The process of organizing youth camps and hikes

Hikes, camps, summer/winter outings are the most outstanding programmes offered by schools to their learners. Camp life means free life (days) for all campers, consequently it requires the solution of specific tasks and the use of special educational-teaching methods. One of the most important tasks is careful planning and preparation. The camp/hike might concentrate on the following sports activities: walking, skiing, rowing and cycling, but there are performance-based or survival camps as well.  Considering the venue a camp can be a stable (located at one place) or a travelling campand campers might be accomodated in tents or in permanent or temporary buildings.  Next theose tasks will be described which need to be performed when organizing a camp in tents.

The first task is to gather information on the chosen location. It is also advisable to survey the place, if it is not known to us. It is why for example some market-orinetd travel agencies organize preliminary ski camps for the organizers.

In the course of the survey it is necessary to gather information on:

• The characteristics of the region and the terrain
• The immediate surroundings of the camp; its terrain
• Possibilities fro gaining water for drinking, cooking, washing
• Catering and shopping facilities, possibilites for ordering food
• The proximity of medical establishments, doctor’s office, hospital, pharmacy (importance of – international(!) medical insurance)
• Toilet facilities
• Storage, treatment and removal of waste
• Ownership issues. Obtaining the necessary permits and paying fees.

Preparation:

• Camp location, time, participants
• Possibilities for travel
• Total number of participants. Camp leaders, campers (consideration of tasks)
• Accomodation, service buildings (their condition)
• List of necessary camping equipment  - necessary for joint and individual use
• Information leaflets, posters: registration, payment of fees etc.
  • Programme, camp rules

 Considering the above preparation of budget:

• Travel and transport costs
• Accomodation fee and tourism tax (this latter cost is not to be paid iin case of educational or training focus. A certiifcate is needed from the educational/training institution)
• Catering costs
• Costs of local travel and entrance fees
• Organization costs, fees for lecturers
• Costs of equipment: office supplies, postal fees, toilet paper, dishwashing liquid, insecticides, gas container etc.
• Savings for unforeseen costs

Financial resources – fund raising possibilities

• Institutional contributions  (school, sports club, foundation)
• Projects  - local, regional, national
• Sponsorship – support from companies
• Own funds  – family contributions.

When acquiring permits it is important to bear in mind that written permit are to be requested from the owner of the plot (place, road etc. ) from forestry, environmental and health care authorities.   

Packing: camping tools and equipment need to be packed by a team of campers on the basis of a list (inventory items). All these items are packe4d in boxes, bags, waterproof bags or barrels and backpacks.  The equipment includes a stove, a food tent, a cauldron, pots and pans, a spade, an axe, a rake, a saw, a first-aid kit, suncare products, mosquito repellent, amplifiers, TV-VCR, camping table and chairs etc.

Those items which are needed individually by campers need to packed ont he basis of a list of suggested items. These lists include personal protective clothes, medicine for personal use, personal documents etc. It is a basic rule not to pack too many items. It is a very important issue to consider children’s individual medication needs. If there is a need the parent(s) should put it into writing what kind of medicine and in what dosage should be delivered to their child. It is also impiortant to infoerm the camp leader about the child’s allergies and sensitivities.

Accomodation might be outside a building , under the open skies, or in temnts. In Hungary, Due to the weather conditions typical in Hungary the accomodation in tents is more common. When choosing a tent it is importatnt ot consider its convebnient features including air space, extension and storage space. Its material should be elastic, waterproof with light poles and good ventilation. Campers sleeping quarters feature polifoam matresses, inflatable matresses, camping beds or sleeping bags. The adjustment to different taemperatures is also important and this is why there is a need for quilts, sleeping bags and sheets. Even in the summer there is a considerable difference between daytime and night temperatures.

            When arranging the tents orderliness, clear visibility, protection and relatedness are the most important issues to consider.  It is typical to use an „O” or a „U” shape. In case of larger camps there is a preference for arranging the tents in rows (streets). This way the it is easy to walk and see.

The tents need to be set up with the help of the teachers.

• The camping sites need to be
  • Horizontal and smooth
  • Semi-shadowed – dries up quickly in the morning
  • Sheltered from the wind – a storm can be dangerous

• Where NOT to set up a tent:
  • Near gullies, and stream beds
  • Near old trees and rock walls
  • Near places where lightning can be dangerous
  • In windy and draughty places

It is an impotant task for all campers to work out the rules of toilet and shower (boys and girls), take care of drinking water, fire palces and waste disposal.

The rules of camping include the following: take off shoes before entring the tent, no smoking, cooking, only torches are allowed to use for lighting, keeping order. The tents need to be checked on a regular basis.

Campfires are memorable events of camplife. The rules are as follows: Szabályai:

• Request a permit to build a fire,
• Fires are built only in designated places or
• Build a proper fireplace,
• Equipment (water, bucket, waterhose) should by nearby to extinguish the fire
• Make sure the fire has been totally extinguished!

Decampment is the last and most difficult task. It is important to make it sure that all tools and pieces of equipment are in good condition and safely packed according to the inventory list.

• Put down and clean the tents. (canvas, poles and stakes)
• Gathering of all other pieces of equip,ent by the inventory sheet.
• Pack everything. Travel documents, food and drinks for the return journey should be at hand.
• Clean up the site, waste removal, to a designated place

Leave a clean and attractive camp site behind.