve Jesus!
The Host Families —
1. Be able to provide a sleeping and bathing area for any staff staying at their
house. Housing for staff should include privacy from children and must
NOT be a household which includes Day Camp participants.
2. Be able to provide meals for staff throughout the week.
3. Be present most evenings so staff is not alone in the house. Plan a fun activity
one evening.
4. Take turns having staff for dinner.
5. Pray, and serve Jesus!
The Pastor
Pastors of hosting and/or participating churches are encouraged to be involved in the
day camp program. Below are some of the ways that pastors have been involved. The
church day camp coordinator is responsible for communicating with the pastor about
his/her role in the day camp. It is strongly advised that the pastor attend the planning
meeting with the church day camp coordinator and Day Camp Team Leader, to clarify
goals and outcomes for the event, and the role of the pastor. Possible ways for the
pastor to be involved with the day camp include, but are not limited to:
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1. Be on the day camp steering committee.
2. Incorporate day camp into the Sunday morning worship service (& sermon?)
before camp.
3. Help recruit volunteers with announcements in church, encouraging potentials
leaders, etc.
4. Participate in orientation for volunteers on Sunday before camp, express
enthusiasm for program and appreciation for volunteers.
5. Be a spiritual leader for volunteers and staff, praying with the each morning
before camp starts, supporting them during the week.
6. Welcome campers each morning as they arrive, chat with parents.
7. Serve as the “camp pastor” – roving around during the day as available,
encouraging campers and staff and volunteers, getting to know campers, offering
pastoral care as needed.
8. Engage in conversation with campers or volunteers during lunch.
9. Tell the rest time story after lunch.
10. Lead a closing prayer, story, song, or participate in a skit at the closing campfire
at the end of each day.
11. Participate in special events such as Thursday night show for parents, field trips,
etc.
12. Evaluate day camp and provide feedback to day camp staff.
13. Encourage congregation to continue with follow-up of campers and families after
day camp experience. How can these relationships continue to be built and
strengthened after camp?
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Personnel Needs —
In general, the more people involved in the planning and execution of your Day Camp
the more successful it will be.
These are Key Tasks for which you will need volunteers:
Day Camp Steering Committee — See the servant job descriptions.
Day Camp Coordinator — See the servant job descriptions.
Hosts — See the servant job descriptions.
Volunteer Shepherds — Adults and high school students (16 and older), these people
work with Camp & Retreat Ministries' staff to lead and supervise campers.
First Aid Volunteer – Minimal requirement: current First Aid & CPR certification.
Responsible to collect health forms, supervise medications if any, maintain first aid
supplies, provide first aid care for camp.
Kitchen Volunteers — People are needed to prepare and serve two daily snacks for
campers and all staff meals. Host families can also prepare staff meals.
Special Programs Coordinators — These are persons in charge of any special events or
speakers.
Transportation Coordinator — Any offsite moving must be arranged by the volunteer
staff.
Community Celebration Coordinator — Recruiting someone to plan and run a closing
family event would free the Day Camp Coordinator for the other duties.
Registrar — This person is responsible for collecting and recording all Day Camp
registrations, health forms, and fees. He or she provides the Camp & Retreat Ministries
Day Camp Team Leader with a comprehensive list of campers, volunteers, and the
registration forms before the staff departs.
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Local Responsibilities – Best Practices — Things we’ve learned over the years!
1. Steering Committee: Secure a site for Day Camp. A large outdoor area is
preferable. A building (like a church) should be available in case of inclement
weather. Immediate access to storm shelter, emergency phone, rest rooms, and
running water are also necessary.
2. Steering Committee: The congregation must define its sexual abuse/physical abuse
policy, and outline a method of receiving and overseeing volunteers that is
consistent with that policy. Appropriate property liability insurance to cover facility.
3. Day Camp Coordinator: Set up a good corps of volunteers according to servant
descriptions and personnel needs, headed by a steering committee and Day Camp
Coordinator.
4. Day Camp Coordinator: The Vital Statistics sheet needs to be mailed to the Day
Camp Team Leader (see Appendix).
5. Day Camp Coordinator: The congregation contracts with Camp & Retreat
Ministries for a Day Camp Team. The fee will include the staff salary and training
costs, all program expertise and materials, transportation for the staff, and insurance
for all campers.
