Organising and running a school camp is a big responsibility for the teachers involved. This list is designed to prevent little things being forgotten. Camp coordinators get peace of mind, and everyone enjoys a seamless school camp. Click here to download a pdf copy of this checklist.
Camp Planning – 3 months or more before the camp
In our experience most schools organise 12 months out. The earlier you book the better your chances of getting the dates you want.
Jot down the key learning objectives for your camp.
Browse the programs and activities available on the camp website.
Contact your Camp Concierge. She will help you to pull together a tailored program to meet your specific learning objectives.
Get executive approval to proceed with your chosen camp and program.
Provide your Camp Concierge with a best estimate of numbers. (It’s a good idea to get an expression of interest from parents and possibly a small deposit at this stage.)
Book your camp and pay the security deposit.
Book transport to and from the camp. Your Camp Concierge can help if required.
Preparing for Camp – 6-8 weeks before the camp
Distribute an information pack to parents. This should include:
o Link to the camp website, plus camp contact details,
o Your camp schedule, including dates and all activities planned,
o Consent form,
o Medical form listing any special dietary, health or medical requirements,
o Request for copies of asthma management plans and anaphylaxis action plans where relevant.
Collect all consent and medical forms and send relevant information to Camp Concierge.
Make sure you have asthma management plans and anaphylaxis action plans for all relevant students. Provide your Camp Concierge with appropriate health and dietary information.
Ensure that your camp will be adequately staffed. A minimum supervision of 1:10 is required for most activities.
Start planning room allocations and activity groups.
Start talking to students about camp to reduce anxiety before and during camp. (Click here for more ideas.)
Lock in final numbers with your Camp Concierge.
Getting Ready to Roll – 2-3 weeks before the camp
Distribute an information pack to parents. This should include:
o Link to camp website, plus camp contact details,
o Your camp schedule, including dates and all activities planned,
o Contact information for camp coordinators,
o Suggested student packing list (click here for a standard template to get you started).
Prepare first aid kits. Each group leader should have their own first aid kit (including epipens if required).
Prepare eskies. If you are planning to have packed lunches during the camps then each group leader should have an eskie.
Confirm all transport arrangements.
Do a final run through of all camp plans with your Camp Concierge.
Leaving for School Camp – day one
Check the roll.
Ensure you have first aid kits and eskies (if required).
Meet your Camp Concierge on arrival. (Notify Camp Concierge if there are any major delays.)
