Planning - Checklist
Group Coordinator's Checklist
When group decides to use Upham
Woods:
- Request an Application Form from
the Upham Woods Office or click on the link to go to our downloadable forms page.
- Complete the Application Form and
mail it back to Upham Woods with a deposit.
- Your group will be billed approximately one month after your visit.
60 days or more in advance:
- Check on insurance for the groups; Upham Woods does not provide
insurance.
- Have all youth and adults complete a Health Record Form and an Adult or Youth Expectation Form. These forms can be requested from
the Upham Woods Office or click on the forms above to go to our downloadable forms page. Bring these forms to camp. **We must have a completed, signed and properly filled out health form for everyone at camp, adults included! It's the law!
30 or more days in advance:
- After reviewing the "Program Guide " return a copy of
your schedule to the office.
- Assign a first aid person for your group (a registered nurse,
EMT, or individual with up to date Red Cross CPR/ 1st aid.)
- State law requires you to have a 1st aid person while at camp.
Upham Woods' staff does not give out medications.
- Assign a dining hall supervisor (cafeteria person).
- Your Food Service Request Form and Program Coordination Form must be received by
Upham Woods at least 30 days prior to you planned visit or else your group may be charged late form fees.
4 days or more in advance:
- Update 4-day food service count if numbers have changed.
- Assign table setters and clean-up crews for each meal.
- Assign dorm/cabin assignments.
- Verify that all youth and adults have a completed Health Record Form and an Adult or Youth Expectation Form. Bring these forms to camp. **We
must have a completed, signed and properly filled out health
form for everyone at camp, adults included! These health forms or a copy of these forms must remain at camp. It's the law!
It is suggested that Group Coordinator arrive at least half-hour
before group to:
- Review/clarify staff expectations and responsibilities.
- Inspect cabins/dorm, facilities and equipment with Upham Woods'
staff.
- Establish program coordination needs and any last minute questions.
- Clarify any special needs of participants not already stated.
When group arrives:
- Youth and Adults will attend a 20-30 minute camp orientation by the Upham Woods' staff.
- Provide an updated count of students and adults to camp staff and
food service staff.
When group departs:
- Have groups assigned to clean all areas of camp used. Upham Woods' staff provides clean up checklist for your group.
- Upham staff will make available a solution of anti-bacterial soap & water for your group to wipe bed mattresses.
- Inspect cabins, dorm, and program areas for cleanliness, lost
items and possible damage.
- Check out buildings with Upham staff liaison to assess if there are any damages to camp or
lost equipment.
- Complete and turn in Evaluation form of Upham Woods.
- Complete and turn in the State Minority log form, before you
leave camp.
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