Traveling Day Camp Resources
Host home guidelines
Thank you very much for your willingness to host the camp staff and share your home. As hosts, you are providing a key aspect of the ministry of Camp Perkins. Without you, we would not be able to serve congregations as we do. The staff always rate the experience of staying with kind and caring people as a highlight of their summer. You are helping young people grow in understanding of the body of Christ.
We consider serving on camp staff as more than a job. It is an opportunity to serve in ministry and live in Christian community. Because of this, we have clear expectations of our staff to enable them to do the best job they can do. Here are some helpful things to know about the expectations we have of the staff:
Life in Your Home
Personnel Policy Information
Camp Perkins Information
We consider serving on camp staff as more than a job. It is an opportunity to serve in ministry and live in Christian community. Because of this, we have clear expectations of our staff to enable them to do the best job they can do. Here are some helpful things to know about the expectations we have of the staff:
Life in Your Home
- Arrival: The staff will arrive on Saturday evening June 10th or Sunday morning June 11th for the Day Camps the week of June 12th-16th . The staff will arrive on Friday evening June 16th (for the weekend) and will need a dinner meal for the Day Camps the week of June 9th-23rd. The staff will arrive on Friday evening June 23rd (for the weekend) and will need a dinner meal for the Day Camps the week of June 26th-28th. Staff will communicate with your congregation coordinator in advance to share their arrival time and date. It is possible that staff may be housed in two different locations – one on the weekend and one during the week.
- Pets: Please communicate with the Camp Perkins office if you have pets. Pet allergies are common and we’d like to pair you with folks who can enjoy your pets!
- Transportation: Transportation arrangements should be made in conjunction with the entire day camp team and the day camp coordinator from your congregation.
- Down Time: Saturday is their Sabbath rest. We appreciate your hospitality for this day and allowing them to rest, relax, read, sleep, nap, chat on the phone with family, and whatever else they need to recharge their batteries to invest in the kiddos for the coming week. Staff will need some additional time during the week to relax and plan their next day’s lessons.
- Sleeping: Because the staff are on the road for three weeks in a row, we would be blessed if you could provide towels and bedding or sleeping bags so they do not need to use valuable space in their packing for those items. Beds, couches, and floors are all acceptable! Male and female staff should be housed in separate rooms, but it is not necessary to house them in separate homes.
- Curfew: We encourage staff to be sensitive to the schedule of their host family. We ask staff to be back to your home by 10:00pm (unless discussed with you beforehand). However, if your family lifestyle calls for an earlier time, don’t hesitate to inform the staff.
- Community Life: If you are able to share special aspects of your local community with the staff, please do so. But please do not feel obligated to “entertain” the staff. We don’t want to disrupt your family’s schedule.
- Meals: Keep meals simple, especially breakfast. Cereal, toast, and juice are adequate. If you are providing sack lunches, sandwiches are great! We will try to let you know ahead of time if someone has a food allergy or is a vegetarian. Evening mealtime can be a special time spent with host families or being hosted at other homes. Teams should not be traveling more than 15 miles away without permission from the Program Director.
- Internet/WiFi: Internet privileges are left up to you to grant if it is not an inconvenience to share.
- Laundry: The staff will be on the road for three weeks without returning to camp and will need access to laundry facilities.
Personnel Policy Information
- Alcohol use: Because of the importance of the ministry to children and the role models we serve as, our staff are not permitted to consume alcohol during their time at day camp. Please do not offer alcohol to any staff members.
- Drug use: Drug use is prohibited at all times.
Camp Perkins Information
- Should there be any questions or concerns that arise during the day camp experience, please talk with the Day Camp Coordinator from Camp Perkins or contact the Executive Director at Camp Perkins.
day camp planning timeline overview
July – October: Register your spot for Camp Perkins Day Camp Program by filling out the Reservation Form. Check for availability within the 3 weeks we offer in June. Reservations are made on a first come first serve basis and require a $350 deposit.
January – April
- Appoint a Congregational Contact Person.
- Develop a planning committee to help with the congregation’s responsibilities. Within this committee, include high school and adult volunteers who wish to help with the program. Also involve potential host families that will be housing counselors during the Day Camp.
- Secure places where campers can play games, participate in arts & crafts, and seek shelter in case of severe weather.
- Publicize the event within your church and schools. Post flyers and posters, place inserts in the church bulletin, and speak to all of the Sunday School classes and Bible study groups.
April – May
- Solidify the content of your Day Camp be deciding upon optional activities such as field trips, youth nights, and program nights. Once you have decided which of these you would like to host, and the dates and times, publicize them within your congregation.
- Distribute and collect registration and Health/Waiver forms.
- Email the Vital Stats sheet to Camp Perkins. [email protected] (by May 1).
One Week Before Day Camp
- Review final planning in regards to final registration numbers, forms, housing, special programming
and any other needs with Camp Perkins Staff.
- Make sure to confirm the volunteer meeting time and place.
During Day Camp
- Sunday – if your program is the 2nd and 3rd weeks of our Day Camp program, the staff will attend worship at your church the Sunday before Day Camp begins. If you would like to use them for a children's message please contact our Program Director at least two weeks in advance: [email protected]
- Sunday ‐ volunteer meeting after church
- Monday – Program Director phone check-in
- Daily ‐ communicate with the Day Camp team. Please don’t wait until the end of the week to let them know what they are doing well or what they can do to meet your needs better.
