Each village team worked from a shared online document. The format is simple and worth copying.
Each workbook held:
The roster of educators, agency partners and camp management for that village, with phone numbers and email
A “New Items” section at the top for announcements, such as the WiseMind teacher guide or the roofing install guides
A link to the daily agenda, open for comments, with instructions to raise scheduling concerns to an agency partner or camp management
The student roster, pulled from the registration form and updated as students signed up
The deadline and format for pages the team wanted in the Student Activity Guide
Five “consistent themes” the planners asked every team to carry all week: weave in employability skills; use the WiseMind tools when stress appears; stay in the simulation as much as possible; let students solve the problems they meet; let students take on responsibility and leadership
Running meeting notes, by date
An equipment table: what each educator is bringing, and what the team still needs
Roles, open questions and discussion topics
The meeting notes are some of the most useful planning records in the project. The safety team’s late-May notes, for instance, sketch the first-day plan: all hands set up Tent City, then Builder City; the National Guard leads the day-one Incident Action Plan hour; MREs and water for the first meal. They also list the projects the team wanted students to own, such as a rotating “sweeping check” in which two or three safety students would walk camp checking that people had eaten, had enough water and felt all right.