Winter Camp Future Society / Winter Camp Leader's Guide: Planning Checklist
Winter Camp Leader's Guide: Planning Checklist
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Tasks in bold text are currently overdue.
indicates critical tasks.
indicates unimportant tasks.
| Task | Assigned | Category | Target Date | Completed | |
December 2020 | |||||
| Adviser for following year identified | Doug W. | Administration | 2020-12-31 | 2021-03-31 | |
| Collect food samples for historical purposes. | Jacob F. | Administration | 2020-12-31 | 2020-12-28 | |
| Identify someone to take home and clean towels | Jacob F. | Administration | 2020-12-31 | 2020-12-31 | |
| Identify someone to take home bottles | Jacob F. | Administration | 2020-12-31 | 2021-12-31 | |
| Notes on issues with activities are collected at the end of camp and discussed at a post-camp evaluation. | Michael B. | Evaluation | 2020-12-31 | 2021-12-31 | |
| Notes on issues with meals are collected at the end of camp and discussed at a post-camp evaluation. | Jacob F. | Evaluation | 2020-12-31 | 2021-12-31 | |
| Redundant or obsolete gear removed for either donation, recycling, or trash | Jacob F. | Administration | 2020-12-31 | 2021-12-31 | |
| Spice and leftover food inventory created | Jacob F. | Food | 2020-12-31 | 2021-12-31 | |
| Target items for replacement or addition to gear identified | Jacob F. | Administration | 2020-12-31 | 2021-12-31 | |
| Themes proposed for following year | Jacob F. | Program | 2020-12-31 | 2021-12-31 | |
| Youth Leader for following year identified | Jacob F. | Administration | 2020-12-31 | 2021-12-31 | |
January 2021 | |||||
| Activities database updated with corrections | Michael B. | Program | 2021-01-31 | 2021-01-31 | |
| Bottles Returned | Ethan R. | Food | 2021-01-31 | 2021-01-31 | |
| Deliver report on Winter Camp at Chapter meeting | Matt G. | Administration | 2021-01-31 | 2021-12-24 | |
| Evaluation data collated and shared | Ethan R. | Evaluation | 2021-01-31 | 2021-01-25 | |
| Evaluation data collected | Michael B. | Evaluation | 2021-01-31 | 2021-01-20 | |
| Final Balance Sheet prepared | Matt G. | Administration | 2021-01-31 | 2021-01-15 | |
| Manual Updated with new traditions and new nicknames | Jacob F. | Administration | 2021-01-31 | 2021-03-26 | |
| Meals Database updated with corrections | Gavin B. | Food | 2021-01-31 | 2021-02-15 | |
| Prepare and distribute the post-camp newsletter | Other | Marketing | 2021-01-31 | 2021-03-26 | |
| Provide updates on Social Media | Jacob F. | Marketing | 2021-01-31 | 2021-01-31 | |
| Report service hours | Matt G. | Administration | 2021-01-31 | 2021-04-02 | |
| Updated food inventory into menu database | Gavin B. | Food | 2021-01-31 | 2021-02-28 | |
| Upload photos to Winter Camp Photo Share | Various | Marketing | 2021-01-31 | 2021-02-28 | |
| Website Update: Planning page for next year | Steve D. | Program | 2021-01-31 | 2021-02-15 | |
| Write History | Matt G. | Administration | 2021-01-31 | 2021-02-15 | |
February 2021 | |||||
| Discuss theme, events, and meals online and in-person | Group | Program | 2021-02-28 | 2021-02-28 | |
| Promote camp at Chapter Meeting and other Chapter events | Jacob F. | Marketing | 2021-02-28 | 2021-02-25 | |
| Promote Winter Camp on social media channels | Jacob F. | Marketing | 2021-02-28 | 2021-02-25 | |
March 2021 | |||||
| Discuss theme, events, and meals online and in-person | Jacob F. | Marketing | 2021-03-31 | 2021-03-26 | |
| Promote camp at Chapter Meeting and other Chapter events | Jacob F. | Program | 2021-03-31 | 2021-03-26 | |
| Promote Winter Camp on social media channels | Jacob F. | Marketing | 2021-03-31 | 2021-03-26 | |
April 2021 | |||||
| Discuss theme, events, and meals online and in-person | Group | Program | 2021-04-30 | 2021-04-24 | |
| Promote camp at Chapter Meeting and other Chapter events | Jacob F. | Marketing | 2021-04-30 | 2021-04-22 | |
