Summer camp schedule template

A camp schedule mixes all-day facts like “Session 2 begins” with timed ones like a 9:30 AM field-trip departure or a 6:00 PM family cookout. This template handles both from one sheet: leave Time blank for the all-day rows and fill it in for the timed ones.

Families subscribe once at registration and the whole summer shows up on their phones. When weather moves the hike, you edit the row and every family's calendar updates with it.

Use this template →

Opens a live preview of the sample events below — no account needed. Swap in your own rows when you're ready.

The columns

One row per event, headers in the first row. That's the whole format.

ColumnWhat it becomesExample
DateThe day. Session starts and ends are all-day; trips and evening events are timed.6/14/2027
TimeLeave blank for session-boundary days. Fill in for departures, family nights, and pickups.9:30 AM
EventEvent title. This is what families see on their calendar.Field trip — Science Center
LocationWhere at camp, or the meeting point for trips.Main lodge
NotesOptional. What to pack, drop-off and pickup details.Sack lunch required

Sample data

This is exactly what “Use this template” loads into the preview — replace it with your real schedule.

DateTimeEventLocationNotes
6/14/2027Session 1 begins — Explorers WeekCamp TamarackDrop-off 8:45 AM at main gate
6/16/20279:30 AMField trip — Science CenterMain lodgeSack lunch required
6/18/20276:00 PMFamily Night cookoutLakeside pavilionFamilies welcome
6/18/2027Session 1 endsCamp TamarackPickup by 3:00 PM
6/21/2027Session 2 begins — Water WeekCamp TamarackSwim check Monday morning
6/23/202710:00 AMCanoe dayBoathouseClosed-toe water shoes
6/25/2027Session 2 endsCamp TamarackPickup by 3:00 PM
6/28/2027Session 3 begins — Trailblazers WeekCamp Tamarack
7/1/20279:00 AMField trip — Ridgeline hikeTrailhead lotWater bottles and sunscreen
7/2/20275:30 PMClosing campfire and awardsFire circlePickup after, around 7:30 PM
  • Use blank-Time rows for session starts and ends. They publish as all-day events that land on the correct day for every family, whatever timezone they're checking from.
  • Two rows on the same date is fine, like a timed Family Night alongside an all-day session end. Each row is its own event.
  • Put packing and pickup details in Notes rather than the title. Titles stay readable in a phone's month view, and the details are one tap away.
  • Keep drop-off and pickup times in Notes on all-day rows. A timed “Session begins” event at 8:45 AM would make it look like camp only lasts the morning.

Questions

Our master schedule lives in Excel. Can we use it?
Not directly. CalRelay takes Google Sheet share links, CSV URLs, or a pasted table. From Excel, save the sheet as CSV or copy the rows and paste them in. Pasting is usually fastest for a camp-sized schedule.
We add and shuffle events all summer. Do families have to re-subscribe?
No. They subscribe once, and every addition, cancellation, and time change flows through the same feed. Edited events update in place, so duplicates don't pile up.
How many events fit, and what does it cost?
The free plan is one feed with up to 50 events and hourly sync, which is enough for one camp's summer. If you run day camp, overnight camp, and a CIT program separately, Pro ($12/mo or $99/yr) covers 10 feeds with 15-minute sync.
If the hike moves because of weather, when do parents see it?
Within an hour of your edit on the free plan, or within 15 minutes on Pro, for Apple Calendar and Outlook subscribers. Google Calendar refetches feeds on its own schedule and can lag up to 24 hours, so pair a same-morning change with your usual parent text.

Related templates

Guides

Start with the sample, finish with your schedule.

The preview is live in seconds. Your roster subscribes once and stays in sync.

Use this template