Camp planning checklist

Step-by-step for teachers​​

• Familiarisation Session External link to understand the requirements ​of running a successful camping experience for you and your students. Book with your TEEC coordinating teacher if you would like a pre-visit of the campus.
  

• Consider your sustainability focus by looking at the options offered at our centre.
  

• Water and Biodiversity Focus
• Energy Focus

• Use the following form to provide us with the information we need to plan your camp - 'Plan Your Camp'. From the details provided on this form we will plan a draft program for your group and email it to you.

• Plan for your students with special needs.
  

• Follow the ten week camp planning checklist below. This list is specifically designed to ensure you and your class are appropriately prepared for your visit.
  

Ten weeks to go

• Review camp costs and book transport.
• Send first letter to parents outlining camp details (dates, activities, approx. cost etc.)
• Download a copy of our A3 colour poster for your room - Poster
• Ensure you have organised the required adult supervision for all groups.
• Catering:

• Barron River Campus - Fully catered meals for the duration of the camp.
• Black Gully Campus - Fully catered meals for the duration of the camp.
  
• Please advise TEEC well ahead of time of any dietary requirements for members of your group.
• Please do not bring any additional food.
• Meal Times:

• Breakfast - 7.00am
• Lunch - 12 noon (or as appropriate)
  
• Dinner - 6.00pm

Nine, eight, seven weeks to go

• Complete "Excursion Planner" on OneSchool (EQ Schools) or your school's relevant documentation. Your school will need some documentation on Risk Management.

• Review Pre and Post Visit Activities that might help your students prepare for or follow up from your camp.
  

Six, five weeks to go

• Send a second letter to parents, including:
• Student Activity and Medical Consent form for each attendee (update the document with relevant activity information)
• Adult Medical and Consent form
• Behaviour Expectations for Students
• Anaphylaxis Plan (PDF, 945KB)
• Camp Program (emailed to you).
• Send a separate letter home to the adults who will assist you on camp.

Four weeks to to

• Organise your night time activities. This may include relevant risk management documentation.

Three, two weeks to go - Focus on camp

For you:

• Organise duty groups and accommodation groups, and email to TEEC
  

Black Gully Campus - Tents (4 per tent, no less than 3 unless by prior arrangement)

• Tent Groups (PDF, 548KB)
  
• Organise Duty Groups and Roster (assign an adult for each meal)

Barron River Campus - Dorms

• Student List Water Dragon (XLS, 66KB) (4 groups of 20)
• Student List Redclaw (XLS, 67KB) (4 groups of 4, 1 group of 8, 1 group of 22)
• Collect consent forms
  

• Camp Groups - We would prefer that each class stay together in the same group working with their teacher.
  

• Complete a Group List for each class group. There should be one list for each class/group. TEEC will assign a colour to each Camp Group as per the program.

• Email completed Group Lists, Student Alerts and Dietary Requirements, Final Numbers and Adult Alert List to TEEC at least 10 days before your camp.

• EQ schools can make things easier for themselves by using OneSchool
  

• ONESCHOOL>Homepage>Reports>Student Management>Lists>Dynamic Student List Report>Select Class/Yr level>Report Render Type> Excel> Generate Report>Open>Copy and Paste.
  

• Both Campuses
  

• look at Waste Management on our website with your class.
• Complete the Kitchen Duty Roster.
  

For your class:

Prepare your class by:

• Location - where are we going?
• Our Camp - why are we going?
  
• Camp Rules - to keep us safe
• Behaviour Expectations for Students - our behaviour is important
• Have a look at your program (emailed to you)
  
• What To Bring - and what not to bring! 
• TEEC does not supply linen to students or adults.
  

      or use:

• the Camp Booklet exemplar which is an ideal way to prepare your students for camp. It contains -
• Our Camp
• Camp Rules worksheet (the complete version may be substituted)
• Code of Conduct
• What to Bring​
  

Ten days to go 

• Send through your final numbers and adult alert list (DOC, 24KB)
  

• Send through your student alert list (DOC, 23KB) (one for each camp group)
  

• Send through your Group Lists (DOC, 24KB) (one for each camp group)
  

• Schools camped at "Barron River" need to send through your accommodation student lists (see above)

• Print copies of Accommodation Groups, Program, Duty Groups and Duty Roster for display

• Review with your class what to bring and what not to bring.
  

Camp week - Bring with you

• The exact numbers of students and adults on camp
• First Aid kit and student medication for your trip.
• A supply of spare water bottles and hats for students
• A copy of:

• your final numbers and adult alert list (DOC, 24KB)
  

• your student alert list (DOC, 23KB) summary of any medical and other conditions of which we should be aware (signed by your Principal). Attach copies of any 'Medical Management Plans' (Part C of consent Form).

• An Administration of Medication Form.

• All 'Consent Forms'. Please note that it is our school policy to keep these all in one central location onsite. This allows anyone who needs access to have it. If your school requires you to carry consent forms with you wherever you go on camp you will need to bring an extra set.​​​