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Scratching your head over how to organize your next camp in detail so that everything goes fine? Take a look at these tips & guides on all the how to's, what, why and where for organizing a troop / patrol camp. However, this guide can be modified to suit your purposes and if you feel anything that ought should be included is missing, please e-mail us.

Taking The First Steps
The first step of camp planning is probably picking a date or dates. If you expect demand for the camp to be high then you are on your way but if you are not sure about demand then look to the next step.

Create a short letter to the parents (or venture scouts) giving the dates and the basic plan for the camp. Include a return slip or a phone number so that you can find out how many people are likely to attend the camp. You may choose to request deposits at this point.

For patrol camps and venture camps it is a good idea to give as many people as possible jobs relating to organising the camp with the camp organiser overseeing all of these people. In this way everybody learns about organising camps rather than the experienced organiser doing all the work.

Depending on the number of cubs, scouts or ventures are coming, you will probably need a certain number of leaders. Each section has different rules on leaders and it is essential that you follow them. You do not want to cancel the camp half way through organising it because of a shortage of leaders or adult helpers.

Choosing A Campsite
Once you know how many people are going to attend the camp, how many leaders need to be payed for and the length of the camp, decide on an approximate budget and price for the camp so that you know where you can afford to camp and what you can afford to do there.

Questions to consider while choosing a suitable campsite:
what is the cost of the site?
is the site woodland/field? (this should fit in with activities)
are fires allowed on the ground or are altar fires provided?
how far is the site from group headquarters?
what attractions/hiking areas are there around the site?
what facilities (e.g. showers) are available?
what activities does the campsite organise (e.g. archery)

Once you have chosen a campsite you probably want to choose an individual site. The earlier you book the more likely it is that you will get your chosen individual site. If you do not know the campsite then maybe visit it and look at the sites to see which may be suitable.

Phone or email the campsite to make a provisional booking and ask them to send you the forms for camping and activities. Unless you are planning a patrol camp, you will probably need to send a deposit with these forms. You may wish to send the camp form first to reserve your individual site and send the activities form (if there is one) when you have decided on the programme. There are only about two popular campsites in Penang where major activities could be carried out. They are the Coronation Camp and the Youth Park which is maintained by the Penang Municipal Council.

Camping Equipment
The necessary camp equipment and personal equipment is different for every camp but here is a basis which can be used when writing up a full list.

Personal Equipment:
Sleeping bag
Groundsheet / camping mat
Rucsac (or kitbag/holdall for younger sections)
Full Uniform
Underwear and socks
Shirts / t-shirts
Trousers
Shorts
Jumpers / Sweaters
Pyjamas (more important for younger sections)
Waterproof anorak / cagoule
Hiking boots and/or wellington boots
Trainers
Handkerchiefs / Tissues
Baseball cap / hat
Money and phonecard
Towel and flannel
Toothbrush and toothpaste
Hairbrush
Soap
Torch with space batteries
Pen and paper
Scout Record Book / Cub Scout Handbook
Sun tan lotion

Camp / Group/ Patrol Equipment:
Marquee / Mess tent / Dining shelter
Sleeping tents (separate for scouts and leaders)
Groundsheets
Mallets
Spare pegs
Tent repair kit
Sisal / rope and pioneering poles
Handaxe
Gas / Electric lamps
Large dixie
Billie sets
Frying pans
Water carriers
Wooden spoons
Soup ladle
Sharp knives
Peeler
Grater
Tin opener
Other cooking utensils
Aluminium foil and or cling film
Gas cookers
Spare gas cylinders
Washing up bowls
Washing up liquid
Tea towels
Kettle
Knives, forks and spoons
Mugs / cups
Plates and bowls
Matches
Grate for altar fires
First Aid Kit
Black plastic bags for rubbish
Football
Other activity equipment

Camp Menu
Food is sometimes said to be the most important element of a camp so it is important to plan the menu well. The menu should normally have three main meals with snacks between each meal. Below are some ideas for what to put on the menu.
Recently, a survey has been done and have found out that most major camps organized in Penang doesn't provide enough nutrition in the food supplied to campers. As everybody knows, instant noodles might be the staple food at many Malaysian camps, but in actual fact it is not recommended as it is bad for health, expecially while you are camping. A good camp menu should consist of  nutritional food.

