Youth camp season in the Philippines typically runs in April and May, when school is out and the weather cooperates (mostly). For youth ministry leaders, it is the biggest event of the year — and the most logistically demanding.
Planning Timeline
Start your StewardTrack setup at least 3 months before camp. Three months before: create the camp as a multi-day event in the calendar, define the camp program goals in the goals module, and set the budget category for camp expenses. Two months before: open registration via QR code, create the camp budget with line items for venue, food, transportation, materials, and speaker honorarium. Start assigning camp staff and counselors in the service scheduler. One month before: send registration reminders via SMS to all youth ministry members. Follow up with parents of registered youth for permission slips and health information. Record deposits and payments in the financial module.
During Camp
Use StewardTrack's mobile interface to record attendance daily, note any special pastoral moments, and track expenses as they are incurred.
Post-Camp Follow-Up
This is where most camps drop the ball — but where the spiritual impact gets locked in. Within one week of camp ending:
- Update member records for campers who made decisions or had significant moments
- Assign discipleship plan updates for youth who are ready for the next step
- Schedule follow-up care plans for youth who raised personal struggles during camp
- Send a thank-you and summary email to all parents
- Run the camp expense report for the board
A youth camp is not just an event. It is a discipleship inflection point. StewardTrack helps you make sure none of those moments get lost in the post-camp chaos.
