Free template · Planning and reports

Summer camp planning checklist

A month-by-month checklist for running a summer camp, from setting dates and prices in the fall to hiring, registration, staff training and closing out the summer.

Download PDF Word version

What's in it

What the camp planning checklist covers

At the top: Many camps open registration between January and March. Adjust the months to your own dates and check your state's licensing deadlines.

Fall (September to December)

Review last summer: enrollment, surveys, budget, incidents
Set dates, weeks, hours and age groups
Set prices, deposits, payment plans and scholarships
Renew or apply for your state camp license or permits
Book the venue, buses and field trips
Confirm insurance

Winter (January to March)

Open registration and announce it to past families
Post counselor jobs and start interviews
Update forms: registration, medical, pickup, waivers, photo release
Plan the daily schedule and activities
Order supplies and camp shirts

Spring (April to May)

Hire staff and run background checks as soon as you make offers (fingerprint results can take several weeks)
Check staff certifications (first aid, CPR, lifeguard)
Follow up on missing health forms and balances
Plan staff training
Send the welcome letter and packing list

Two weeks before camp

Train staff, including emergency and fire drills, medication and mandated reporter training
Train staff on your heat, severe weather, missing child and lockdown plans
Finalize rosters, groups and allergy lists
Set up check-in and pickup
Stock first aid kits and medicine storage
Walk the site for hazards

During camp

Take attendance and do head counts
Write incident reports the same day and report serious incidents to your licensing agency as required
Send weekly updates to families
Do mid-summer staff evaluations

After camp

Send the parent survey
Do final staff evaluations and rehire notes
Settle the budget and close out payments
File any reports your license or grants require
Store records as your state and insurer require

Free to use and change, but not legal or medical advice. Check your state's licensing rules and your insurer's requirements, and have a lawyer review any consent or waiver language.

Tips

How to use it well

Put each item on a shared calendar with the person responsible.
Look up your state's camp licensing rules early. Some states need applications months before camp opens.
Reuse this list each year and add what you learned.

Rules on ratios, medication and reporting vary by state. See your state in our state-by-state rules for youth programs.

FAQ

Questions, answered

When should you start planning a summer camp?

In the fall. Many camps open registration between January and March, so dates, prices, licensing and venue should be set before then.

What do you need to start a summer camp?

A place, dates and prices, insurance, any license or permit your state requires, trained, background-checked staff, health and registration forms, and a way to take sign-ups and payments.