6. Host Families: Secure housing and meals for Camp & Retreat Ministries' staff.
Review handout on Camp & Retreat Ministries Day Camp Staff Policies given out at
the meeting. This handout explains in detail our expectations for our staff and how
they are called upon to act in every circumstance. The Day Camp Coordinator
ensures that the local practices uphold Camp & Retreat Ministries’ policies for its
staff. Housing for staff should include privacy from children (especially Day Camp
participants) and house pets that could affect persons with allergies.
7. Kitchen Volunteers: Provide snacks in the morning and afternoon, and beverages
during the noon meal. Healthful and nutritious is best! Having plenty of liquids
always available is a necessity.
8. Volunteers from the Church: The congregation provides enough volunteers to have
a minimum ratio of 1 volunteer for every 8 campers (this does not include Camp &
Retreat Ministries staff or those providing snacks). (Although volunteers under the
10th grade level can be encouraged to help, they cannot be counted in the
camper/volunteer ratio)
9. Volunteer Age Restrictions: A maximum of 50% of volunteer counselors may be
recruited from high school students 16 and older. The rest must be adults
(minimum one year out of high school, usually 19 or older). Each small group must
be assigned an adult volunteer counselor, and may be assigned 1 youth counselor.
10. Marketing: Publicize the Day Camp. It can be mentioned often in church bulletins,
newsletters, local newspapers, community bulletins, radio, TV, brochures, posters,
and other highly visible media. Of course, word of mouth is the best method!
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Special Event Ideas
•
The local fire department brings a truck to the site and does a fire safety
presentation.
•
Do the same with local police with a presentation on personal safety and
strangers.
•
Visit a local place of interest.
•
Invite a beekeeper to the camp.
•
Take the campers to a local pool. A water day is always welcome!
•
Visit a local nursing home and sing camp songs.
•
Have the pastor give a tour of the entire church, explaining the symbolism of all
the articles, vestments, and anything else of interest.
•
Tour the town hall and meet the mayor.
•
Take a hike at a local nature center, or clean up a park.
•
Visit a radio or TV station.
•
Visit an animal shelter.
How to Fill a Day Camp!
•
People retain a disappointing percentage of the information that they read and
hear in a day. To ensure a full day camp, tell people a minimum of seven times,
using at least three different ways to get out the message. Try some of these:
•
Announce it in the church bulletin.
•
Put articles in the church newsletter.
•
Talk about it on Sunday mornings in front of the congregation.
•
Sing camp songs during Sunday School or during the children’s sermon.
•
Put up posters around the church and in the community.
•
Run the dates of your day camp on cable TV community announcements.
•
Ask for announcements as public service announcements on local radio or TV
stations.
•
Buy an ad in your local paper.
•
Send an “Alert” letter out to families in the congregation with children in the age
group that you will serve with your Day Camp.
•
Add your own creative ideas and pass them along to our office so we can share
them with other congregations!
13
Follow Up Plan by Congregation
Most congregations see Day Camp as an incredible way to reach the families in their
community. The Day Camp Coordinator, Steering Committee, Pastor, and Evangelism
Committee should meet to prepare and implement a plan to continue contact with
unchurched campers and families. Consider Camp & Retreat Ministries as a resource
for this follow-up.
Some ideas –
1. Hold a camp reunion activity when it’s time to register for Sunday school.
2. Have a midweek summer or weekend evening worship service during or just
following the week of Day Camp and especially promote it to participant
families.
3. Have your prayer chains contact families and ask if there are needs they would
like us to pray about.
4. Hold some special activities each week from Day Camp to the start of church’s
fall schedule.
5. Add Day Camp participants’ names and addresses to your church newsletter
mailing list and/or invitations to Sunday school and fellowship groups.
6.
Deliver pictures from Day Camp to the homes of your new friends! (makes a
personal home visit easier for people to do when they have something in hand to
deliver.)
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Section 6 — Time Line for Day Camp
Task
Responsible Party
Deadline
Administrative Council approval
and application to Camp &
Retreat Ministries.
Steering Committee
ASAP
Set a date.
Steering Committee and
ASAP
Camp & Retreat Ministries
office.
