Getting students ready for camp is about more than just packing a bag. It’s also about building confidence, setting expectations, and making sure families feel informed and supported. A well-prepared group is more likely to arrive at camp feeling settled, excited, and ready to get the most out of the experience.
This page covers how to help students and whānau get organised, communicate clearly, and prepare for both the practical and emotional sides of going away on camp.
Start Preparing Early
The more time students and families have to prepare, the more relaxed and confident they’ll be when camp arrives. Start building awareness and excitement well before the trip so students feel involved and families know what to expect.
Build Student Confidence
- Talk about the camp in class and answer questions as they come up
- Share stories or photos from past camps to give students a sense of what it will be like
- Include fun countdown activities or link pre-camp learning to the curriculum
Keep Families in the Loop
- Send out key dates and what’s coming up next in the camp planning process
- Let families know when to expect gear lists, permission forms, and payment reminders
- Give plenty of notice about information evenings or Q&A sessions
Giving families a clear timeline helps reduce last-minute stress and encourages better engagement throughout the process.
Communicate Clearly with Families
Clear, early communication builds trust and helps families feel confident sending their children to camp. It also cuts down on confusion and last-minute questions.
What to Send Home
Make sure families receive:
- Permission slips and medical forms with clear return dates
- A gear list that’s easy to follow, with notes on what’s essential
- An overview of the camp schedule, including key activities and contact details
- Payment information, including deadlines and how to pay
- Transport details, including drop-off and pick-up times and locations
- A reminder that school camps are strictly alcohol-free and smoke-free for all adults attending
Consider using both printed handouts and digital copies, depending on how your school usually communicates with families.
Run a Parent Information Evening or Q&A
A short session at school gives families a chance to:
- Hear about the camp’s purpose and benefits
- Understand sleeping arrangements, safety plans, and supervision
- Ask questions or raise any concerns
- Meet the staff and volunteers who will be attending
For those who can’t attend, send a summary or offer to follow up individually.
Support Emotional and Social Readiness
For some students, camp may be their first time away from home or in an unfamiliar setting. A little reassurance and preparation can make a big difference in how they cope and engage with the experience.
Talk Openly About Nerves
- Normalise feelings like homesickness or anxiety
- Share simple strategies for coping, like bringing a comfort item or talking to a teacher
- Encourage students to support each other as a group
Build Team Confidence Before Camp
- Run class activities that encourage cooperation and problem-solving
- Set group challenges or buddy tasks to build trust and connection
- Talk about how students can include and support classmates during the trip
Involve Families in Preparation
Encourage parents to talk positively about camp at home and help their child:
- Practice sleepovers or short stays with relatives
- Pack their own bag so they know where everything is
- Feel confident asking for help if they need it
Even a little emotional preparation helps students arrive feeling more secure and ready to get involved.
Pack and Plan Together
Packing for camp is more than just ticking items off a list, it’s a chance to help students take responsibility, understand what they’ll need, and arrive better prepared.
What to Pack and How to Help
- Send out a gear list that’s realistic and specific to your camp location and activities
- Highlight what’s essential versus optional
- Recommend that families involve their child in the packing process
- Remind everyone to label clothing, gear, and bags clearly
A quick note about lost property in your gear list or pre-camp reminders can also help prevent unnecessary stress.
Preparing for Special Requirements
Make sure families know to inform you about:
- Medical needs and how medication will be managed
- Food allergies or dietary preferences
- Night-time routines or items that help with sleep
- Anything that might affect participation or require extra support
Encourage open communication so you can plan ahead and ensure each student feels comfortable and supported during camp.
