The Day Camp Coordinator is responsible for advance preparation as stated in the checklist found in Section 2.7. He/she also has the responsibility for forming the "Parish Team;" ensuring that, administratively, the Day Camp functions smoothly and communicating with Crosstalk Ministries when necessary. The main areas of accountability are as follows:
An essential part of the preparation is "Parish Training Day" for Coordinators, "Parish Team" members and clergy. This is held prior to the beginning of Day Camps each year (check with the Day Camp Director for the exact date).
Make sure the required facilities and equipment (ie. church hall, kitchen, washrooms, overhead projector, slide projector, cassette player, etc.) are available for the week, and are in place and ready for use the day before your Day Camp begins.
If the Day Camp is to have a lasting impact it is important to recruit as many local people as possible who will help with the running of the program by assisting the Travelling Team with the proisting the Travelling Team with the program, serving refreshments, attending to needs for first aid, etc. (NOTE: for an expected attendance of fifty children approximately 10 full-time people from the local community are recommended).
Involving other area churches should be considered (this could then allow for a team ministry). Promote the Day Camp in the surrounding schools, etc.. by making posters or flyers with details of your Camp.
Billets will be required for the members of the Travelling Team. They should be relatively close to the Day Camp site, and arrangements for transportation should be made where required. A Billet's Letter should be sent to each billeting household before the arrival of the Travelling Team.
Obtain the required supplies for the week according to the list, which is provided.
If your Day Camp is in the Training Week, you will need to pick up the Team Members, luggage and supplies at the Crosstalk Ministries office on the Saturday immediately preceding your camp and transport them to the Residential Training Site on the following Sunday after your camp ends. Those having a Day Camp in Week #1 will pick the Team, luggage, and supplies up on the Saturday at the end of Residential Training, following the Commissioning Service. At the close of Week #1 you will also need to transport the team to their next Parish. Parishes holding Day Camps in weeks #2 and #3 will be responsible for transportation to their next location and those in Week #4 will return their teams, luggage and supplies to the Crosstalk Office. In any of the above situations, Crosstalk Ministries will assist if the next location is unusually far away.
Each church is asked to complete a report reviewing their Day Camp, and return it to Crosstalk Ministries within one week of the closing of the Day Camp. This assists in the planning for the following year. In turn, in September or October, each Parish will receive a Parish Evaluation, compiled from Team reports, along with an application for the following summer.