Camp planning checklist

​ ​​​Please note: Each class teacher must go through the process outlined below with their class. The com​pleted forms then should be sent to any school appointed co-ordinator prior to being forwarded to TEEC.​

Step-by-step for teachers​​

Be aware of the expectations of this centre and its staff - go to - 'Notes 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.

  • 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

Four weeks to to

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)

    Barron River Campus - Dorms

  • 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

For your class:

Prepare your class by:

      or use:

For your supervising adults:

Arrange a meeting with your camp adults to discuss:
  • The program 
  • The specific centre ‘welcome power point’
  • Transport (from school and centre)
  • Behaviour Expectations for Students 
  • Allocation of Adult duties (recommended for the same person for the camp)
    • Teacher in charge 
    • Medication distribution 
    • Fire Warden 
      • BG – one for marshalling; one to sweep buildings/tents ​
      • BR – one for each accommodation
    • Kitchen/Dinning 
      • BG – one for kitchen/washing up; one for serving 
      • BR – one for dining room; one for wash room; 2-3 for serving 
    • Tent Supervisor (Black Gully only) 
  • Expectations of their roles above in actively assisting students to complete all tasks

Ten days to go 

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.​​​

Last reviewed 13 February 2024
Last updated 13 February 2024