How to plan a School Camp: a step-by-step guide
Planning a school camp is one of those big jobs that can feel overwhelming but it doesn’t have to be. With the right approach (and help), we can help you create a fun, safe and memorable experience that students will cherish. Whether your focus is learning, independence building, fun or all of the above, here’s how to get started.
1. Know what you’re aiming for
Before you start booking buses or printing out permission slips, take a moment to pin down your goals. Is the camp about building friendships? Getting students outdoors? Giving them a taste of independence? Knowing why you’re running a camp will help you make smarter choices about everything else.
A few common aims:
Teamwork – through group challenges, shared tasks and problem-solving games
Learning – maybe through nature walks, cultural activities, or museum visits
Fun and confidence-building – think scavenger hunts, day trips, or splash sessions at the pool
Or a bit of everything!
2. Choose a camp location that works for you
Your venue will shape the whole experience, so choose one that suits your group and your goals. Urban Camp, for example, puts students right in the heart of Melbourne. That means easy access to trams, museums, sports centres, galleries and green spaces, all without needing to organise long coach journeys.
Things to consider:
Transport options for your group
Accessibility and safety for your age group
Facilities on-site: dorms, kitchens, recreation areas
What’s nearby? (Cultural attractions, parks, walking trails)
3. Get your budget sorted early
Money matters but it doesn’t have to be a stress point. Work out your costs early on so there are no surprises later. Include things like:
Accommodation and meals
Transport (public transport, coach hire, etc.)
Activities and entry fees (ask us about the venues that offer funding for some schools)
Equipment hire or special gear
Staff or volunteer expenses
A buffer for unexpected costs (there’s always something)
Pro Tip: Ask Urban Camp to help with your programming. We can plan and create your program for you FREE of charge. We have great relationships with many of Melbourne’s most exciting attractions and can organise special packages.
4. Pull together a team
The people running your camp will make or break it. Whether they’re paid staff or trusted volunteers, make sure everyone is properly vetted and understands their role.
You’ll likely need:
Group leaders to guide and supervise
Activity coordinators to run games, sessions and day trips
First-aiders or safety leads
Helpers to manage meals, tuck boxes, or homesick moments
Providers who are experienced working with school/large groups
Stick to safe staff-to-student ratios, especially with younger groups.
5. Plan activities with flexibility
Your itinerary doesn’t have to be crammed full but it should be varied. Think about what your group will enjoy and how they’ll benefit. Balance structured sessions with some free time to roam or relax.
Ideas that work well at Urban Camp and in the city:
Art workshops or team games in the rec room
Day trips to Melbourne Zoo, the Immigration Museum or Scienceworks
Outdoor fun at Royal Park or a local swimming pool
Evening trivia, movie nights, or talent shows back at base
Leave room for spontaneity sometimes the best memories aren’t scheduled.
6. Share packing lists that actually help
Remember: no more than 10kgs of luggage per child.
Parents love a good packing list and so do we. Keep it clear, realistic and tailored to your activities. The key is to not overpack as the children need to be able to manage their bags themselves. Smaller, more compact luggage is best.
For students:
Layers for Melbourne’s ever-changing weather
Comfortable walking shoes
Water bottle, hat and sunscreen
Toiletries and any personal medication
Something fun for down time (a book, cards, etc.)
For staff/camp leads:
First aid kits
Spare clothing and rain gear
Printed itineraries and emergency contacts
Equipment for your planned activities
7. Keep everyone in the loop
Good communication makes everything smoother. Set expectations early and remind people as the camp draws closer.
Make sure parents and carers know:
Key dates and times
Pick-up and drop-off locations
What to pack and what to leave at home
How to contact staff in case of emergency
The basics of your safeguarding approach
A simple info pack or email series works wonders.
8. Put safety front and centre
Before camp starts, do a risk assessment covering your site, your planned activities, and the students attending. Then make sure your team knows what to do if something goes wrong.
Check off:
Staff have first aid training and Working With Children Checks
Clear rules are shared with students (and followed)
Allergy and medical info is collected and reviewed
Emergency plans are in place and tested
9. After camp, reflect and refine
Once you’re back home and the sleeping bags are packed away, take a breather, then get feedback. Chat with staff, debrief with students, and ask parents what worked (and what didn’t).
Use what you learn to make next time even better.
Planning a school camp isn’t just about booking beds and ticking boxes. It’s about creating space for kids to grow whether that’s mastering a tram map, making a new friend, or just spending time away from home. And when the right team, the right location and a touch of city adventure come together? That’s when the magic happens.