Judo Camp Playbook

Introduction

This playbook outlines the step-by-step process for organizing a successful judo camp.

Remember this is a lot of work so start well in advance, 4 months is good.

I. Planning Phase (4 Months Prior)

A. Define Goals and Objectives

• Identify the purpose of the camp (e.g., improve skills, promote teamwork, team building).
• Set SMART goals (Specific, Measurable, Achievable, Relevant, Time-bound) for the camp.

B. Develop Budget

• Estimate costs for:
  • Accommodation
  • Transportation
  • Food
  • Staff (instructors, coaches, medical personnel)
  • Equipment rentals
  • Marketing materials
  • Permits and insurance
• Determine pricing strategy for camp registration fees.

C. Marketing and Promotion

• Develop a marketing plan to target both club members and the wider community.
  • Utilize social media platforms (Facebook, Instagram) to promote the camp.
  • Design flyers and posters to display around the club and local community centers.
  • Consider collaborating with local schools or sports organizations for promotion.
  • Prepare press releases for local newspapers or judo publications (if applicable).
  • Camp T-shirts or Gear: Offer branded camp t-shirts, gis, or other gear as an optional add-on for participants.

D. Staffing

• Determine the number of staff required based on camp size and participant demographics (e.g., age, experience level).
• Secure qualified instructors and coaches with judo expertise.
• Recruit additional staff for camp logistics (e.g., meals, transportation).
• Ensure all staff possess necessary certifications (e.g., first-aid) and background checks.

E. Logistics

• Accommodation: Research and secure suitable lodging for participants and staff considering factors like budget, location, and amenities.
• Transportation: Arrange transportation for camp activities (e.g., buses, taxis) if necessary.
• Food: Determine catering options or meal preparation plans to ensure healthy and nutritious meals for participants throughout the camp.
• Communication: Establish clear communication channels for staff and participants (e.g., group chats, email lists).

F. Legal Considerations

• Obtain necessary permits for the camp venue and activities.
• Secure insurance coverage for participants, staff, and any rented equipment.
• Develop permission slips and liability waivers for all participants, requiring signatures from parents or guardians for minors.
• Conduct a risk assessment to identify potential safety hazards and develop mitigation strategies.

II. Application Phase (2 Months Prior)

A. Develop Application Process

• Design a registration form collecting participant information:
  • Emergency contact details
  • Judo experience level
  • Dietary restrictions
  • Any relevant medical history
  • T-shirt size (if camp t-shirts are offered)

B. Promote Registration

• Announce camp registration opening through previously identified marketing channels.
• Clearly communicate deadlines for applications and payments.

C. Selection Process (if applicable)

• Establish selection criteria for applications if camp spots are limited.
• Develop a fair and transparent selection process.
• Communicate selection results to applicants promptly.

III. Pre-Camp Phase (1 Month Prior)

A. Finalize Logistics

• Confirm accommodation and transportation arrangements.
• Finalize meal plans or catering agreements.
• Prepare camp schedules outlining daily activities, training times, and rest periods.

B. Communication with Participants

• Send welcome emails to registered participants with camp details (schedule, location, what to bring).
• Address any questions or concerns from participants.
• Provide judo etiquette rules:
  • Judogi
  • Behaviour in a host dojo
  • Blending with other judokas for training

C. Staff Training (Optional)

• Conduct staff training sessions to ensure everyone understands their roles and responsibilities during the camp.
• Review emergency procedures and safety protocols.

IV. Camp Execution Phase

A. Camp Set-up

• Staff arrive early to prepare the camp venue and equipment.

B. Welcome and Orientation

• Welcome participants and provide a camp overview.
• Review camp rules, expectations, and safety procedures.

C. Camp Activities

• Implement the daily camp schedule, including judo training sessions, meals, rest periods, and any additional activities.
• Ensure a positive and motivating learning environment for all participants.

D. Supervision and Safety

• Maintain close supervision of participants throughout the camp, especially during judo training sessions.
• Ensure a qualified first-aid provider is readily available.
• Be prepared to address any medical emergencies or safety concerns.

E. Contingency Plans

• Have a plan in place for inclement weather (e.g., indoor activities, schedule adjustments).
• Develop procedures for handling participant homesickness or disciplinary issues.

F. Feedback and Evaluation

• Gather feedback from participants and staff through surveys or feedback forms.
• Evaluate the camp's success in meeting its goals and objectives.
• Identify areas for improvement for future judo camps.
• Creation an After Action Report (AAR)

Here's a breakdown of the sections you can include in your Judo Camp After-Action Report:

• Introduction: Briefly introduce the Mellieha Judo Club and the Sokobanja Judo Camp (dates, location, purpose).
• Camp Activities: Describe the different activities conducted at the camp (training sessions, guest instructors, social events, etc.).
• Lessons Learned: Highlight the key takeaways from the camp. This could include:
  • Positive aspects of the camp (e.g., effective training methods, strong participation, positive feedback).
  • Areas for improvement (e.g., logistical challenges, communication gaps, suggestions for future activities).
• Challenges: Detail any specific challenges encountered during the camp and how they were addressed (e.g., transportation issues, unexpected weather, injuries).
• Recommendations: Based on the lessons learned and challenges faced, propose specific recommendations for future camps (e.g., improvements to camp schedule, additional resources needed, communication strategies).
• Conclusion: Briefly summarize the overall success of the camp and reiterate the club's commitment to continuous improvement.
• Additional Tips:
  • Include visuals (photos, charts) to enhance your report.
  • Summarize feedbacks from participants collected from surveys or discussions to enrich the report.
  • Keep the report concise and well-organized for easy readability.

By creating a Judo Camp After-Action Report, you can capture the valuable experiences of the camp and utilize those insights to create even better judo camp experiences in the future.

V. Post-Camp Phase

A. Dissolve the Camp

• Ensure all camp equipment is collected and stored properly.
• Finalize payments to vendors and staff.

B. Follow-up Communication

• Send thank-you emails to participants and staff for their participation.
• Share camp highlights (e.g., photos, videos) with participants.
• Promote future judo camps offered by the club.