The Ultimate School Camp Checklist

School Camp Checklist

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.)

Let the fun begin!

Call our Camp Conccierge 02 6653 5311

Shannon Kent - Bookings Manager at the Coffs Coast Adventure Centre

Let Shannon help you with booking and planning your camp.

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