A CREATIVE ART'S CAMP TO-DO LIST example
ORGANIZING A CREATIVE ARTS CAMP
This is an idea for an outreach program where kids
can come to not only learn about God’s Word, but also learn how to sing, dance
and act while having fun putting together a program for the parents and other
family members to see.
EXAMPLE HEADER FOR AN EXCEL
|
DATE
|
DATE
|
DONE |
ACTION ITEM (for a one-week kids' camp) |
PERSON
RESPONSIBLE |
NOTES
/ IDEAS |
(And then, the following suggested schedule items can be copy-pasted into your “ACTION ITEM” column.)
ALL OF THE TO-DOs...
CHOOSE A WEEK TO SCHEDULE THE CAMP
(a good suggestion is Sunday to Friday, every evening from 5:40 to 8:00 pm)
DETERMINE WHICH AGE OR GRADES ARE TO BE INVITED
(maybe this has to wait until you see how many kids you’ll be able to accommodate, after finding out how many committed volunteers you have in total)
SECURE YOUR LOCATION FOR THE ENTIRE WEEK
- a theater with seating
- a gym or very large room for dancing
- and 2 big rooms for singing, with pianos (if required)
CHECK OUT NECESSARY DETAILS OF LOCATION
- does lighting equipment come with venue?
- does sound equipment come with venue?
PUT SOMEONE IN CHARGE OF LIGHTING
- do you need more lights/boards/etc. than provided?
PUT SOMEONE IN CHARGE OF SOUND
- do you need more microphones/boards/etc.? (Every stage is different. Some need a microphone per person, others may only need a few area microphones, while others might not need any.)
SELECT DIRECTOR & ASSISTANT DIRECTORS
- artistic director (for acting as well as to be over the entire show)
- assistant acting director (at least one)
- dance director
- assistant dance director (at least one)
- 2 music directors (who can also do easy choreography)
- 2 pianists (unless you are only using music recordings)
FINALIZE SCRIPT & MUSIC CHOICE/S TO USE
- find something for free on my website:
CHOOSE A WEEK TO SCHEDULE THE CAMP
(a good suggestion is Sunday to Friday, every evening from 5:40 to 8:00 pm)
DETERMINE WHICH AGE OR GRADES ARE TO BE INVITED
(maybe this has to wait until you see how many kids you’ll be able to accommodate, after finding out how many committed volunteers you have in total)
SECURE YOUR LOCATION FOR THE ENTIRE WEEK
- a theater with seating
- a gym or very large room for dancing
- and 2 big rooms for singing, with pianos (if required)
CHECK OUT NECESSARY DETAILS OF LOCATION
- does lighting equipment come with venue?
- does sound equipment come with venue?
PUT SOMEONE IN CHARGE OF LIGHTING
- do you need more lights/boards/etc. than provided?
PUT SOMEONE IN CHARGE OF SOUND
- do you need more microphones/boards/etc.? (Every stage is different. Some need a microphone per person, others may only need a few area microphones, while others might not need any.)
SELECT DIRECTOR & ASSISTANT DIRECTORS
- artistic director (for acting as well as to be over the entire show)
- assistant acting director (at least one)
- dance director
- assistant dance director (at least one)
- 2 music directors (who can also do easy choreography)
- 2 pianists (unless you are only using music recordings)
FINALIZE SCRIPT & MUSIC CHOICE/S TO USE
- find something for free on my website:
"Anytime Teen Specific Dramas"
"Just-For-Fun Teen Specific Dramas"
or go through my website (https://churchskits.blogspot.com)
"Just-For-Fun Teen Specific Dramas"
or go through my website (https://churchskits.blogspot.com)
building a collection of skits to do and then find your own appropriate music
- print off script, at least for the artistic director to read and edit, and maybe for anyone else who needs to help and/or make approvals
BUY AND/OR PRINT MUSIC
- get any necessary rights if required, for instance, if you are using other music or accompaniments than the sheet music provided
- give to pianists so they can practice and prepare
- print off extra copies for all of the appropriate directors, assistants and volunteers overseeing the team/s
- or if you are using recorded music and/or accompaniments, make sure everyone who needs these have copies or access
- if using recorded music, make sure you have enough equipment or ways to play this (for practices and performances)
FIND PROP & COSTUME PERSON OR PEOPLE
- make lists of everything needed (be it props, set/s, slides, costumes)
- start working on, getting, or making these things right away
FIND OR PREPARE 4 VERY SHORT DEVOTIONALS
- that go with the theme of the script
- print off enough copies for all of the volunteers overseeing the teams, and maybe for all of the kids
FIND OUT HOW MANY VOLUNTEERS YOU WILL HAVE
- this will determine how many kids you allow to enroll (best to have 2 leaders per group of 8-10 kids; therefore, if you have 14 volunteers to be leaders, you can have 7 teams, with 10 kids in each, allowing 70 kids to enroll.)
