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The information included below is a general guide. It is not the only way to do things, it is simply a recommendation for those who may never have completed this role before, and who need assistance in knowing what to do and where to start. When possible, it is always best to shadow someone with experience before diving in. 

If you have any additional tips, advice, resources, or guidance please let us know, and we will add it to the guide. 

How to coordinate Camping for an Event


Your territory has an event to do, and has chosen a theme and time period, and you have chosen to coordinate the camping aspect for the event. As the Camping coordinator you are in charge of assisting the populace in space efficient camping for the day.


Planning stages


Step 1 – Coordinate with the Autocrat, about where the site is located, where at the site will the camps should be set up, and establish if there will be an extra fee for camping.

Step 2 – A few questions you should ask the autocrat, so that the information is on hand for the campers

  • How much space is each registered camper given

  • Will the camping be tent, RV, or cabin

  • If there are cabins, get details – how many, how many beds in each – do campers need to bring their own linens and pillows etc.

  • What time can campers enter to set up and when do they have to be offsite

  • Is there dinner for the night of, or breakfast the following morning available

  • Is there an extra fee for breakfast or dinner if it is available

  • Is open flame allowed (tourches / camp fires)

  • Is there firewood onsite

  • Where are the rest rooms

  • Are there any shower houses

  • Are there electrical outlets

  • Is there running water near by

  • Is alcohol permitted on site

  • Is smoking allowed

  • Are pets allowed

  • Are there RV hookups


Setting plans into motion


Step 3 – Map out how much space you have for campers, and establish how many campers the site can accommodate. Don’t forget to include space for staking tents in your measurements. Inform the Webmaster that if it is tent camping, people need to inform you of their tent dimensions in the reservations.


Step 4 – Advertise the event – let people know if camping spots are limited, and allow them time to register.   


Step 5– Communicate your progress with the autocrat.


Step 6 – have your map and assignment locations printed out for the day of the event.


Step 7 – Send a copy of the map to the campers so they have an idea of where they should set up upon arrival.


Day of your event


Step 8 – Arrive early, and ready to escort campers to their designated areas.


Step 9 – Touch base with all of the campers as they arrive. Make sure everyone has what they need. Show the campers all the areas of importance (rest rooms, shower house, kitchens etc)


Step 10 - Have a drink – you did it.


Step 11 – Ensure that all campers have packed up on time, and cleaned up their respective areas. The site should look better than we found it before we call an end to the day.

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