Recruit a Day Camp
Coordinator.
Steering Committee
March
Select a site for the Day Camp.
Steering Committee,
Pastor, and Day Camp
Coordinator
April
Complete payment of deposit.
Church Treasurer
May 15th
Planning meeting
Day Camp Coordinator,
Pastor, any other
volunteers, and Day
Camp Director
February – April
Publicize Day Camp
Day Camp Coordinator
8 weeks before camp
Recruit volunteers, plan field
trips and/or speakers, identify
host families, and organize
arrival events and community
celebration.
Day Camp Coordinator
6 weeks before camp
Plan daily schedule
Day Camp Coordinator
and Day Camp Team
Leader
4 weeks before camp
Arrange staff meals
Day Camp Coordinator
2 weeks before camp
Orient and Train volunteer staff
Camp & Retreat Ministries Sunday before camp
Day Camp Team
Register Day Campers
Designated Day Camp
Registrar
Registrations taken
until the first day of
camp
Follow-up Meeting/Action Plan
Steering Committee,
Pastor, and congregation
2 weeks after camp or
up to 1-2 months after
camp
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Appendix
Sample Letters — Camp Forms — After-Camp Evaluation
Public Relations Letter to Parents —(see p. 26 for a letter in Spanish)
Public Relations Letter to Parents
Dear Parents,
Greetings from (your Church’s name here) in Jesus’ name. Our church is planning an exciting new opportunity for
Christian growth for you and your child — Day Camp! This event is planned for (date of camp) for youth entering
grades one through six.
Day Camp is a joint effort between our congregation and our area United Methodist Camp & Retreat Ministries
Team. The Camp & Retreat Ministries Day Camp staff, together with people from our congregation, will create the
camp adventure. We will begin at 9:00 a.m. and conclude at 3:00 p.m., Monday through Thursday. (Insert a
paragraph here, if desired, on any special events of the week.)
The purpose of Day Camp is to help your child grow in faith. The secret to Day Camp is its use of enthusiastic and
knowledgeable staff that brings music, games, crafts, nature activities, and Bible adventure to life for young
people!
We would love for your child to be a part of our Day Camp. The cost is $(cost per child). (Add any information on
registration procedures and camper scholarships being offered by your church.) Please plan to register by
(desired registration deadline).
We look forward to seeing you and your child(ren) at Day Camp on (date of camp), and sharing this special
opportunity. This promises to be a wonderful experience for all involved!
God’s Peace,
Day Camp Committee
Sample Confirmation Letter to Parents —
Sample Confirmation Letter to Parents
Dear Day Camp Parent,
Thank you for signing your child up for Day Camp!
We’ve got an exciting week planned and are delighted that you can be part of it. This is to confirm your child’s
registration details and review other details for the week:
•
The balance of the fee, $________, is due one week before camp.
•
Plan to arrive at church by 8:30 a.m. on Monday, (date). Be sure to bring along the health history form.
•
Send a sack lunch along each day. The church will provide a cold drink and morning snack. (If your church
wants to provide lunch or make other arrangements, modify this information.)
•
Day Camp will conclude daily at 3:00 p.m.
Please contact (Camp Coordinator or designate) at (phone number) if you have further questions, or if we can help
in any way with your preparations.
We can’t wait for Day Camp to start — there are so many fun things we’re going to do! We look forward to meeting
you and your child and sharing the excitement of Day Camp together!
In Christ,
Day Camp Coordinator
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Field Trip Permission Slip — (May be reproduced.)
FIELD TRIP PERMISSION SLIP
has my permission to accompany the
(Child’s Name)
summer Day Camp to
(Host Congregation)
during the
(Field Trip Location)
week of
. This camper has permission to
(Dates)
ride and/or walk to the field trip destination under the supervision of the Day Camp staff.
(Parent/Guardian Signature)
(Date)
Sample Non-Parent/Guardian Pick-up Authorization — (May be reproduced.)
