Do you ever struggle to keep track of all of the things you need to remember to do to successfully run a camp?

Mandy Green

Before, During, and After Camp Checklist

Hi everyone,

Since most coaches right now are either in recruiting mode or camp mode, I thought I would send this along to you today.

Just curious, anybody ever struggle to keep track of all of the things you need to remember to do to successfully run a camp? I know that I certainly did. As soon as I started seeing how much easier it was to get everything out of my head by documenting all of the steps, running camps became a hell of a lot easier.

Here are a few of the before, during, and after tasks for running a camp just so you get the idea-

Residential Camp Checklist

Get camp dates

Check with other schools to make sure our camp doesn’t conflict

Run it by compliance (add compliance persons name and email)

Ask administrator (add specific name and email) if field is available and indoor space is available incase weather is bad.

Fill out the forms for compliance-jumpforward

Create brochure-send it to brochure person (add name and email

Get non-current players pictures

Once brochure is finished, send it to compliance, administrator, and business for approval


Get it up online with myonline camp. Add rep name and contact info

Put it on our website- Sports Info (add name and email)

Camp confirmation letter-in summer camp folder.

1. Review it first to make any necessary changes. Show other staff to proof read it.


Add it into the local paper

Email our database

Email to club coaches

Mail out brochures

Other coaches

Email other coaches to let them know about our camp if they want to come and recruit at it.


Figure out who can work camp as counselors

Camp college coaches?

Strength coach?

Get them to fill out the online application

Send them the background info email text

Get them to fill out the payroll paperwork

Pre-camp meeting expectations and Title 9


Get it lined-

Get it mowed-

Watering Schedule-

Send the mowers our camp schedule so they can work around it-

Make sure nets are on the goals

Backstop net is up

Corner flags in.

Music set up

Balls pumped up

Pennies washed


Give dorm people our camp dates asap- dorm person contact –

Rooming list and emergency contact list 1 week before camp

Which dorm will we be in?

Schedule key pick-up

Get lanyards- the day before or the morning of camp


Decide what meals we will be eating in the cafeteria

Figure out the current year prices

Order pizza at night

Get extra food and Gatorade for the camp store

Lunch for the last day. Jimmy Johns

Camp store

Decide what we will sell-tees, scarves, food

Get a price sheet

Get extra cash and change

Check the weather

Do we need to go inside at all

Check with facilities to see if it’s possible to get inside


Who will work it?

Pass onto them the schedule and location

Can we get water bottles from them?

How many campers we will have

Need water and Gatorade

Need to be at the opening camp meeting

Are they eating with us?


Print out camp schedules

Set up store

Camp greeting


Go over logistical stuff-see next page

At the end of camp

Compliance paperwork

Budget sheet

Get everybody paid.

Process refunds

There is more to it but hopefully you get the idea. Running camp is a repeatable task that you will do every year. Get the steps documented, delegate, find the best way to do it, and see where you can trim the fat. It will make your life so much easier coach.

If you want the rest of this camp checklist, email me.

Have a great week.

Mandy Green

Busy Coach President

To schedule a free 30 minute call with me click here

P.S.  If you have found this article helpful, please share it with your staff or other work colleagues!  Studying time and energy management over these last 8 years and applying it to my coaching and recruiting has been a game changer for me.  I am committed to helping coaches get more important work done in less time so more time can be spent with family and friends.  Thanks!

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