- run a proper police-check, bonding all directors, assistants and volunteers so you are legally protected
DETERMINE IF THERE WILL BE A FEE & FOR HOW MUCH
- you may want to charge enough to cover the expenses
- if you are making a profit, then you will have to check if there are any extra charges for the use of the script/s and music (if you are using one of my scripts, you can contact me at churchskits@yahoo.com)
- if you are providing T-shirts to all the children, you might want to work that into your fee
- charging a fee encourages extra discipline on the part of the parents and kids so that they will take this camp seriously while still having fun
ORDER/BUY/GET:
- T-shirts (if you are doing that, could have a cute logo, name of your camp, and/or church)
- big envelops or folders for each child (that will contain their scripts and information for their parents), which they should always keep with them
- name stickers for every person involved, for every day (could have different symbols, colors, animals, flowers, etc. for each team)
- placards for each team for volunteers to hold up when leading their kids to the next location (can correlate with the themes on the name stickers)
- snacks (unless you have each child bring their own, but you could still have something just in case a child forgets)
- cashbox (or figure out the various methods you are going to collect fees)
ADVERTISE & SET A DEADLINE FOR ENROLLMENT
- advertise: giving age or grade limits, dates, drop-off and pick-up times, with the deadline date for enrolling
BUY AND/OR PRINT MUSIC
- get any necessary rights if required, for instance, if you are using other music or accompaniments than the sheet music provided
- give to pianists so they can practice and prepare
- print off extra copies for all of the appropriate directors, assistants and volunteers overseeing the team/s
- or if you are using recorded music and/or accompaniments, make sure everyone who needs these have copies or access
- if using recorded music, make sure you have enough equipment or ways to play this (for practices and performances)
FIND PROP & COSTUME PERSON OR PEOPLE
- make lists of everything needed (be it props, set/s, slides, costumes)
- start working on, getting, or making these things right away
FIND OR PREPARE 4 VERY SHORT DEVOTIONALS
- that go with the theme of the script
- print off enough copies for all of the volunteers overseeing the teams, and maybe for all of the kids
FIND OUT HOW MANY VOLUNTEERS YOU WILL HAVE
- this will determine how many kids you allow to enroll (best to have 2 leaders per group of 8-10 kids; therefore, if you have 14 volunteers to be leaders, you can have 7 teams, with 10 kids in each, allowing 70 kids to enroll.)