END OF DAY AUTHORIZATION FOR
NON-PARENT OR NON-GUARDIAN PICK-UP
OF YOUR CHILD
Camper’s Name:
Parent/Guardian’s Name(s):
Name of Person(s) authorized to pick-up your child:
Relationship to Parent and Child:
List the days your child will be picked-up by this person:
(Parent/Guardian Signature)
(Date)
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Health Form: (may be reproduced)
HEALTH FORM
(This form is required in addition to the Registration Form)
Camper’s Name:
Gender:
Date of Birth:
Address:
City:
State:
Parent/Guardian Name:
Address (if different from child’s):
In case of emergency, notify:
Address:
Relationship to Camper:
Yes
Does camper have any known allergies?
Allergies to medications:
Allergies to environmental elements:
Food allergies:
Health History (check any that apply):
Height:
Weight:
Zip Code
Phone:
No
If yes, please list …
Frequent sore throats
Epilepsy/seizures
Frequent ear infections
Diabetes
Headaches
Asthma
Back pain or strain
Heart Disease
Other (explain):
Are you presently taking or using any type of medication or drug(s)?
If yes, specify:
Date of last Tetanus Shot:
Date of last Physical Exam:
Any special dietary needs? (Provide details):
Any physical limitations? (Provide details):
Family Medical Insurance?
Yes
No
Carrier:
Policy or Group #:
Suggestions or health related information for camp personnel that will ensure a safe and fun week for this
camper?
My child has permission to take part in all camp activities under supervision, and I agree that the camp or its
personnel will not be held responsible for accidents arising therefrom. I give the camp staff permission to seek
medical treatment for my child in case of injury or illness.
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Vital Statistics Form — (May be reproduced.)
VITAL STATISTICS FORM
(This form should be mailed to your Team Leader two weeks prior to your Day Camp.)
Day Camp Coordinator:
Phone Number:
Pastor & Church Names:
Address:
Dates of Day Camp:
Host Family Names (please list all families with street addresses and phone numbers):
Family Name
Address
Phone Number
Family Name
Address
Phone Number
Family Name
Address
Phone Number
Family Name
Address
Phone Number
Family Name
Address
Phone Number
Volunteer
Address
Phone Number
Volunteer
Address
Phone Number
Volunteer
Address
Phone Number
Volunteer
Address
Phone Number
Volunteer
Address
Phone Number
Number of children as of time this sheet is mailed:
Names, Addresses, and Phone Numbers of all Volunteers:
•
Directions to the church (please be specific)
•
Will the pastor or other church members be participating during the week?
•
If so, what do they most want to do?
•
What time does the Camp staff need to be at worship on Sunday?
•
How would you like our staff to be involved?
•
What time is the planning meeting on Sunday?
•
Day and time of closing program:
•
Special events planned (what, where, and when)?
19
Evaluation of Day Camp Staff & Program— (May be reproduced.)
EVALUATION FORM
Day Camp Staff & Program Evaluations
The Day Camp Coordinator, Pastor, Volunteers and Host Families should fill out this form.
(All copies must be filled out and handed to the Day Camp Coordinator on Thursday, last day of Day Camp.
Mail these forms directly to the Executive Director of Camp & Retreat Ministries.)
Day Camp Church:
Church Name
City
Position (Coordinator, Pastor, Volunteer, or Host Family):
1. Did the pre-camp communication meet your needs?
changed, if anything?
What could have been
2. What were your expectations for Day Camp?
3. Were these expectations met?
(If not, please explain):
4. Please comment on any or all of the following:
Crafts:
Worship:
Bible Adventure:
Creation Awareness___________________________________________________________
Games:
Overall Schedule:
Other:
5. Please comment on the camp staff:
6. How was the communication between the church volunteers and the camp staff? (Be sure to list
specific instances to support your point):
7. What feedback (specific comments) have you heard back from campers and/or parents?
8. What aspects of Day Camp would you like to see kept the same?
9. What changes would you suggest for the future?
10. Please share any other comments you have:
20
Sample Day Camp Brochure
(Cover)
(1st Inside Page)
Day Camp Information
Day Camp
(Use the name you choose for your day camp here) Sample
Brochure
Dates :
Your Dates
Time :
9:00 am to 3:00 pm
Place :
Your Location
Ages :
Entering First Grade through Fourth Grade
Cost :
$XX.XX per person
What to Bring :
Bring a sack lunch daily and sunscreen. A swimsuit and towel will be necessary
on water days. Drinks and snacks are provided.