BREAKFAST
Cereal and milk
Eggy Bread
Bacon and eggs
Toast and spreads
Drinks: Hot Chocolate, Tea/Coffee, Squash, Water

LUNCH (also see supper)
Ploughmans
Barbecue (sausages, hamburgers, baked beans)
Filled baked potatoes
Drinks: Water, Squash
or substitute with
Rice, meat and vegetable.

SUPPER (also see lunch)
Beef Stew
Soup and bread
Pasta and sauce
'Pizza' bread (bread with cooked tomatoes and cheese on top)
Drinks: Water, Squash
or substitute with
Rice or noodles, meat and vegetable.

DESSERTS
Fresh Fruit
Tinned peaches and meringue
Jelly or anything depending to weather condition.

SNACKS
Fresh Fruit
Cakes and biscuits
Drinks:Hot Chocolate, Hot Orange Squash

You may need to plan a separate vegetarian menu depending on who is attending. Once you have written a full menu you then need to write down how much of each food is needed for each meal. Add these amounts up and you will then have a shopping list with amounts. If possible estimate the cost of this shopping list and compare it with your planned food budget. If you are going to run out of money then you need to cut down on luxuries.

Weather condition should also be taken into account while preparing a camp menu. Don't expect really spicy or hot food in a hot weather or too cold food during rainy days.

When you buy food you should buy it as close to the date of the camp as possible and check the 'use by' dates on every item. If you are camping for a long time then long life milk may be advisable. Other perishable goods such as fruit and bread should be purchased during the camp at supermarkets or grocery stores near to the campsite.

Camp Programme
The camp programme is simply a plan of everything that you want to do at camp and when you're going to do it. The contents of the programme depend on the age of the scouters, the resources, the theme of the camp (if there is one) and as always the budget.

The younger the scouters are the more the programme should be filled. Therefore a cub scout programme for a weekend is likely to be much longer than a venture scout programme for a weekend. Here are a few ideas/examples of what to do at camp.

? Setting up camp - make sure you allow plenty of time for this
? Cooking meals - especially when cooking on fire or when scouts are cooking for themselves this also needs a lot of time
? Lighting and using fires
? Building and sleeping in shelters (if you dare)
? Paid activities from the campsite - e.g. archery, rifle shooting, climbing, potholing (don't forget to book these)
? Walk around area OR
? Day or night hike
? Ball games - e.g. football, volleyball
? Campfire - food and songs are a must
? Scout games and wide games - See Scouting Games
? Striking camp - Pack up

Finalizing Everything
The points in this section are not necessarily the last things to be done when organising a camp but rather the things which we didn't know where else to put.

It is important to make sure you know how you are going to get to the campsite. You must also know how the equipment is going to get to the site and for a cub camp, whether or not leaders are going early to put up tents. If the campsite is local then you will probably ask parents to bring their children to camp. If the campsite is further away then a coach is a good idea for cubs or the train for scouts or venture scouts. Make sure that transport is included in the budget.

The last thing to check before giving a final letter out is the parent contact. This is any person with a telephone and preferably also an answering machine or a mobile phone. This person must not be related to anybody who is camping. If parents at home have a problem then they phone the parent contact who either knows the mobile phone number of the camp organiser or is contacted daily by the camp organiser. If the campers need to get a message to parents then they call the parent contact who passes the message on. Therefore the parent contact should have the phone numbers of the parents of all scouts at the camp.

Once all the general details of the camp have been worked out it is time to send a letter out to the parents. This must include the following:
? dates of the camp
? location of the camp
? transport arrangements and time
? cost and date that balance should be payed
? phone number of camp organiser for queries
? personal kit list
? return form with
1. name of camper
2. medication/illnesses
3. dietary requirements
4. permission for camp leader to sign any hospital documents if child requires medical treatment
5. address of parents
6. name and address of family doctor
7. signature of parent