Part One: School Camp Safety Guidelines
Planning and Prevention
It's 6 am on departure day, and Year 5 coordinator Lisa checks her list one more time. Permission forms? Tick. Medical plans? Tick. Emergency contacts? Tick. But that familiar knot in her stomach remains. Have I really thought of everything?
For over 40 years, Victorian schools have trusted Urban Camp with their students' safety during trips to Melbourne. We've seen thousands of teachers experience that same pre-camp anxiety, and we've learned that the difference between stress and confidence comes down to three things: thorough planning, the right accommodation partner, and solid prevention protocols.
This guide covers the essential planning and prevention protocols that experienced camp coordinators rely on and exactly how Urban Camp supports you through each one.
1. Conduct a thorough risk assessment
Every successful camp begins with a comprehensive risk management plan. Before confirming your itinerary, identify potential hazards and establish clear management strategies.
What to include in your risk assessment:
Travel logistics and transport safety
Activity locations and supervision requirements
Weather contingencies and seasonal considerations
Student medical needs and emergency protocols
Venue-specific hazards and control measures
At Urban Camp, we provide schools with detailed, site-specific safety procedures and emergency plans that integrate seamlessly with your compliance processes. Our comprehensive documentation includes evacuation procedures and incident response protocols, saving you hours of administrative work.
Pro Tip: Schedule your risk assessment review for exactly one week before departure. This timing allows you to incorporate updated weather forecasts, any new student medical information, and last-minute itinerary adjustments.
2. Choose accredited and experienced providers
Selecting an accredited camp venue isn't just recommended, it's essential. Accreditation through the Australian Camps Association means a site has been independently assessed for safety standards, qualified staffing, appropriate facilities, and comprehensive emergency readiness.
Why accreditation matters:
Independent verification of safety standards
Regular inspections and compliance audits
Trained staff with current first aid and emergency management qualifications
Insurance coverage meeting Victorian education requirements
Documented safety procedures and incident management protocols
Urban Camp proudly maintains full accreditation with the Australian Camps Association and is a registered member of the School Camp Association of Victoria. Our experienced team holds current first aid qualifications, fire safety certifications, and emergency management training.
With over 40 years of experience hosting school groups, our team understands the unique needs of educational excursions. We've welcomed everyone from young students on their first overnight camp to VCE groups conducting Melbourne city studies. This four-decade legacy means we've refined our safety protocols through real-world experience with thousands of school camps.
Quick verification checklist when choosing a venue:
Current Australian Camps Association accreditation
Staff qualifications and training currency
Emergency management procedures
Insurance documentation
Recent inspection reports and safety audits
3. Get your staff ratios right
Appropriate supervision ratios aren't just about compliance, they're fundamental to student safety, wellbeing, and engagement throughout the camp experience.
Victorian Department of Education minimum supervision guidelines:
Prep to Year 2: 1 adult for every 5-8 students
Years 3-6: 1 adult for every 10 students
Years 7-10: 1 adult for every 15 students
Years 11-12: 1 adult for every 20 students
These are minimums. Many schools exceed these ratios, particularly for students with additional needs or higher-risk activities.
Urban Camp's central Melbourne location and compact, purpose-designed camp make effective supervision easy.
Supervision best practices:
Conduct regular headcounts at designated times
Establish clear boundaries and "out of bounds" areas on arrival
Implement a buddy system for all activities
Assign specific staff members to students with medical or behavioral support needs
Brief all supervising adults on emergency procedures
Our comprehensive site induction on arrival ensures every teacher and support staff member understands the facility layout, emergency assembly points, and contact procedures.
4. Prepare a comprehensive medical management plan
Thorough medical planning prevents small issues from becoming major ones. The key is collecting accurate information and ensuring every supervising adult has access to critical details.
Before your Melbourne school camp, collect:
Current medical action plans for students with diagnosed conditions
Medication schedules and administration requirements
Allergy information including severity levels and emergency responses
Dietary requirements and restrictions
Emergency contact details for all students
Student Health Support Plans for those with complex needs
Share this information with:
All supervising teachers and support staff
Your camp venue for catering and emergency support
Any external activity providers
Transport providers for travel days
Urban Camp's experienced catering team manages diverse dietary requirements daily, from severe allergies and religious preferences to ethical choices and cultural needs. All meals are prepared under strict food safety standards in our commercial kitchen, with clear labeling and separate preparation areas for allergen management.
Our dedicated first aid room is equipped for common camp incidents, and our trained staff are available to support schools with minor injury treatment, and emergency coordination. We maintain clear communication protocols with nearby medical facilities including the Royal Melbourne Hospital (3.2 km away) and Royal Children's Hospital (2.8 km away). Urban Camp staff are certified in Senior First Aid and CPR.
Your pre-camp planning checklist
6-8 Weeks Before:
Complete comprehensive risk assessment
Verify venue accreditation and insurance
Confirm supervision ratios meet or exceed guidelines
Book accredited transport providers
Distribute parent information and consent forms
2-4 Weeks Before:
Collect and organise all medical information
Brief supervising staff on student needs and procedures
Confirm dietary requirements with venue
Distribute behavior expectations to students and parents
Finalise emergency contact protocols
Confirm final student numbers with Urban Camp
1 Week Before:
Review and update risk assessment
Pack first aid kit and emergency medications
Brief all staff on daily routines and procedures
Prepare student groupings and buddy pairs
What makes Urban Camp different
After over 40 years of hosting school groups, we've learned that great camps need more than just compliance, they need partnership. Here's what sets us apart:
Full Australian Camps Association accreditation with regular independent safety audits
Experienced, qualified staff with current first aid and emergency management training
Delivers lunches to schools activity locations in Melbourne CBD
Offer luggage pick and drop off to Melbourne CBD railway stations
Purpose-built facilities designed specifically for school and youth groups
Central Melbourne location with immediate access to emergency services
Comprehensive risk documentation that integrates with your school's requirements
Flexible catering managing all dietary requirements with commercial kitchen standards
Learn more about our comprehensive safety standards: Visit our Safety Information page
Ready for Part 2?
In our next post, we'll cover on-the-ground safety protocols including behavior management, emergency procedures, and post-camp debriefing. You'll learn exactly how to maintain safety standards from arrival to departure.
Meanwhile, start planning your Melbourne school camp:
Call our Programs Team: (03) 9328 2818
Email: programs@urbancamp.org.au
Limited availability for 2026 and booking for 2027 has commenced, contact us today to secure your preferred dates.