Summer Camp Planning Guide

This is a high-level guide to helping plan a successful summer camp to use as an outreach event or team fundraiser

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

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