- run a proper police-check, bonding all directors, assistants and volunteers so you are legally protected
DETERMINE IF THERE WILL BE A FEE & FOR HOW MUCH
- you may want to charge enough to cover the expenses
- if you are making a profit, then you will have to check if there are any extra charges for the use of the script/s and music (if you are using one of my scripts, you can contact me at churchskits@yahoo.com)
- if you are providing T-shirts to all the children, you might want to work that into your fee
- charging a fee encourages extra discipline on the part of the parents and kids so that they will take this camp seriously while still having fun
ORDER/BUY/GET:
- T-shirts (if you are doing that, could have a cute logo, name of your camp, and/or church)
- big envelops or folders for each child (that will contain their scripts and information for their parents), which they should always keep with them
- name stickers for every person involved, for every day (could have different symbols, colors, animals, flowers, etc. for each team)
- placards for each team for volunteers to hold up when leading their kids to the next location (can correlate with the themes on the name stickers)
- snacks (unless you have each child bring their own, but you could still have something just in case a child forgets)
- cashbox (or figure out the various methods you are going to collect fees)
ADVERTISE & SET A DEADLINE FOR ENROLLMENT
- advertise: giving age or grade limits, dates, drop-off and pick-up times, with the deadline date for enrolling
- also let parents know when the show will happen (for example: Friday, 7:00 pm)
- depending on the size of the theater, you might have to limit family members per kid (or per family) and give a certain amount of tickets for each one (even though for free, that way it stays fair for everyone)
MAKE & PRINT OFF ENOUGH CONSENT FORMS
(this might be better done in person)
- for parents to sign if someone else is picking up their kids
MAKE & PRINT OFF REGISTRATION FORMS (or do this online)
(see below for necessary information)
START ENROLLMENT & GET NECESSARY INFO
(if online, parents can pay immediately and get a receipt/ticket)
- names of kid and parent/s
- age of kid and whether they are a boy or girl
- T-shirt size (if you’re providing T-shirts)
- health and allergy information
- emergency contact information
- let them know they should send a snack along with their child
- let them know when and how to drop off and pick up kids
- if someone else has permission to pick up their kids, they need to know that they have to give a signed consent with the name of that person, etc.
AT FINAL KID-COUNT, FINALIZE SCRIPT
MAKE & PRINT OFF ENOUGH CONSENT FORMS
(this might be better done in person)
- for parents to sign if someone else is picking up their kids
MAKE & PRINT OFF REGISTRATION FORMS (or do this online)
(see below for necessary information)
START ENROLLMENT & GET NECESSARY INFO
(if online, parents can pay immediately and get a receipt/ticket)
- names of kid and parent/s
- age of kid and whether they are a boy or girl
- T-shirt size (if you’re providing T-shirts)
- health and allergy information
- emergency contact information
- let them know they should send a snack along with their child
- let them know when and how to drop off and pick up kids
- if someone else has permission to pick up their kids, they need to know that they have to give a signed consent with the name of that person, etc.
AT FINAL KID-COUNT, FINALIZE SCRIPT
MAKE TEAMS & 3 MAIN GROUPS
- put kids into age groups, making sure each team of 10 has both girls and boys
- divide up all of the teams to make 3 main groups which will rotate together in the schedule
- once the list of groups and teams is finished, print off enough copies for the volunteers overseeing teams, as well as the directors, assistants, and for those who will be the judges during auditions (judges should be the acting and music directors)
- put kids into age groups, making sure each team of 10 has both girls and boys
- divide up all of the teams to make 3 main groups which will rotate together in the schedule
- once the list of groups and teams is finished, print off enough copies for the volunteers overseeing teams, as well as the directors, assistants, and for those who will be the judges during auditions (judges should be the acting and music directors)
EDIT SCRIPT
- in order to give each kid a chance to have a special part in the program (whether it be singing, dancing or acting), go through the script/s and either combine or divide up lines/parts to allow for this, especially considering which team/group they are in, as I have written these scripts to accommodate groups to stick together throughout program. (It helps to print a copy of the script and do the initial changes on hard copy with red pen, THEN make the changes on the computer document before printing out)
- once the script has been edited to accommodate all changes, print enough copies for directors, assistants, the volunteers overseeing teams, and for all the children
- in order to give each kid a chance to have a special part in the program (whether it be singing, dancing or acting), go through the script/s and either combine or divide up lines/parts to allow for this, especially considering which team/group they are in, as I have written these scripts to accommodate groups to stick together throughout program. (It helps to print a copy of the script and do the initial changes on hard copy with red pen, THEN make the changes on the computer document before printing out)
- once the script has been edited to accommodate all changes, print enough copies for directors, assistants, the volunteers overseeing teams, and for all the children
MAKE A CAST LIST
- list all possible special parts with a space beside it to write down the name of the child who gets that part
- once cast list is finished, print enough copies for all directors (judges)
- list all possible special parts with a space beside it to write down the name of the child who gets that part
- once cast list is finished, print enough copies for all directors (judges)
FIGURE OUT AUDITION PIECES
- choose little script portions and song portions that will be used for the auditions (these will be different considering the ages and what teams they are in)
- print off the audition lines for the director leading the auditions (who can just tell each child what line to say and sing, like, “Repeat after me...”) Keep it fun and simple.
