Annotated version of the conference planning guide
August – September
- Evaluate last year’s camp experience to consider any changes for this year.
- Consider your needs and preferences for housing and dining.
- Estimate your guest numbers.
- Finalize registration form and obtain each participant’s emergency contact, relevant medical information, and any special dietary needs.
- Finalize building preferences, dining needs, and projected participant numbers.
- Begin outlining a daily schedule if you have needs for commons rooms, meeting rooms, or other campus spaces.
- “Early Bird” registration discounts and other incentives can boost attendance at your conference.
November – February
- Review the cost estimates from KU Student Housing.
- Continue to monitor registration numbers.
- Secure your building selection and space preferences, which are first-come, first-served.
March – April
- Review the KU Student Housing contract, mailed to you in February.
- Determine details of daily schedule, staff hiring, and overall camp functions.
- Conference coordinators meet with KU Student Housing and Dining Services a month before the camp.
- Submit guarantee numbers three weeks before camp begins.
- Train staff.
- Attendees should be given essential information. Suggest a packing list when they register.
- Evaluate the camp and begin planning for next summer.
Your group planning guide
Information You Should Collect
- Personal information (name, address, birthdate, work-, home-, and cell phone number, email, 24-hour emergency contact).
- Health information (medications, allergies, or conditions that may be useful in case of emergency).
- Dietary considerations.
- Accessibility needs, including mobility, needs, hearing or vision impairment or use of a service animal.
Staff Training Before Arrival
- Camp directors and staff will attend a building orientation to review buildings, policies and procedures.
- Staff Ratios and Training
- Youth groups require one on-site staff member for every 15 campers.
- Recommended training topics include
- Medical emergency response.
- Severe weather protocol.
- Crisis and emergency procedures.
- Notification of guardians.
- On-call responsibilities and 24-hour response plan.
- Working with Student Housing staff.
- Managing camper behavior; including lost camper protocol.
- Information sharing and privacy.
- Bullying and hazing prevention.
- Child abuse prevention.