# Summer Camp Planning Guide ### 1. Identify Your Goals Before jumping into logistics, use the following questions to help shape the foundation of your camp: * Does a summer camp further your program’s mission and vision? * Does your community already have STEM or robotics camps? * If so, how will yours provide different value? * Could you partner with or expand their existing program? * What volunteer support do you have (adults and students)? * What age range of campers are you targeting? * Different age groups require different learning approaches and energy levels. * Do you have supplies or resources you can use? * Build your curriculum around what you have to reduce startup costs. * Is your goal to provide a learning experience or raise money? * What learning objectives do you want your campers to walk away with? *** ### 2. Establish Time Commitment & Cost #### Research * Look into local summer camp options from YMCAs, colleges, and rec programs. * Reach out to local parent groups or schools for insight and marketing opportunities. * Research scholarships in your area and understand average pricing. #### Structure * Many families prefer **more days with fewer hours** (e.g., 4 days of 6-hour camps). * Volunteers tend to burn out with longer durations. #### Cost Strategy * Price competitively but align with your camp’s goals. * Fundraising camps may be priced slightly higher, experience-based camps lower. #### Cost Tips & Tricks * Price camps with a 9 or 5 ending (e.g., $249 instead of $250). * Younger student camps = higher volunteer needs = higher pricing. * **Before/after care** add-ons: * Increases flexibility for busy families * Include low-effort activities like movies, board games, or STEM games * Discounts for beta testers, siblings, or returning campers * If including a take-home item: * Choose reusable items (shirts, drawstring bags, etc.) * Keep t-shirt designs **generic** to reuse leftovers * Change shirt **colors annually** or allow **tie-dye on Day 1** * **Partner with other teams**: * Share volunteers, kits, or supplies * Document who is responsible for what if co-hosting with other FIRST teams *** ### 3. Determine Number of Campers Start small and scale as your confidence grows. Consider volunteer ratios and location space. #### Recommended Ratios * **PreK–2nd Grade**: 1 counselor per 2–3 campers * **3rd–6th Grade**: 1 counselor per 4–5 campers * **7th–8th Grade**: 1 counselor per 8 campers #### Adult Support * One adult per classroom helps with logistics and parent communication. * Adults assist with: * First aid * Behavior issues * Waivers and paperwork *** ### 4. Find a Location and Set Dates Start your location search early to lock in a space that matches your camp size and needs. Consider: * Schools, churches, community centers, or your team’s lab space * Outdoor access for breaks or large activities * Tables and seating for meals or hangouts * Proximity to busy streets or hazards * Fridge/microwave access * Age-appropriate environment and security (fenced yards, visible exits) #### Timing Considerations * **June and August** are ideal for attendance * Avoid **July** due to common vacation conflicts *** ### 5. Choose a Camp Topic Choose a theme that aligns with your team’s goals and resources. * Use available materials (e.g., LEGO kits, Spheros, etc.) * No tech? No problem! Programming and science camps can use laptops or basic household materials * Avoid large upfront investments your first year * Establish clear **learning objectives** to guide lesson planning *** ### 6. Market Your Camp Marketing is key to a successful camp. The earlier and more consistently you advertise, the better. #### Promotion Tactics * **Social Media**: * Post regularly starting at registration launch (every 1–2 weeks) * Share updates, photos, and reminders * Use local targeting tools on Facebook/Instagram * DM local schools, libraries, and STEM groups to help share * **School Outreach**: * Contact local elementary/middle schools * Ask to share flyers via newsletters or bulletin boards * **Community Posting**: * Post flyers in coffee shops, grocery stores, libraries, and community centers * **Email Outreach**: * Reach out to past participants, event attendees, and sponsors * **Camp Expos**: * Attend local summer camp expos to promote your camp in person #### Timeline Tips * Most camps open registration **January–February** * Peak signups happen **February–March** * Set your **registration deadline** early enough to order shirts and supplies *** ### 7. Planning Timeline (Suggested) This planning timeline reflects what has worked well for our team. Adjust based on your needs and community schedule. * **February–March**: Finalize location, dates, and begin promotional materials * **April**: Open registration and post camp details on social media * Attend any **Summer Camp Expos** in your area * **May (before school ends)**: Confirm location and summer contact info * Send out **volunteer sign-up forms** and training materials * **45 Days Before Camp**: Set registration cutoff to simplify planning * **1 Month Before Camp**: Finalize curriculum, order shirts, and post another social media push * **1 Week Before Camp**: Purchase snacks, take inventory, confirm volunteers, and email camper reminders * **Day Before Camp**: Charge devices, organize materials, double-check signups/payments * **Day of Camp**: Arrive early to set up, have fun! * **Day After Camp**: Send feedback forms, photo galleries, and promote future events --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. 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