ESTABLISH (SUGGESTED) SCHEDULE
(see the example given below)
HOLD A DIRECTORS’ MEETING
- go over how the days/evenings will work, and cover any questions about the script contents
HOLD A (VOLUNTEERS) TEAM LEADERS’ MEETING
GO OVER MOTIVATIONAL TECHNIQUES
- how to help directors keep kids involved, like being at the front, singing along, doing the actions and dancing
- how they can encourage kids so they all have fun! (It will be important for leaders to also help their kids throughout, helping with each segment, whether dancing, singing or acting. Be willing and eager to learn the songs and movements so that you can mirror everything at the front. Especially if a leader is male, the boys will see that this is all very cool, and be less self-conscious.)
GO OVER PROTOCOLS, for EXAMPLE:
- how to manage problem children
- what to do when kids need the bathroom…
GO OVER SCHEDULE
- how drop-offs and pick-ups will work
- how the days/evenings will work
- that on the first day/night, they'll get the final list of their kids with a sign in and out chart; plus each of their kids' registration forms with all pertinent information. THEY are in charge of all their kids in their team.
GO OVER HOW TO SHOW KIDS THEIR PACKETS WHICH CONTAIN
(or each kid will just receive a script copy with their names on it)
- copies of teams/groups with names of the kids
- copy of the script
- copy of short daily devotions they will use
- maybe a placard with the team symbol on it
GET VENUE READY, THE DAY OF
- get snacks ready (and/or prepare the snack areas)
- set up the check-in table WITH:
*** enrollment forms with section to sign consent for someone else to drop off/pick up kids, etc.
*** cashbox or other payment methods (if collecting enrollment fees right this day as well)
*** information sheets to give parents
*** nametag stickers for the kids
*** scripts or packets for each kid (to ALWAYS keep with them)
THE FOLLOWING DOESN’T NEED TO BE IN YOUR EXCEL,
JUST HAVE A FEW PRINTED COPIES FOR THOSE IN CHARGE
(SUGGESTED) SCHEDULE
FOR THE ENTIRE WEEK, EVERY DAY,
5:40 is check-in time
- parents sign in and drop off kids.
- kids go immediately to their team leaders.
- team leaders hold up team placards so that kids can easily find and stay with their group.
- team leaders give each kid their name sticker (which could have group name or number)
- team leaders give each kid their packet (containing script, instructions for the parents, etc.)
- kids should always have this packet (or script) with them.
- kids should always stay with their group.
SUNDAY EVENING
5:40
- parents sign in and drop off kids
6:15
- meet in the theater for introduction,
- sing through some of the songs, and pray.
6:30
IN THE GYM, WORK ON THE FINALE DANCE NUMBER
- all kids (EXCEPT FOR…
- (EXCEPT FOR youngest team/s or group, depending on how many kids are in the group, will go to the theater)
IN THE THEATER
AUDITIONS:
- START with the youngest kids.
- let kids know that this is part of theater, and encourage each kid just to try their best.
- each “JUDGE” should have a printed list of all kids from each group.
- have kids stand in a line, in the same order as on the list.
- one at a time, have a kid say their name, then read the chosen script portion, and sing a few lines from the chosen song portion.
- judges quickly make marks beside their names. EXAMPLE: “A” or “AA” if they did well or very well with acting, “S” or “SS” for singing.
- after every kid has auditioned, have them go to the gym and join in the dancing.
