A
Section A
Board Report – Additional Information Required
1. Committee / HR Review
For each executive committee member:
1
What was this person's greatest strength and contribution to the camp?
2
What was this person's main area for growth or limitation during the camp?
Additional Leadership Question
3
Which committee member(s) show potential to become future Camp Chairman or take on larger leadership responsibilities? Why?
2. Planning & Committee Collaboration
1
What was the biggest challenge faced by the committee during the planning process?
2
How was that challenge eventually resolved?
3. Spiritual Impact
1
Which camp session or activity had the greatest spiritual impact on members?
2
What evidence or observations suggest that members were spiritually encouraged?
4. Logistics & Transportation
1
What was the most difficult transport-related issue encountered?
2
What process improvements should be implemented for future camps?
5. Sound & AV
Additional Context
- AV costs were higher than previous years.
- This increase was not solely due to late sourcing.
- External economic factors, including increased transportation and logistics costs, contributed to higher quotations.
- Future budgeting should account for market fluctuations and inflation.
1
What AV requirements were most difficult to secure?
2
What can be done to improve AV planning and budgeting next year?
6. Budget
1
What were the biggest unexpected expenses?
2
What budget buffer should be included for future camps?
7. Programme & Timing
1
Why did sessions start approximately 15 minutes late?
2
What practical measures can improve punctuality next year?
B
Section B
Camp Feedback Survey
Board Update
- Camp feedback forms have already been distributed.
- Survey results are pending.
- Full analysis and findings will be presented to the Board once responses are received and consolidated.
C
Section C
Camp Advisor's Personal Recommendation
Formal Camp Planning Timeline
A standardised planning framework should be adopted for all future church camps.
Reduce last-minute planning
Improve accountability
Improve budgeting accuracy
Improve vendor negotiations
Improve communication with members
Ensure continuity between different Camp Chairmen
D
Section D
Proposed Annual Camp Timeline
July
By End July
- New Camp Chairman selected and appointed
August
By End August
- Chairman forms full Camp Committee
- Initial identification of potential DGL pool begins
September
By End September
Chairman submits to Camp Advisor:
- Proposed camp structure
- Initial budget
- Preliminary committee structure
- Tentative theme direction
Also:
- First Camp Committee Meeting conducted
October
By End October
Confirm:
- Camp Theme
- Camp Verse
Publicity begins:
- Save-the-date announcements
- Camp dates released to congregation
Venue not required to be announced yet.
November
By End November
Venue must be:
- Identified
- Evaluated
- Presented to Board
- Approved by Board
Approval includes:
- Room booking authorization
- Deposit approval if required
December
By End December
Venue — must be fully secured:
- Venue confirmed
- Rooms booked
- Deposit paid
Speaker — must be secured:
- Speaker confirmed
- Initial communication completed
AV & Technical — must be completed:
- Technical requirements finalized
- AV quotations obtained
- AV vendor / event company selected
Microsite — camp microsite launched. Must contain:
- Camp theme
- Camp verse
- Speaker profile
- Venue information
- Venue photos
- Venue videos
- Amenities
- General camp information
Purpose: Build anticipation, generate excitement, and prepare congregation for registration opening.
January
Registration Opens
- Camp registration officially opens
February
End February
- Early Bird Registration closes
March
- Registration continues
- DGL recruitment finalized
- DGL assignments begin
April
15 April
General Registration closes. Reasons:
- Final attendance count required
- Room allocation required
- T-shirt sizing required
15 April:
- Final T-shirt artwork submitted to printer
May
End May
- T-shirts delivered
June
First Week of June
Camp booklet printing completed. Before printing:
- Programme finalized
- Speaker schedule finalized
- Session details finalized
- Room allocations finalized
- Transport details finalized
- Digital camp booklet / microsite updated with final information
E
Section E
Pre-Camp Briefings
3 weeks before camp
DGL Briefing
- Discussion materials
- Facilitation expectations
- Group assignments
- Pastoral considerations
2 weeks before camp
English Service Briefing
- Travel details
- Packing list
- Registration process
- Camp reminders
1 week before camp
Chinese Service Briefing
- Travel details
- Packing list
- Camp reminders
- Final announcements
F
Section F
Key Governance Principle
The objective of this timeline is not merely administrative efficiency.
Preserve institutional memory
Ensure smoother leadership transitions
Reduce planning risk
Allow earlier budget control
Improve member communication
Improve overall camp quality year after year