4. Director Role & Annual Timeline
Core Responsibilities
As Director, you coordinate four areas:
People
Staff, volunteers, campers, guest ministry, parents. You recruit, train, support, and communicate with everyone involved.
Program
Schedule, spiritual practice, age-specific activities, special events. You set the vision and rhythm that creates transformative experiences.
Place
Campground booking, facilities, kitchen, health and safety. You ensure the physical environment supports your program.
Practicalities
Budget, registration, subsidies, forms, reporting. You handle the logistics that make everything possible. See Section 7 and the Forms & Documents page.
Detailed 14-Month Timeline
Adjust dates to your context, then reuse each year.
| WHEN | WHO | ACTION | OUTPUT / CONFIRM |
|---|---|---|---|
| PLANNING PHASE (14–6 MONTHS OUT) | PLANNING PHASE (14–6 MONTHS OUT) | PLANNING PHASE (14–6 MONTHS OUT) | PLANNING PHASE (14–6 MONTHS OUT) |
| 14 months | Mission Centre + Camping Director | Confirm next year's camp dates with campground. Discuss guest ministry needs | Dates confirmed in writing |
| 12 months | Mission Centre | Identify and confirm Camp Director | Director confirmed |
| 12 months | Camp Director | Confirm Business Manager | Business Manager confirmed |
| 12 months | Camp Director | REGISTRATION OPENS (lowest early-bird price) | Registration live |
| 12 months | Camp Director | Announce: Registration open at prior year's camp closing | Verbal + signup sheet |
| 10 months | Camp Director + Business Manager | Set budget, fee tiers, subsidy policy | Budget approved by Mission Centre |
| 8 months | Camp Director | Begin staff recruiting—identify all role needs. Invite staff to pre-season training sessions organized by Mission centre | Staff needs list |
| 12 months | Camp Director | Invite guest ministry<br/>Finalize LIT program and identify roles for potential leaders in training, and # LIT to be recruited | Guest ministry confirmed |
| PROMOTION SCHEDULE | PROMOTION SCHEDULE | PROMOTION SCHEDULE | PROMOTION SCHEDULE |
| Jan 1 | Camp Director / Mission Centre | Dates distributed to: congregations, campground boards, members, newsletter, communications | Email/newsletter sent |
| 6 months | Camp Director | Promotion push: congregations, newsletter, social media, MC website. <br/>Initiate website updates as changes occur and more information becomes available & use this as way to keep in contact with camping community. | Promo materials distributed |
| 3 months | Camp Director + Staff | CALLING CAMPAIGN: Each staff member calls potential campers | Call list completed |
| 2 months | Camp Director | Reminder: congregations, newsletter, direct outreach<br/>Recruit family members, congregational family to support youth attendance at camps (provide ride, financial support, invitation etc) | Reminder sent |
| 1 month | Camp Director | Final push: personal invitations, deadline reminder | Final promo sent |
| PRE-CAMP PHASE (3 MONTHS – 1 WEEK) | PRE-CAMP PHASE (3 MONTHS – 1 WEEK) | PRE-CAMP PHASE (3 MONTHS – 1 WEEK) | PRE-CAMP PHASE (3 MONTHS – 1 WEEK) |
| 3 months | Camp Director | Finalize staff roster | All roles filled |
| 3 months | Mission Centre | Verify all Vulnerable Person Certification complete | Screening confirmed |
| 2 months | Camp Director | Coordinate with campground caretaker (site readiness, keys)<br/>Identify advance funding needs for supplies, food | Site access confirmed |
| 30 days | Camp Director | STAFF PREP MEETING #1: Roles, expectations, schedule overview | Meeting held, notes distributed |
| 30 days | Business Manager | Report registration numbers to Camp Director | Numbers reported |
| 2 weeks | Camp Director + Business Manager | Finalize supplies and purchasing | Purchase orders placed |
| 7 days | Camp Director | STAFF PREP MEETING #2: Final logistics, emergency protocols, Q&A | Meeting held |
| 7 days | Business Manager | Report final registration numbers | Final count confirmed |
| 7 days | Camp Director | Confirm site access time with caretaker | Access time confirmed |
| 7 days | Camp Director | Confirm backup staff plan (if cancellations) | Backup list ready |
| CAMP WEEK | CAMP WEEK | CAMP WEEK | CAMP WEEK |
| Arrival day | Camp Director | Site walk-through, building check, setup | Site ready |
| Day 1 AM | Camp Director | Staff briefing: emergency protocols, daily schedule, expectations | Staff aligned |
| Daily AM | Camp Director | Morning staff huddle (15 min): day plan, concerns, assignments | Huddle complete |
| Daily PM | Camp Director | Evening debrief (10 min): incidents, tomorrow prep | Issues logged |
| As needed | Camp Director | Behaviour intervention / parent communication | Escalate to Mission Centre if needed |
| Emergency | Camp Director | Medical emergency → 911 first, then Mission Centre | Incident report filed |
| Last day | Camp Director | Announce next year's dates, open registration for next year | Signups collected |
| Last day | Business Manager | SEND TO MISSION CENTRE: Attendance #s, preliminary financials, expense receipts | Report submitted |
| Last day | Camp Director | Site clean-up, building check-out with caretaker | Site signed off |
| POST-CAMP (WITHIN 2 WEEKS) | POST-CAMP (WITHIN 2 WEEKS) | POST-CAMP (WITHIN 2 WEEKS) | POST-CAMP (WITHIN 2 WEEKS) |
| Within 3 days | Camp Director | Send thank-you to staff and volunteers | Thanks sent |
| Within 1 week | Camp Director | Debrief notes: what worked, what to change | Notes documented |
| Within 2 weeks | Business Manager | FINALIZE EXPENSES: Submit final financial report to Mission Centre | Final report submitted |
| Within 1 month | Camp Director | Successor identification conversation with Mission Centre | Succession discussed |
| Within 1 month | Mission Centre | Survey sent to participants and staff | Survey collected |
| STABILITY TACTIC: Registration opens before this year’s camp starts. Confirm dates 14 months out. Always open pre-registration before end of camp for next year commitment at lowest early-bird price. Getting early commitments attracts more commitments. Implement layaway payment plan. |
|---|
Annual World Church Camping Guide (Vonda, August 2026)
World Church publishes an annual Camping Guide with excellent ideas relating to the camp theme. Several Directors have found it useful when planning their program. This year's guide: https://www.heraldhouse.org/products/2026-youth-camping-guide
Related Sections
Questions or Feedback
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