- Friday – Final numbers recorded, Final Evaluations and Bill, and Day Camp Registration forms need to be given to the team before departure. You can also secure your reservation for the following year.
January – April
- Appoint a Congregational Contact Person.
- Develop a planning committee to help with the congregation’s responsibilities. Within this committee, include high school and adult volunteers who wish to help with the program. Also involve potential host families that will be housing counselors during the Day Camp.
- Secure places where campers can play games, participate in arts & crafts, and seek shelter in case of severe weather.
- Publicize the event within your church and schools. Post flyers and posters, place inserts in the church bulletin, and speak to all of the Sunday School classes and Bible study groups.
April – May
- Solidify the content of your Day Camp be deciding upon optional activities such as field trips, youth nights, and program nights. Once you have decided which of these you would like to host, and the dates and times, publicize them within your congregation.
- Distribute and collect registration and Health/Waiver forms.
- Email the Vital Stats sheet to Camp Perkins. [email protected] (by May 1).
One Week Before Day Camp
- Review final planning in regards to final registration numbers, forms, housing, special programming
and any other needs with Camp Perkins Staff.
- Make sure to confirm the volunteer meeting time and place.
During Day Camp
- Sunday – if your program is the 2nd and 3rd weeks of our Day Camp program, the staff will attend worship at your church the Sunday before Day Camp begins. If you would like to use them for a children's message please contact our Program Director at least two weeks in advance: [email protected]
- Sunday ‐ volunteer meeting after church
- Monday – Program Director phone check-in
- Daily ‐ communicate with the Day Camp team. Please don’t wait until the end of the week to let them know what they are doing well or what they can do to meet your needs better.
- What’s going well? (at least 3 things… be specific about what was observed)
- What tweaks do we need to make to the schedule?
- What behavioral/emotional/physical/spiritual needs of the campers and volunteers did you notice today that we were able to meet? What do we need to be aware of to meet those needs tomorrow?
- Friday – Final numbers recorded, Final Evaluations and Bill, and Day Camp Registration forms need to be given to the team before departure. You can also secure your reservation for the following year.
day camp planning checklist
After reviewing the Day Camp Planning Timeline, here is a checklist that will help you identify what needs to happen before the date of your day camp.
- Appoint a Day Camp Coordinator.
- Develop a team to help plan the congregation’s responsibilities.
- Recruit adult and youth volunteers.
- Determine the facilities and supplies that will be used by the Day Camp and start collecting donations for crafts.
- Develop severe weather and fire plan in writing. The Vital Stats sheet can help you with this planning.
- Recruit host families and arrange for meals for the staff.
- Decide on optional program activities:
- If you are hosting a pre‐school program, make plans now for leaders, volunteers, crafts, and Bible studies.
- Distribute registration forms and health waivers to campers.
- Inform and invite your volunteer staff to the mandatory Sunday orientation session that will be led by the Camp Perkins staff.
By May 15:
- Complete Day Camp Vital stats sheet and email to Camp Perkins ([email protected]).
Two weeks before Camp Perkins arrives:
- Review Participant list and email estimated numbers to Camp Perkins ([email protected]).
- Collect and copy registration and health waivers.
- Review Day Camp Packet, gather supplies, and review fire and weather plan.
- Pray that the Gospel is shared and the message is shared with all involved!
During Day Camp:
- Expect a call from a Summer Program Facilitator or Program Director on Monday afternoon/evening to check in on day one of day camp.
- Daily check‐in with the Day Camp team leader to evaluate the day and make corrections for the next day, as
simple as “What did you like? What needs to change?”
- Connect with the team leader to give the following: Final numbers recorded, Final Evaluation and Bill,
and Day Camp Registration forms. You can also secure your reservation for the following year.
- Appoint a Day Camp Coordinator.
- Develop a team to help plan the congregation’s responsibilities.
- Recruit adult and youth volunteers.
- Determine the facilities and supplies that will be used by the Day Camp and start collecting donations for crafts.
- Develop severe weather and fire plan in writing. The Vital Stats sheet can help you with this planning.
- Recruit host families and arrange for meals for the staff.
- Decide on optional program activities:
- Field trip
- Youth group night
- Program night
- If you are hosting a pre‐school program, make plans now for leaders, volunteers, crafts, and Bible studies.
- Distribute registration forms and health waivers to campers.
- Inform and invite your volunteer staff to the mandatory Sunday orientation session that will be led by the Camp Perkins staff.
By May 15:
- Complete Day Camp Vital stats sheet and email to Camp Perkins ([email protected]).
Two weeks before Camp Perkins arrives:
- Review Participant list and email estimated numbers to Camp Perkins ([email protected]).
- Collect and copy registration and health waivers.
- One set for Camp Perkins to send back with team
- One set for congregation
- Review Day Camp Packet, gather supplies, and review fire and weather plan.
- Pray that the Gospel is shared and the message is shared with all involved!
During Day Camp:
- Expect a call from a Summer Program Facilitator or Program Director on Monday afternoon/evening to check in on day one of day camp.
- Daily check‐in with the Day Camp team leader to evaluate the day and make corrections for the next day, as
simple as “What did you like? What needs to change?”
- Connect with the team leader to give the following: Final numbers recorded, Final Evaluation and Bill,
and Day Camp Registration forms. You can also secure your reservation for the following year.
