Helpful Camp Tidbit: Agenda for Pre-Camp Parent/Guardian Meeting
This is a helpful example of how to conduct a pre-camp parent/guardian meeting.
Agenda for Pre-Camp Parent/Guardian Meeting
Agenda for Pre-Camp Parent/Guardian Meeting
Capernaum Camp Trips
Parents arrive.
Staff welcome parents and introduce themselves.
Show camp-specific promotion DVD.
Share about the camp you are attending.
Go through the schedule for a typical day.
Go over Parent Letter and What to Pack.
Clearly explain Medication Procedure. (Be sure to check with camp previous to this meeting; each camp has their own state requirements.)
Discuss departure and arrival information (where, when, what to do with luggage, money and medications, etc.).
Facilitate questions.
Leave 20 minutes for parents to complete any forms still needed or payments.
I. Example Letter to Parent/Guardian
Dear Campers and Parents,
Parents arrive.
Staff welcome parents and introduce themselves.
Show camp-specific promotion DVD.
Share about the camp you are attending.
Go through the schedule for a typical day.
Go over Parent Letter and What to Pack.
Clearly explain Medication Procedure. (Be sure to check with camp previous to this meeting; each camp has their own state requirements.)
Discuss departure and arrival information (where, when, what to do with luggage, money and medications, etc.).
Facilitate questions.
Leave 20 minutes for parents to complete any forms still needed or payments.
I. Example Letter to Parent/Guardian
Dear Campers and Parents,
We are excited about our trip this summer to Rockbridge, in Goshen, Virginia. We know it will be a week unlike any other you’ve experienced! This is a “what to bring” letter so you and your camper will be prepared for the week to come.
1. What to Bring
Rockbridge is casual, and we do some fun, messy activities, so we will use more clothes than an average week would require. iPods, portable CD players and/or cell phones are not permitted in camp. If you bring one for the bus ride, be sure to label it as it will be checked in at the office upon arrival.
Here is a suggested list for you to pack:
12 pairs of underwear and socks
5-6 pairs of shorts
3 pairs of long pants
2 swimsuits
1 pair swim shoes, sandals or flip-flops
1 jacket (windbreaker type that will dry quickly when wet)
1-2 sweatshirts
10 t-shirts
Bandana
1-2 pairs comfortable shoes
Plastic bags for wet or dirty clothes
Beach towel for pool
1 nice outfit for dress-up night
Dop kit: razor, toothbrush, toothpaste, comb, shampoo, deodorant and sunscreen
Pillow if that makes you feel comforted
Money for snacks and also for food stops going up and coming home
Optional: a pre-paid phone card for your child to call home during the week
Please be sure to label your child’s belongings as much as possible. Especially things like sunscreen, since every child will be bringing these. It will help us keep track of everyone’s belongings.
It is your responsibility to tell staff about your child’s special dietary requirements, if any.
You do not need to pack bath towels or sheets as these will be provided for us.
Medications
Law requires that every camper have the original containers for the medications with the prescriptions on them. Please, please, please send all medications and their original containers in a zip-lock bag with type-written instructions for each day.
Please also give your child at least $20 in spending money/food money for the bus ride up and back from camp. There is a camp store at Rockbridge in which to spend money. Package spending money and a prepaid phone card together in a baggie with your child’s name and give it to TARA CRISTE before your child boards the bus so she can distribute them to cabin leaders!
Please limit your luggage to one suitcase and one carry-on bag and be sure your luggage is clearly labeled!
2. What NOT to Bring:
Any kind of drugs (beside medications clearly marked and given to Becky), alcohol or firecrackers. If someone is found with any of the above, he or she will have to be sent home from Rockbridge at his or her own expense. Cell phones are not allowed except on the bus; there is no reception at Rockbridge camp (cell phones do not work so you may as well leave them at home).
Camp Address:
Young Life’s Rockbridge
170 Spring House Road
Goshen, VA 24439
3. Pre-Camp Medications/Informational Meeting
Tuesday, July 15, we will have a mandatory meeting for parents about medications and camp procedures. “Nurse” Becky will be there, as well as staff. Please plan on either one or both parents attending this meeting.
Tuesday, July 15
6-7:30 p.m.
Church of the Messiah, 816 Kempsville Road, Chesapeake
We are greatly looking forward to this week and appreciate your help in preparation beforehand so that details can be taken care of smoothly.
1. What to Bring
Rockbridge is casual, and we do some fun, messy activities, so we will use more clothes than an average week would require. iPods, portable CD players and/or cell phones are not permitted in camp. If you bring one for the bus ride, be sure to label it as it will be checked in at the office upon arrival.
Here is a suggested list for you to pack:
12 pairs of underwear and socks
5-6 pairs of shorts
3 pairs of long pants
2 swimsuits
1 pair swim shoes, sandals or flip-flops
1 jacket (windbreaker type that will dry quickly when wet)
1-2 sweatshirts
10 t-shirts
Bandana
1-2 pairs comfortable shoes
Plastic bags for wet or dirty clothes
Beach towel for pool
1 nice outfit for dress-up night
Dop kit: razor, toothbrush, toothpaste, comb, shampoo, deodorant and sunscreen
Pillow if that makes you feel comforted
Money for snacks and also for food stops going up and coming home
Optional: a pre-paid phone card for your child to call home during the week
Please be sure to label your child’s belongings as much as possible. Especially things like sunscreen, since every child will be bringing these. It will help us keep track of everyone’s belongings.
It is your responsibility to tell staff about your child’s special dietary requirements, if any.
You do not need to pack bath towels or sheets as these will be provided for us.
Medications
Law requires that every camper have the original containers for the medications with the prescriptions on them. Please, please, please send all medications and their original containers in a zip-lock bag with type-written instructions for each day.
Please also give your child at least $20 in spending money/food money for the bus ride up and back from camp. There is a camp store at Rockbridge in which to spend money. Package spending money and a prepaid phone card together in a baggie with your child’s name and give it to TARA CRISTE before your child boards the bus so she can distribute them to cabin leaders!
Please limit your luggage to one suitcase and one carry-on bag and be sure your luggage is clearly labeled!
2. What NOT to Bring:
Any kind of drugs (beside medications clearly marked and given to Becky), alcohol or firecrackers. If someone is found with any of the above, he or she will have to be sent home from Rockbridge at his or her own expense. Cell phones are not allowed except on the bus; there is no reception at Rockbridge camp (cell phones do not work so you may as well leave them at home).
Camp Address:
Young Life’s Rockbridge
170 Spring House Road
Goshen, VA 24439
3. Pre-Camp Medications/Informational Meeting
Tuesday, July 15, we will have a mandatory meeting for parents about medications and camp procedures. “Nurse” Becky will be there, as well as staff. Please plan on either one or both parents attending this meeting.
Tuesday, July 15
6-7:30 p.m.
Church of the Messiah, 816 Kempsville Road, Chesapeake
We are greatly looking forward to this week and appreciate your help in preparation beforehand so that details can be taken care of smoothly.
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