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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 is running an event and has chosen a theme and time period. You chose to coordinate the camping for the event. As the Camping coordinator you are responsible for assisting the populace in space efficient camping for the event.

 

Planning stages

 

Step 1 – Coordinate with the Autocrat the location of the site, where camp will 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 the information is available for the campers

  • How much space is each registered camper allowed?

  • Will the camping be tent, RV or cabin?

  • If there are cabins, get details. How many cabins? How many beds in cabin? Do campers need to bring their own linens?

  • What time can campers enter to set up and when do they have to be off site?

  • Is there dinner for the night or breakfast the following morning?

  • Is there an extra fee for breakfast or dinner?

  • Is open flame allowed (torches / camp fires)?

  • Is there firewood onsite?

  • Where are the rest rooms?

  • Are there any showers available?

  • 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. Establish how many campers the site can accommodate. Don’t forget to include space tent stakes and ropes in your measurements. Inform the Webmaster. If it is tent camping, people need to inform you of their tent dimensions with guide ropes included, in the reservations.

 

Step 4 – Advertise the event! Let people know if camping spots are limited. 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 all campers to inform them where they should set up upon arrival.

 

Day of your Event

 

Step 8 – Arrive early. Be ready to escort campers to their designated area. Consider putting down flags or spray paint to outline the designated camping locations. 

 

Step 9 – Touch base with all 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 all campers pack up in time. Make certain everyone has 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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