| Promote Winter Camp on social media channels | Jacob F. | Marketing | 2021-04-30 | 2021-04-24 | |
May 2021 | |||||
| Discuss theme, events, and meals online and in-person | Jacob F. | Program | 2021-05-31 | 2021-05-03 | |
| Promote camp at Chapter Meeting and other Chapter events | Jacob F. | Marketing | 2021-05-31 | 2021-05-22 | |
| Promote El Mediodia | Jacob F. | Marketing | 2021-05-31 | 2021-05-31 | |
| Promote Winter Camp on social media channels | Jacob F. | Marketing | 2021-05-31 | 2021-05-22 | |
June 2021 | |||||
| Discuss theme, events, and meals online and in-person | Jacob F. | Program | 2021-06-30 | 2021-06-22 | |
| Promote camp at Chapter Meeting and other Chapter events | Jacob F. | Marketing | 2021-06-30 | 2021-06-03 | |
| Promote El Mediodia | Jacob F. | Marketing | 2021-06-30 | 2021-06-03 | |
| Promote Winter Camp on social media channels | Jacob F. | Marketing | 2021-06-30 | 2021-06-30 | |
July 2021 | |||||
| Conduct First Planning Meeting | Jacob F. | Program | 2021-07-31 | 2021-05-03 | |
| Determine Cost | Jacob F. | Administration | 2021-07-31 | 2021-05-03 | |
| Discuss theme, events, and meals online and in-person | Jacob F. | Program | 2021-07-31 | 2021-07-16 | |
| Finalize Theme | Jacob F. | Program | 2021-07-31 | 2021-05-03 | |
| Hold El Mediodia | Other | Marketing | 2021-07-31 | 2021-07-18 | |
| Prepare promotional flyer | Jacob F. | Marketing | 2021-07-31 | 2021-05-10 | |
| Promote camp at Chapter Meeting and other Chapter events | Jacob F. | Marketing | 2021-07-31 | 2021-05-14 | |
| Promote Winter Camp on social media channels | Steve D. | Marketing | 2021-07-31 | 2021-07-31 | |
| Reserve Cabin | Steve D. | Administration | 2021-07-31 | 2021-04-13 | |
August 2021 | |||||
| Distribute flyer at Chapter events | Jacob F. | Marketing | 2021-08-31 | 2021-08-17 | |
| Promote camp at Chapter Meeting and other Chapter events | Jacob F. | Marketing | 2021-08-31 | 2021-08-17 | |
| Promote Winter Camp on social media channels | Jacob F. | Marketing | 2021-08-31 | 2021-08-31 | |
September 2021 | |||||
| Promote camp at Chapter Meeting and other Chapter events | Jacob F. | Marketing | 2021-09-30 | 2021-09-23 | |
| Promote Planning Meeting | Jacob F. | Marketing | 2021-09-30 | 2021-09-30 | |
| Promote Winter Camp on social media channels | Jacob F. | Marketing | 2021-09-30 | 2021-09-22 | |
| Reserve location for planning meeting | Jacob F. | Administration | 2021-09-30 | 2021-09-30 | |
October 2021 | |||||
| Contact Rangers to discuss likely projects | Service Coordinator | Service | 2021-10-31 | 2021-10-15 | |
| Promote camp at Chapter Meeting and other Chapter events | Jacob F. | Marketing | 2021-10-31 | 2021-10-28 | |
| Promote Planning Meeting | Jacob F. | Marketing | 2021-10-31 | 2021-10-15 | |
| Promote Winter Camp on social media channels | Jacob F. | Marketing | 2021-10-31 | 2021-10-28 | |
November 2021 | |||||
| Invite Lodge and Area Key 3 to attend or visit Winter Camp. | Jacob F. | Marketing | 2021-11-01 | 2021-11-03 | |
| Recruit Activity Adviser | Ethan R. | Admistrative | 2021-11-01 | 2021-12-31 | |
| Recruit Activity Leader | Jacob F. | Admistrative | 2021-11-01 | 2021-05-03 | |
| Recruit Kitchen Adviser | Ethan R. | Admistrative | 2021-11-01 | 2021-03-17 | |
| Recruit Kitchen Leader | Jacob F. | Admistrative | 2021-11-01 | 2021-08-31 | |
| Collate new activity ideas from website(s), email, and previous evaluations | Michael B. | Program | 2021-11-21 | 2021-11-13 | |
| Contact Rangers to set day for projects | Service Coordinator | Service | 2021-11-21 | 2021-11-19 | |
| Coordinate service day and projects with rangers | Service Coordinator | Program | 2021-11-21 | 2021-11-26 | |
| Create dead and live lists prior to the planning meeting. | Jacob F. | Administration | 2021-11-21 | 0000-00-00 | |
| Identify any special equipment requirements for projects | Service Coordinator | Service | 2021-11-21 | 2021-11-18 | |