ASSIGN ROLES:
- artistic director FIRST asks who the strongest singers were and puts those kids in the places for solos/duets (typically start each song with the strongest singer)
- judges ex-out the names as they are assigned a part.
- artistic director then asks about the strongest actors, and puts those in the places of the acting roles.
- if there are more kids than solos and roles, have them highlighted somewhere in the script where their TEAM or GROUP is doing somethings altogether, like stepping forward to mime an action that goes with the song or skit.
- as soon as all parts are filled in, call for the next group.
7:00
- have a 15-minute snack break and devotional.
7:15
- continue with auditions and dance practice.
- when auditions are completed, all kids should be in the gym working on the dance finale
- quickly copy off the final cast list with assigned roles, enough for each director and team
7:45
- give copies of the audition results (by teams) to each team leader, who will tell their kids who got which solo or acting part, and let them know to start memorizing.
8:00
- parents sign out and pick up kids
MONDAY, TUESDAY AND WEDNESDAY EVENINGS
5:40
- parents sign in and drop off kids
6:00
- opening in theater with prayer, etc.
6:15
- GROUP 1 goes to theater for acting
- GROUP 2 goes to gym for dancing
- GROUP 3 goes to classroom/s for singing
6:45
- GROUP 1 goes to classroom/s for singing
- GROUP 2 goes to the theater for acting
- GROUP 3 goes to gym for dancing
7:15
- snack and devotions (assign areas)
7:30
- GROUP 1 goes to gym for dancing
- GROUP 2 goes to classroom/s for singing
- GROUP 3 goes to theater for acting
8:00
- parents sign out and pick up kids
THURSDAY EVENING
5:40
- parents sign in kids
6:00
- opening in theater with prayer, etc.
6:15
- DRESS REHEARSAL: putting it all together,
- and hopefully it’s possible to have 2 run-throughs
8:00
- parents sign out and pick up kids
FRIDAY EVENING
5:40
- parents sign in and drop off kids
6:00
- opening in theater with prayer, etc. (not with parents yet)
6:15
- quick final dress rehearsal
7:00
- doors open for parents and guests to be seated
7:15
- PERFORMANCE begins
8:00
- parents sign out and pick up kids
- then Cookies and Fellowship (optional)
- choose little script portions and song portions that will be used for the auditions (these will be different considering the ages and what teams they are in)
- print off the audition lines for the director leading the auditions (who can just tell each child what line to say and sing, like, “Repeat after me...”) Keep it fun and simple.
ESTABLISH (SUGGESTED) SCHEDULE
(see the example given below)
HOLD A DIRECTORS’ MEETING
- go over how the days/evenings will work, and cover any questions about the script contents
HOLD A (VOLUNTEERS) TEAM LEADERS’ MEETING
GO OVER MOTIVATIONAL TECHNIQUES
- how to help directors keep kids involved, like being at the front, singing along, doing the actions and dancing
- how they can encourage kids so they all have fun! (It will be important for leaders to also help their kids throughout, helping with each segment, whether dancing, singing or acting. Be willing and eager to learn the songs and movements so that you can mirror everything at the front. Especially if a leader is male, the boys will see that this is all very cool, and be less self-conscious.)
GO OVER PROTOCOLS, for EXAMPLE:
- how to manage problem children
- what to do when kids need the bathroom…
GO OVER SCHEDULE
- how drop-offs and pick-ups will work
- how the days/evenings will work
- that on the first day/night, they'll get the final list of their kids with a sign in and out chart; plus each of their kids' registration forms with all pertinent information. THEY are in charge of all their kids in their team.
