Once you’ve chosen your camp, the next step is confirming the booking and sorting out the paperwork. This part of the process is all about clarity. You want to make sure everyone knows what’s included, what’s expected, and what needs to be paid and when.
This page covers what to check before you commit, what to ask the camp provider, and how to keep your records organised. Getting these admin details right early on helps the rest of your planning stay on track.
Confirm Key Details Before Booking
Some camps book out months or even a year in advance. If you’re looking at a popular site or a specific time of year, it’s best to enquire as early as possible. In some cases, schools book the following year’s camp before they’ve even left the current one.
Before you lock anything in, take the time to go over the basics with the camp provider. It’s easier to clarify things now than to deal with surprises later.
Double-check:
- Dates and availability – secure your preferred dates early, especially if you’re hoping to return to the same camp
- Pricing – confirm whether costs cover accommodation, meals, and guided sessions, or if anything is extra
- Programme content – check what’s offered in terms of activities and whether it supports your learning goals
- Accommodation and facilities – confirm sleeping arrangements, kitchen access, bathroom facilities, and group capacity
- Special requirements – let the provider know early if you have students with specific medical, behavioural, or access needs
Being clear and organised early gives you more options and sets the tone for smooth planning.
Questions to Ask the Camp Provider
Even if a camp looks like the right fit, it pays to ask a few extra questions before confirming. This helps clarify what’s included, what to expect on-site, and whether the provider has the systems in place to support your group safely.
Some useful questions include:
- What exactly is included in the price? Are meals, gear, activities, and accommodation all covered?
- Can you supply a copy of your RAMS documents, emergency plan, and health and safety procedures?
- What happens if the weather forces a change of plan? Is there an alternative indoor programme?
- How do you handle dietary requirements and medical needs?
- Are your staff police vetted, and what are their qualifications for leading activities?
You can also ask for contact details of another school that’s used the camp recently. A quick phone call can give you useful insight into how things run on the ground.
Understand the Contract and Terms
Once you’re ready to book, you’ll usually be asked to sign a contract or agreement. This document sets out what the camp will provide, what your group is responsible for, and how changes or cancellations are handled.
What to Look For in the Agreement
Read through the terms carefully and check:
- What exactly is included in the price
- The minimum and maximum group size the booking is based on
- Deadlines for confirming numbers and making payments
- Cancellation policies, including any fees for reducing numbers
- Refund terms if the camp is cancelled due to weather or other unforeseen events
If anything is unclear, ask for clarification before signing. It’s better to sort it out now than try to negotiate later.
Insurance and Liability
Check with your school leadership whether the board has insurance that covers off-site events. You should also ask the provider:
- Do you have public liability insurance?
- What happens if a student is injured or causes damage?
- Are we covered during activities run by your instructors?
Understanding who’s responsible for what can help avoid problems later, especially if there’s an accident or last-minute change.
Manage Deposits and Payments
Once the booking is confirmed, you’ll likely be asked for a deposit, followed by one or more payments leading up to camp. Setting clear expectations early makes it easier for families to plan and helps you stay on top of the admin.
Set Payment Timelines
Establish a simple payment schedule and share it with parents as early as possible. For example:
- A deposit to secure the student’s place
- One or two instalments leading up to the full balance
- A clear deadline for final payment
Try to align payment dates with any planned fundraising so families have time to contribute before payments are due.
Communicate Clearly with Families
Make sure parents know:
- What the total cost covers
- When payments are due
- How to pay (school office, online, or direct to the camp provider)
- Who to talk to if they need support or flexibility with payment
A simple info sheet or email with all the details can help avoid missed deadlines or confusion.
Keep Records and Track Communication
With so many moving parts, it helps to keep everything in one place. Good record-keeping not only makes planning smoother but also supports transparency and accountability — especially if you’re working with multiple staff or handing the process over next year.
Organise Your Admin
Set up a shared folder or document that includes:
- A copy of the booking contract and payment receipts
- Notes from phone calls or emails with the camp provider
- Your planning timeline and checklist
- A running list of parent queries and responses
- Updated student lists with payment status
Keep Leadership in the Loop
Make sure your school leadership team or EOTC coordinator has access to the key documents. This helps with board reporting, approvals, and support if something changes close to the camp date.
Clear records also make it much easier to reflect on the process afterward and improve things for next time.
Once the booking is confirmed and the paperwork is sorted, it’s time to plan how you’ll get there. From hiring buses to managing costs and timing, our guide to Transportation Options will help you organise safe and efficient travel for your group.