| Print Winter Camp Manuals | Jacob F. | Administration | 2021-11-21 | 2021-11-20 | |
| Collate new meal ideas from website(s), email, and previous evaluations | Gavin B. | Food | 2021-11-22 | 2021-11-26 | |
| Promote Shopping Trip | Gavin B. | Marketing | 2021-11-22 | 2021-11-22 | |
| Conduct final planning meeting | Jacob F. | Administration | 2021-11-30 | 2021-11-26 | |
| Monitor Soda Sales at local stores for good bargains | Gavin B. | Administration | 2021-11-30 | 2021-11-22 | |
| Print Mitigation Sheets and add to the camp binder. | Michael B. | Administration | 2021-11-30 | 2021-12-02 | |
| Promote camp at Chapter Meeting and other Chapter events | Jacob F. | Marketing | 2021-11-30 | 2021-11-20 | |
| Promote Planning Meeting | Jacob F. | Marketing | 2021-11-30 | 2021-11-21 | |
| Publish Schedule | Jacob F. | Program | 2021-11-30 | 2021-11-26 | |
| Spread Information about projects and equipment to membership. | Service Coordinator | Service | 2021-11-30 | 2021-12-02 | |
December 2021 | |||||
| Final reminder of projects and equipment for members | Service Coordinator | Service | 2021-12-20 | 2021-12-07 | |
| Promote camp at Chapter Meeting and other Chapter events | Jacob F. | Marketing | 2021-12-20 | 2021-12-02 | |
| Spread Information about projects and equipment to membership. | Service Coordinator | Service | 2021-12-20 | 2021-12-07 | |
| Add Previous Year’s Food Samples to Display | Gavin B. | Administration | 2021-12-22 | 2021-12-31 | |
| Arrange for Ceremonial Gear needed for Time Capsule and other ceremonies to be at camp | Quartermaster | Program | 2021-12-22 | 0000-00-00 | |
| Close registration | Steve D. | Administration | 2021-12-22 | 2021-12-20 | |
| Custom 3D Printing | Other | Program | 2021-12-22 | 0000-00-00 | |
| Determine final roster | Steve D. | Administration | 2021-12-22 | 2021-12-22 | |
| Gather recipes for meals | Gavin B. | Food | 2021-12-22 | 2021-12-12 | |
| Monitor Activity Preparation | Michael B. | Program | 2021-12-22 | 0000-00-00 | |
| Monitor Meal Preparation | Gavin B. | Food | 2021-12-22 | 2021-12-31 | |
| Prepare activities | Michael B. | Program | 2021-12-22 | 2021-12-25 | |
| Prepare and print the Pre-Camp Newspaper | Other | Administration | 2021-12-22 | 2021-12-25 | |
| Prepare Meals | Gavin B. | Food | 2021-12-22 | 2021-12-23 | |
| Reminder for Towels to come to Camp | Gavin B. | Administration | 2021-12-22 | 0000-00-00 | |
| Secure Campership Funding | Steve D. | Administration | 2021-12-22 | 2021-12-25 | |
| Select catchphrase for previous Winter Camp and prepare new sign | Other | Administration | 2021-12-22 | 2021-12-22 | |
| Use Meals Database to create final menu | Other | Food | 2021-12-22 | 2021-12-25 | |
| Cross-reference leftover list with shopping list | Gavin B. | Administration | 2021-12-23 | 2021-12-12 | |
| Use Meals Database to create shopping list | Other | Food | 2021-12-23 | 2021-12-23 | |
| Print Recipe Book and Meal Sheets | Gavin B. | Food | 2021-12-24 | 2021-12-23 | |
| Print Schedule and Menu pages | Jacob F. | Administration | 2021-12-24 | 2021-12-24 | |
| Procure Trading Post Items | Jacob F. | Administration | 2021-12-24 | 2021-12-24 | |
| Shop for bulk food items | Gavin B. | Food | 2021-12-24 | 2021-12-23 | |
| Enjoy holiday; pack | Other | Program | 2021-12-25 | 2021-12-31 | |
| Complete shopping | Gavin B. | Food | 2021-12-26 | 2021-12-31 | |
| Confirm project day with rangers | Service Coordinator | Service | 2021-12-26 | 2021-12-31 | |
| Coordinate Rides | Other | Administration | 2021-12-26 | 2021-12-31 | |
| Participate in set-up day if desired | Jacob F. | Program | 2021-12-26 | 2021-12-26 | |
| Execute the schedule until Dec 31 | Jacob F. | Program | 2021-12-27 | 2021-12-31 | |
| Coordinate service projects with rangers | Service Coordinator | Service | 2021-12-31 | 2021-12-31 | |
| Risk: Legacy | Other | Program | 2021-12-31 | 2021-12-31 | |