Activities will include :
 Bible Adventure
 Singing
 Skits
Your Church Name
Your Church City
 Games
 Laughing
 Crafts
 Worship
 Fun
 Field Trips
How to Register :
Your Day Camp Dates
Registrations are due to the church office no later than
(your date) . For
registration information, contact the church office or one of the Day Camp
Steering Committee members listed below:
(List Names)
Sunday Evening Kick -Off Event :
Come to the church on Sunday
(Date) at (Time) and get a taste of what Day
Camp is all abo ut! The camp staff will be here to lead us all in games and songs
and to get to know the campers and their parents. You’ll also get a taste of ice
cream at the social, which follows. Bring your favorite toppings to share!
In cooperation with:
Camp & Retreat Ministries
1505 SW 18 th Avenue
Portland, OR 97201-2599
Closing Event
A closing program will be held for the entire congregation and parents on
(Date)
at (Time) . It will begin with a potluck dinner; congregation members are asked to
bring something to share. Following the meal the day campers will share what
they have learned during the week through songs and skits!
(2nd Inside Page)
(Back Cover)
Registration Form
A Word About Day Camp
One Per Child, Please!
Day Camp is an opportunity for children to spend a week singing, playing,
acting, touching and living the truths of the Bible in their own “language” —
the active lifestyle of first through fourth graders! Many activities are
added by the members of the local community and the Camp & Retreat
Ministries, which gives deeper meaning to the program.
A key ingredient to Day Camp is the highly trained, dedicated, and
qualified staff who come to your congregation and community for a week.
They are excited about sharing the good news of Jesus with both children
and adults! They are well prepared to work with the volunteers to create a
memorable experience for all!
A week of Day Camp is a week that will not be forgotten by any who
participate — children, volunteers, and members of families. What an
exciting way to share Christ with all generations!
Feel free to copy and give to a friend!
Please print.
Name:
Address:
State:
City:
Zip:
Parent Name(s):
Home Phone:
Birth Date:
Emergency Phone:
Year in School Next Fall:
Home Church:
City:
A Word About Camp & Retreat Ministries
Any restrictions to physical activities:
Camp & Retreat Ministries are supported by people in United Methodist
congregations in Oregon and Idaho. We work in cooperation with individuals,
congregations, and organizations to offer quality Christian programming for
all ages with an outdoor and experiential focus.
The mission of the Camp & Retreat Ministry of the Oregon-Idaho
Conference is to serve religiously affiliated, educational, family and other
non-profit groups by providing quality environments of Christian hospitality
and learning designed to help persons grow in wisdom and healthy selfesteem, develop lifestyles of loving interdependence with each other and all
of creation, and affirm and expand their faith in God and their service as
Christian disciples within all of God’s world.
Acceptance and participation in our programs is the same for everyone
without regard to race, color, age, sex, disability, religious preference, or
national origin.
Any allergic reactions (food, drugs, insects, etc.):
My child has permission to take part in all camp activities under
supervision, and we agree that the camp or its personnel will not be
held responsible for activities arising therefrom. I am responsible for
any medical obligations incurred during the camping period and give
the camp staff permission to seek medical treatment for my child in
case of injury or illness. I also give permission for the use of
photographs including my child in camp publicity.
Parent/Guardian Signature
21
Materials available in Spanish:
Form:
(all may be reproduced)
Informacion Sobre el Campo
22
Form: Forma para la salud
FORMA PARA LA SALUD (health form)
(Tiene que hacer este forma además de la forma de registració)
Nombre del niño:
Fecha de nacimiento:
Sexo:
Altura:
Peso
Dirección:
Ciudad:
Estado:
Código Postal:
Nombre de un padre o guardián:
Dirección (si sea diferente que lo del niño)
En causo de un emergencia ¿Quién podemos llamar?:
Dirección:
Numero de teléfono:
Relación al joven:
¿Tiene alergias?
Sí
No
Si la respuesta es sí haz un lista . . . . .
Alergias al medicaciones:
Alergias del medio ambiente:
Alergias de la comida:
Historia de la Salud: (Pon un "x" en la línea para cada que se aplica al niño)
Frequentamente tiene dolor de garganta
Epilepsia/ataque de epilepsia
Frequentamente tiene infecciones del oido
Diabetes
23
Health form, cont.
