Planning a successful camping program

by Don MacDowall

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We spend a great amount of time and energy getting ideas for activities. Often this is wasted time if we haven't done our homework — thinking, talking, planning and preparing.
Some people find this part of the process tedious and interfering with the 'real' camp. On the other hand many people think that this is an important stage in creating a successful event. Other good elements include good staff, good campers, good weather and good luck.

What is the aim of the camp?

If we're clear about the aim of the camp, other questions are more readily answered and issues are more effectively handled.
Your aim should be clear and straightforward and understood by the leadership team and be able to be turned into action.

Why are we having the camp?

It may be for recreation, social, skill development, specific training or adventure.
Are the participant's expectations in line with the organisers' expectations?

Plan creatively.

Who are we planning for?

What number, age, interests, abilities and male/female mix?
What can the participants contribute? What interests do the participants have that can be built on? Are these details 'often important', 'always important', 'rarely important'?

What values are we communicating?

Co-operation, independence, sharing, personal management. What others?
Is it desirable that we communicate values? Can we avoid communicating values? Would we want to avoid transmitting values?
"They became what they beheld" — William Blake.

Will there be a balance of activities?

Action-reflection?
Large group-small group-single?
Organised-casual?
Leader directed-camper input?

How long should the activity take?

A day, a weekend, a week, the holiday period?
The duration of the camp ought to depend on your aim, the age and experience of the group as well as the time available.
What are the advantages and disadvantages of each?

What are the location options?

Fixed, mobile, fixed with short-trips out?
There can be hidden costs in day trips (travel and entrance fees) while often the beach and the bush at or near the campsite can provide excellent venues for creative organisers.

How much will it cost?

Can we afford it?
Key budget items include accommodation, transport, catering, admission fees, contingencies, equipment hire.
Campsite fees vary enormously depending on what you want, the location, number of campers and the style of the facilities
Give clear, precise information about your group (dates, size, requirements) to the campsite; get a clear indication of the cost.
How can you raise funds?

How will the group be structured?

Whole group, small groups or a mix of these? Go back to your aim — what are you trying to achieve?
Are there benefits in having your group take responsibility for part of the program and organisation? Can they sometimes work in small groups as well as the full group?

What are the safety issues?

All safety planning is best started well before it's likely to be needed. Have leaders who are trained or experienced enough to provide good management of the group and so avoid many problems.
Ensure you (and the campsite) have information about local emergency services.
Remember your responsibility to provide first-aid if necessary.

Who will lead the activity?

How will you use the leadership team?
Are you and they and the other campers clear about the roles and responsibilities of the leaders?
Who on your team has training and specialist skills that may be useful?
How can you best utilise the various personalities in your team? Do they clearly understand their legal and moral responsibilities?

Will the participants 'participate'?

Will you seek ideas and input from the campers well beforehand?
Will you respond to their ideas and needs? Participant input can occur when you're planning as well as carrying out the activity.

What are the threads we need to draw together?

Transport, finance, catering, accommodation, equipment, training, leaders. What else?
Have you evaluated all the options (e.g. 2 day versus 5 day, catered versus self-catered, coach versus private transport)?

How will we sell and tell the idea?

Some activities suffer from insufficient notice.
There needs to be time to enthuse potential campers, to gradually build up precise details of the camp, make advance bookings, provide adequate notice to participants and adequately plan.

When do we start?

As early as possible.
Talk to other organisers and the Australian Camps Association, seek ideas; make advance bookings; plan the sequence of steps you'll need to go through; give everybody adequate notice.

Anticipation is sweet.