SayPro Tasks to Be Done During the Period Pre-Camp Planning:

✅ SayPro Pre-Camp Planning – Tasks to Be Done During the Period

1. 🗓 Finalize the 5-Day Camp Schedule

Goal: Ensure a balanced, engaging itinerary that blends hands-on eco-crafting, environmental education, and reflection.

Key Actions:

Design a structured day-by-day program with time slots for:

Morning energizers and icebreakers
Crafting workshops using natural materials
Environmental education sessions
Group reflections, games, and closing circles
Include diversity of activities: individual art, group projects, nature walks, and eco-leadership tasks.
Consult with trainers to confirm the time needed for each session.
Allow for rest periods, meals, and flexibility for age-appropriate pacing.

Deliverables:

Finalized PDF schedule for trainers, staff, and participants
Activity briefing sheets for facilitators

2. 🤝 Coordinate with Eco-Crafting Experts to Finalize Lesson Plans

Goal: Ensure all craft sessions are age-appropriate, educational, and environmentally aligned.

Key Actions:

Hold planning meetings with eco-artisans, nature educators, and trainers.
Review and approve lesson plans for all six core crafting sessions, ensuring they:

Teach skills (e.g., leaf pressing, clay molding, weaving)
Promote environmental awareness (reusing materials, biodiversity themes)
Encourage self-expression and teamwork
Provide trainers with SayPro guidelines for safety, inclusion, and developmental outcomes.
Develop support materials (instructions, visual examples, prep checklists).

Deliverables:

Trainer session guide with detailed lesson plans
Activity preparation lists (tools, materials, safety notes)

3. 🌿 Source and Organize Natural Materials for Crafting Sessions

Goal: Collect sustainable, safe, and diverse materials that align with nature crafting activities.

Key Actions:

Conduct community collection drives or request donations from local residents and partners (e.g., pinecones, leaves, seed pods, fabric scraps).
Coordinate with local markets, nurseries, and eco-cooperatives for items like raffia, jute twine, and natural clay.
Inspect and clean materials to ensure they are safe and free from pests or hazards.
Sort materials into activity-specific bins (e.g., “Leaf Art”, “Clay Work”, “Pinecone Characters”).

Deliverables:

Final inventory of materials (with quantities and intended use)
Secure storage containers labeled by activity
Backup materials for restocking during camp

4. 🖥️ Set Up Registration and Communication Channels

Goal: Establish a user-friendly, accessible system for participant registration and ensure effective pre-camp communication.

Key Actions:

Create a digital registration form on the SayPro website with required fields:

Participant details, age, emergency contacts
Medical info, dietary needs, media consent
Set up automated confirmation emails with camp overview and next steps.
Print physical forms for community centers with no internet access.
Assign staff to manage inquiries via email, WhatsApp, or phone.
Maintain a master registration database with participant group assignments.

Deliverables:

Online registration portal and printable version
Confirmation email template and FAQ sheet
Registration tracking spreadsheet (Google Sheets or Excel)

5. 📣 Promote the Camp via SayPro’s Digital Channels

Goal: Drive participant sign-ups and community awareness using targeted, engaging promotions.

Key Actions:

Develop a 3–4 week social media campaign including:

Countdown graphics
Trainer highlights
Activity teasers (e.g., “What You’ll Make at Camp”)
Testimonials from past participants
Send email newsletters to SayPro’s database with:

Event overview
Registration link
Safety protocols and key benefits
Post updates in WhatsApp groups and partner community forums.
Encourage staff, partners, and trainers to share posts across personal networks.

Deliverables:

Social media content calendar (with captions and visuals)
Digital flyer and WhatsApp poster
Newsletter campaign (at least 2–3 emails)
Weekly social media analytics tracking sheet

🧭 Timeline Overview (Suggested)

| Week Before Camp | Key Tasks |
| – | |
| 4–5 Weeks | Finalize schedule; start social media teasers; trainer coordination |
| 3 Weeks | Launch registration; begin material collection |
| 2 Weeks | Confirm lesson plans; promote heavily on all channels |
| 1 Week | Final materials check; sort participant groups; send orientation info |
| Final Days | Print schedules, name tags, forms; prepare venue setup and kits |

📌 Outcome

By completing these pre-camp planning tasks thoroughly, SayPro will ensure:

A well-prepared and safe environment for participants
High levels of engagement and learning
Smooth operations for trainers and staff
Strong community interest and attendance

Would you like editable templates for the registration form, a social media calendar, or a camp checklist to help implement this plan?