Dolores de la cabeza
Asma
Dolor torcedura de la espalda
Enfermedad del corazón
Otros cosas (explica aquí):
¿Está tomando algún medicina o droga?:
¿Cuales?
Fecha del ultima inyección de tétanos:
Fecha de ultima examinación física:
¿Hay algunas cosas especiales en su dieta? (Describirlos aquí)
¿Hay limitaciones físicos? (Describirlos aquí)
¿Tiene la seguridad medical?
Sí
No
Nombre del programa
Numero del pólliza
Hay consejos o información sobre la salud para los trabajadores que les ayuda en asegurar la
seguridad y una semana divertida para este niño?
Mi hijo tiene permiso de participar en todos los actividades con supervisión, y estoy de acuerdo
que el camo o los trabajadores no van tener culpabilidad para accidentes que ocurran durante
el campo. Le doy permiso a los trabajadores del campo para buscar algún tratamiento medical
para mi hijo si haya un herida o enfermedad.
(uno de los padres o guardianos)
(la fecha)
24
Form:
Papel de registración
25
Form: Permiso de ir de escurcion
PERMISO DE IR DE ESCURCION
tiene permiso para acompañar el Day Camp
(nombre del niño)
de
iglesia a
(el lugar)
durante la semana de
. Este niño tiene
(las fechas)
permiso para ser pasajero o caminad en el excursión con la supervisión de un trabajador
del campo.
___________________________________________________________________
(los padres o guardianas / guardianes) (la fecha)
26
Letter to parents: Algunas Palabras Sobre Day Camp
DAY CAMP:
En cooperación con:
El ministerio de acampar y retirarse
1505 SW Avenida 18°
Portland, Oregon 97202-2599
Algunas Palabras Sobre Day Camp
Day camp es una gran oportunidad para los jóvenes. Pueden pasar la semana cantando, jugando, haciendo dramas,
abrazando, y aprendiendo más las palabras de la Biblia en su idioma nativo - el lenguaje de los niños. Las actividades
están preparadas por los trabajadores del campo y algunos miembros la comunidad. Estés actividades están creado para
les dar un compresión profundo a las palabras de Dios a los jóvenes.
Un ingrediente importante del campos es los trabajadores que son capacitados y dedicados. Estas personas
vienen a la tu iglesia y comunidad para una semana. Están entusiasmados. Quieren compartir las buenas noticias de
Jesús con los jóvenes y los adultos. ¡¡Están preparados para trabajar con los voluntarios para crear una semana
memorable!!
Nadie va a olvidar las experiencias de Day Camp - ni los niños ni los adultos ni los voluntarios. ¡¡Es la mejor
manera para compatir Jesús Cristo con todas las generaciones!!
Unos palabras cerca de los Ministerios de Acampar y Retirarse
El Ministerio de Acampar y Retirarse gana dinero de la gente en los congregaciones de la iglesia metodista en Oregon y
Idaho. Trabaja en conjunción con congregaciones individuales, y otros organizaciones para ofrecer programas cristianos
de calidad por todos los jóvenes con actividades afueras y experimentales.
La misión del Ministerios de Acampar y Retirarse de la conferencia de Oregon y Idaho es servir organizaciones
religiosos, educativos, familiares, y otros programas sin ganancia. El ministerio les da un ambiente rico en la hospitalidad
cristiana a las personas para enseñarles en como puede ser más prudente. Hacen esto para ayudar la gente tener más
confidanza en sí mismo. Además de esto, quiere que la gente se desarrolla en su estilo de viver y ser más
interdependiente y afectuoso con todas las personas y la naturaleza. Finalmente, quiere que la gente se afirma y amplia su
fidelidad en Dios y su servicios como discípulos de Jesús Cristo a todo el mundo creado por Dios.
Todos pueden participar en les programas del Ministerio de Acampar y Retirarse; la raza, el color, el
sexo, la edad, las disabilidades, la preferencia de religión, o el país de origen de las participantes no va a
cambiar el programa ni un poco.
27
Sample poster in Spanish
28
Sample brochure in both Spanish and English
29