Getting everyone to camp safely and on time is a big part of making the whole experience run smoothly. Whether you’re hiring a bus or arranging your own transport, good planning helps avoid delays, keeps costs in check, and ensures students arrive ready to go.
This page walks through the main options available, what to consider when booking transport, and how to make sure everything is safe and well-organised on the day.
Consider Your Transport Options
The best transport choice depends on your budget, group size, destination, and what’s available in your area. Start by weighing up the options and checking what works best for your group and schedule.
Common transport options include:
- Bus hire – Ideal for most camps. Comfortable, safe, and usually the simplest option for larger groups.
- School vans or staff vehicles – Suitable for smaller groups or transporting gear, but check your school’s policy and driver requirements first.
- Parent vehicles – Some schools still allow parent transport with proper vetting, but many now prefer commercial transport for safety and insurance reasons.
- Walking or public transport – If your camp is nearby, this can be a low-cost, practical option. Just make sure routes are safe and supervision is sorted.
If you’re splitting students or gear into different vehicles, plan how and when everyone will arrive to avoid delays or confusion at the camp.
Budgeting for Transport
Transport can be one of the biggest expenses in your camp budget, so it’s worth getting quotes early and factoring it in before confirming the rest of your plans.
Get Quotes Early
Reach out to multiple providers if possible and ask for:
- Pricing based on your dates, group size, and distance
- Inclusions like driver hours, fuel, or additional fees for waiting times
- Any discounts available for schools or off-peak travel
Work Out Per-Student Costs
Once you have a final figure, divide it across the number of students attending. Consider:
- How transport costs will be covered (school, families, fundraising)
- Whether parent helpers or additional staff will travel separately or with the group
- Contingency in case numbers change closer to the date
Other Costs to Factor In
Don’t forget to include:
- Parking or access charges at the camp or stops along the way
- Food or accommodation costs for drivers if the trip is overnight
- Additional vehicle hire for gear if needed
Being clear about transport costs upfront helps avoid budget shortfalls and lets families plan ahead.
Check Driver and Vehicle Safety Requirements
Transport safety is non-negotiable when you’re taking students off-site. Whether you’re using a commercial provider or arranging your own transport, it’s important to make sure everything meets legal and school safety expectations.
Commercial Providers
When hiring buses or coaches, check that the provider:
- Is a registered transport operator with the correct licences
- Provides vehicles with seatbelts (especially for long-distance travel)
- Supplies drivers with current endorsements and first aid knowledge (where required)
- Has a clear procedure for emergencies or breakdowns
You can request a copy of their safety plan or ask about their past experience with school groups.
Using School or Private Vehicles
If you’re using staff or parent vehicles:
- Drivers must hold a full New Zealand driver licence
- Vehicles should be roadworthy, registered, and have a current WOF
- Seatbelts must be available for every passenger
- Check your school’s policy on transporting students in private vehicles
- Parent drivers should be police vetted and approved by the school
Further Guidance
Refer to your school’s EOTC policy or the EONZ Safety Management Toolkit for additional details on transport safety expectations.
Plan Logistics and Timing
Good timing and clear coordination help your travel day go smoothly. A few small planning steps can make a big difference to how relaxed and organised the start (and end) of your camp feels.
Coordinate with the Camp Provider
- Confirm arrival and departure times so staff are ready when you arrive
- Check if there’s a specific drop-off zone or parking area for buses
- Ask if there are restrictions on when you can access the site
Plan for the Journey
- Build in time for toilet stops or food breaks, especially on longer trips
- Have a backup plan for delays like traffic or weather
- Prepare a travel bag with first aid supplies, student medical details, and contact lists
Organise Gear and Luggage
- If possible, keep large items (like tents or cooking gear) in a separate vehicle
- Label student bags and consider a checklist to ensure nothing is left behind
- Assign loading and unloading roles to speed things up and keep it orderly
Let the School and Families Know
- Share travel details with your office staff in case parents call
- Let families know expected arrival times and how they’ll be updated if anything changes
- Have a clear plan for drop-off and pick-up, including where to meet and what time to arrive
Prepare Students and Families for Travel
A little preparation goes a long way when it comes to travel. Giving students and their families clear information helps avoid confusion on the day and ensures everyone arrives ready and well-equipped.
What to Tell Families
In the lead-up to camp, send out a reminder that includes:
- Drop-off and pick-up times and locations
- What to pack for the journey (snacks, water bottle, sunhat, travel sickness medication if needed)
- How gear should be packed and labelled
- Any restrictions (e.g. no sweets, no electronics)
Let families know who to contact on the day if they’re running late or have a question.
Prepare Students for the Trip
Spend a few minutes before departure talking students through:
- Expected behaviour on the bus or in cars
- How long the trip will take and what to expect
- Where to store bags and how to find their gear at the other end
- What to do if they feel unwell during the trip
A calm, well-briefed group makes for a much smoother start to camp.
With your transport sorted and logistics in place, the next step is helping students and families get ready for the experience. Our guide to Preparing Students and Families for School Camp covers everything from clear communication and emotional readiness to what to pack and how to plan together.