GO OVER HOW TO SHOW KIDS THEIR PACKETS WHICH CONTAIN
(or each kid will just receive a script copy with their names on it)
- copies of teams/groups with names of the kids
- copy of the script
- copy of short daily devotions they will use
- maybe a placard with the team symbol on it
GET VENUE READY, THE DAY OF
- get snacks ready (and/or prepare the snack areas)
- set up the check-in table WITH:
*** enrollment forms with section to sign consent for someone else to drop off/pick up kids, etc.
*** cashbox or other payment methods (if collecting enrollment fees right this day as well)
*** information sheets to give parents
*** nametag stickers for the kids
*** scripts or packets for each kid (to ALWAYS keep with them)
THE FOLLOWING DOESN’T NEED TO BE IN YOUR EXCEL,
JUST HAVE A FEW PRINTED COPIES FOR THOSE IN CHARGE
(SUGGESTED) SCHEDULE
FOR THE ENTIRE WEEK, EVERY DAY,
5:40 is check-in time
- parents sign in and drop off kids.
- kids go immediately to their team leaders.
- team leaders hold up team placards so that kids can easily find and stay with their group.
- team leaders give each kid their name sticker (which could have group name or number)
- team leaders give each kid their packet (containing script, instructions for the parents, etc.)
- kids should always have this packet (or script) with them.
- kids should always stay with their group.
SUNDAY EVENING
5:40
- parents sign in and drop off kids
6:15
- meet in the theater for introduction,
- sing through some of the songs, and pray.
6:30
IN THE GYM, WORK ON THE FINALE DANCE NUMBER
- all kids (EXCEPT FOR…
- (EXCEPT FOR youngest team/s or group, depending on how many kids are in the group, will go to the theater)
IN THE THEATER
AUDITIONS:
- START with the youngest kids.
- let kids know that this is part of theater, and encourage each kid just to try their best.
- each “JUDGE” should have a printed list of all kids from each group.
- have kids stand in a line, in the same order as on the list.
- one at a time, have a kid say their name, then read the chosen script portion, and sing a few lines from the chosen song portion.
- judges quickly make marks beside their names. EXAMPLE: “A” or “AA” if they did well or very well with acting, “S” or “SS” for singing.
- after every kid has auditioned, have them go to the gym and join in the dancing.
ASSIGN ROLES:
- artistic director FIRST asks who the strongest singers were and puts those kids in the places for solos/duets (typically start each song with the strongest singer)
- judges ex-out the names as they are assigned a part.
- artistic director then asks about the strongest actors, and puts those in the places of the acting roles.
- if there are more kids than solos and roles, have them highlighted somewhere in the script where their TEAM or GROUP is doing somethings altogether, like stepping forward to mime an action that goes with the song or skit.
- as soon as all parts are filled in, call for the next group.
7:00
- have a 15-minute snack break and devotional.
7:15
- continue with auditions and dance practice.
- when auditions are completed, all kids should be in the gym working on the dance finale
- quickly copy off the final cast list with assigned roles, enough for each director and team
7:45
- give copies of the audition results (by teams) to each team leader, who will tell their kids who got which solo or acting part, and let them know to start memorizing.
8:00
- parents sign out and pick up kids
MONDAY, TUESDAY AND WEDNESDAY EVENINGS
5:40
- parents sign in and drop off kids
6:00
- opening in theater with prayer, etc.
6:15
- GROUP 1 goes to theater for acting
- GROUP 2 goes to gym for dancing
- GROUP 3 goes to classroom/s for singing
6:45
- GROUP 1 goes to classroom/s for singing
- GROUP 2 goes to the theater for acting
- GROUP 3 goes to gym for dancing
7:15
- snack and devotions (assign areas)
7:30
- GROUP 1 goes to gym for dancing
- GROUP 2 goes to classroom/s for singing
- GROUP 3 goes to theater for acting
8:00
- parents sign out and pick up kids
THURSDAY EVENING
5:40
- parents sign in kids
6:00
- opening in theater with prayer, etc.
6:15
- DRESS REHEARSAL: putting it all together,
- and hopefully it’s possible to have 2 run-throughs
8:00
- parents sign out and pick up kids
FRIDAY EVENING
5:40
- parents sign in and drop off kids
6:00
- opening in theater with prayer, etc. (not with parents yet)
6:15
- quick final dress rehearsal
7:00
- doors open for parents and guests to be seated
7:15
- PERFORMANCE begins
8:00
- parents sign out and pick up kids
- then Cookies and Fellowship (optional)
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