Beyond the Checklist:
Seven Tips for a Great Departure Day
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You’ve been praying and preparing for camp for months, and it’s finally here — departure day! This is your opportunity to go beyond the prep checklist to show care, making a great first impression and building trust with families. When you back your words up with solid action, it sets the tone for the week’s adventures. Below, check out wisdom from area directors across the country on how to have a great departure day.
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Create a genuine welcome. A well-planned welcome helps prepare hearts for camp. Here are a few ideas:
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- Offer snacks like donuts, coffee and orange juice, giving people a chance to greet each other and enjoy a treat before leaving.
- Have committee members on-hand who can field any questions and help direct people to the right place. This helps create a hospitable atmosphere.
- Encourage all involved to greet campers and their families by name, introducing themselves to those they don’t know.
- For those who might leave late at night or early in the morning, another idea is to host a pre-camp party a couple days prior to departure, where kids, leaders and parents get to know each other while final forms and payments are collected.
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- Extend care to leaders. Leaders who are married with families often must prepare to be away from their own families for a week away at camp. If both parents are leading the camp trip, consider inviting committee members to help with meals or childcare before or during camp.
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- Assign specific check-in roles. No matter how you structure check-in, encouraging a sense of connection helps create belonging.
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- Minimize stress by assigning leaders and committee specific roles. One idea is to assign two volunteers, one male and one female, to check in students using the YL Connect Camp check-in feature on the mobile app.
- Designate a leader to help put luggage under the bus.
- During check-in, encourage leaders to show excitement to have kids on the trip, while helping ease any anxiety. Leaders can also sit with kids on the bus who will be in their cabins.
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- Collect and organize important items. In addition to assigning specific roles for check-in, be sure to designate someone to collect important items.
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- Gather any health and consent forms, immunization forms, final payments, medicine and phones.
- One idea for organizing items is to bring a bin for each bus that includes additional zip lock bags for electronics and meds, sharpies, masking tape, a first aid kit, a power strip, extra camp forms and any other helpful items like t-shirts, sunscreen, candy and silly props. Have a leader to ensure each bin is with the correct bus.
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Connect with the drivers. Choose a leader to establish a rapport with the driver(s), asking about any questions, thanking them and providing a tip even before departure. You can even offer the driver(s) coffee or lunch. Kids and leaders can also thank the drivers by name every time they get on or off the bus or van, extending care to the driver(s).
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- Offer time for post-departure prayer. After departure is a great time to invite parents to pray with committee members for the safety of camp. Be sure the remind parents “no news is good news,” and that they will be notified when kids arrive safely at camp.
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Other practical tips. Amidst departure day prep, it’s easy to forget small details. Here are some practical items to remember.
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- Have a list of emergency numbers on-hand, including the bus company number, as well as a list of leader phone numbers for parents. If you have leaders or committee driving a van, make sure they have contact information and directions.
- Prior to leaving, have a leader take final attendance and ensure that everyone is checked in on your Arrival Form in YL Connect Camp.
- Consider using the Remind app to remind parents about drop-off time, location and any final reminders. You can also use the Remind app to share the video scrapbook page, pictures and return time.
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As you look forward to departure day, taking care of hearts alongside of the details communicates Christ’s love to kids and their families, letting them know they are seen, and they belong — right from the start.
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