# Summer camp planning checklist

Source: https://backpr.com/resources/templates/camp-planning-checklist. Last updated: 2026-11-06.

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.

Free download: PDF https://backpr.com/media/templates/backpr-camp-planning-checklist.pdf · Word https://backpr.com/media/templates/backpr-camp-planning-checklist.docx

> 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

### How to use it
- 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.

**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.

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.