Camp Coordination Framework 

  1.   Purpose

This document provides clear guidelines for the office-side coordinator to follow when any type of camp (medical, awareness, CSR, training, or social camp) is conducted at KSV premises by an NGO or external organization

  1.   Applicability
  •   Applicable to all camps conducted at KSV premises
  •   Participants may include:

○ Employees

○ Nearby village / community members

  •   KSV role is limited to coordination and venue facilitation only
  1.   Role & Financial Understanding (Must Be Clear)
  •   The entire camp is planned, organized, and funded by the NGO / external organization
  •   All expenses are borne by the NGO
  •   KSV:

○  Will not bear any cost

○ Will not make payments or advances

○ Will not collect or handle money

○ Will share only an approximate estimate if the NGO asks

 

  •   Based on the estimate:

○  If the NGO finds it reasonable → they may ask KSV to arrange items. If not reasonable → the NGO will arrange everything on their own

  •   KSV staff must not interfere in camp execution or subject-related activities 
  1.   Step-by-Step Camp Coordination Process

Step 1: Receiving the Camp Request

  •   NGO / external organization approaches KSV requesting permission to conduct a camp
  •   They share:

 ○ Proposed date

○ Time

○ Duration

  •   Office coordinator:

○   Informs management

○ Checks venue availability

Step 2: Date & Venue Confirmation

  •   After management approval:

○ Camp date and time are confirmed

○ Suitable hall / open area is identified

  •   Venue details are shared with the NGO

 

 

Step 3: WhatsApp Coordination Group

  •   Office coordinator creates a dedicated WhatsApp group
  •   Group name format: Camp Name @ KSV
  •   Group members:

○  NGO coordinator

○  NGO team representative

○  Office coordinator

○  CEO  Mr.Karthi Easwaramoorthy

  •   All coordination, requirements, and confirmations must happen only through this group

Step 4: Requirement Collection

  •   NGO shares a clear list of requirements, including (if applicable):

○ Chairs and tables (count)

○ Drinking water bottles

○ Dustbins

○ Plug points / power supply

○ Food for camp team

○ Cameraman

○ Any other basic arrangements

  •   Office coordinator ensures all requirements are clearly documented in the WhatsApp group

 

Step 5: Estimate Sharing (No Budget Commitment)

  •   If the NGO asks for cost details:

○ KSV shares an approximate estimate only

Clearly states:

■ “This is only an estimate, not the exact cost.” 

  •   KSV does not commit to any spending

 

Step 6: NGO Decision & Written Confirmation

  •   Based on the estimate:

○ If the NGO finds it reasonable → NGO confirms KSV to arrange items

○ If the NGO does not find it reasonable → NGO arranges items independently

  •   NGO decision must be confirmed in writing in the WhatsApp group

Step 7: Food Arrangement Process (If Applicable)

  • Office coordinator proactively asks the NGO whether food is required for the camp team

 (breakfast / lunch / tea / coffee / snacks)

  •   If food is required:

○   Office coordinator checks with vendors

○ Shares an approximate food cost with the NGO

 

  •   Based on NGO response:

 

○   If the NGO accepts the estimate → KSV may arrange food

 

○  If the NGO does not accept the estimate → NGO arranges food on their own

  •   Food cost is always borne by the NGO

Step 8: Public Notice & Community Intimation (If Applicable)

  •   Notice content and printing are fully the NGO’s responsibility
  •   NGO provides printed notices to KSV
  • KSV responsibility:

○ Only distribution of notices in nearby villages / community area

○ Distribution through local contacts (e.g., local barber, community points

  •   KSV does not design or print notices

Step 9: One-Day-Before Preparation

  •   Before the camp day, office coordinator ensures:

○ Venue is cleaned and ready

○ Chairs and tables are arranged (only if agreed)

○ Power extension boards are available

○ Drinking water and dustbins are placed

  •   All arrangements must be completed before NGO arrival

 

 

Step 10: Camp Day Coordination

  •   Office coordinator facilitates:

○  Entry and setup access for NGO and camp team

○ Smooth crowd flow and discipline

  •   Office staff must:

○  Maintain professionalism

○ Avoid interference in camp activities

  •   Tea / coffee / snacks:

Arranged only if agreed earlier

Step 11: Photography & Documentation

  •   KSV arranges a cameraman (if required)
  •   Photos may include:

○ Camp setup

○ Participation

○ General camp activities

  • Photos are used only for official documentation and communication

Step 12: Blog Upload on kanavu.org

  •   After completion of the camp:

○  A blog must be written and uploaded on kanavu.org

  •   Blog responsibility:

 

○   Handled by KSV office team

  •   Blog content should include:

○  Camp name and objective

○ NGO / external organization name

○ Date and venue

○ Approximate number of participants / beneficiaries

  •   Selected photographs from the camp must be attached

 Step 13: Camp Completion & Venue Restoration

  •   After the camp is completed:

○  All chairs, tables, and temporary arrangements must be removed

○ Waste must be cleared properly

  •   The venue must be restored exactly to its original condition, as it was before the camp
  •   Office coordinator must:

○  Verify the venue condition

○ Ensure no damage or changes remain

 

 

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