How to organize a successful camp

We know how difficult it can be so here are a few tips:


Start organizing your camp at least 3 months in advance. 9-12 months if your camp is in the peak season (September / October).


Get a quote for your camp and your transport and work out the rate per person.


Send a letter to all the camper's parents telling them about your camp with the dates and the amount to be paid. Advise them that at least quarter of the money needs to be paid by the 1st of the next month.

You need to be firm with them on this one and make it clear that only those who have paid their 25% will be going to camp. If you don't do this you will have a nightmare getting final number of kids and final arrangements done.


Confirm with the venue if the dates are still available and pay the 25% deposit to secure your dates. Do this as soon as possible before you lose your dates.
If you need to get permission from the department of education make sure this is done at least 4 months in advance.


Collect the rest of the money from the campers and make sure it is all in at least 1 month before camp.


Send the final number of campers to the venue and pay the final amount 3 weeks before camp. Send the venue any dietary requirements there may be.


Book and pay for your transport


Give all the campers the list of what to bring and make sure their parents have signed the required forms.


Remember to bring the forms and come to have an awesome camp!!!

Important things to take into consideration


Remember to let the venue know if there are any dietary requirements at least 2 weeks before your camp.


If you are planning to do your own activities:

  • You need dedicated staff to keep the kids busy all the time
  • No matter how good your staff is, they are not familiar with the venue so cannot use it to its full potential, meaning that you will miss out on a lot the venue has to offer
  • Bored kids will wine, complain and get up to mischief. Are you up for that?
  • Our activity programs are designed to teach valuable life lessons and make the whole experience of the camp. If you don't do our activities you are missing out in 80% of the value of the camp. 


  • It is always best to view a venue before making your booking or at least to see a video. Websites can be misleading and it is difficult to picture the full essence of a place without seeing it.
  • Ask how many facilitators are used per how many kids and what activities they will be doing with the kids
  • Make sure that at least one person that will be with the kids is trained in first aid.
  • Make sure the teachers accompany the kids on any activites that may be even vaguely dangerous and are present in any water activities.
  • Request that life jackets are worn in any water activities where the water is too deep to stand or is moving.
  • Make sure that kids that can't swim are watched carefully.

Good luck with all those arrangements and we will see you soon!!!