Part Two: School Camp Safety Guidelines
On-the-ground safety and emergency protocols
The buses have arrived, students are buzzing with excitement, and your carefully planned camp is about to begin. But as any experienced coordinator knows, thorough planning is only half the story. What happens on the ground, how you manage behavior, respond to incidents, and handle emergencies, determines whether your camp becomes a memorable success or a stressful challenge.
In Part 1, we covered the essential planning and prevention protocols. Now we're focusing on the practical, on-the-ground safety measures that keep students safe and engaged from arrival to departure. Missed Part 1? Read here
5. Communicate behavior and safety expectations
Clear expectations create a foundation for safe, respectful behavior throughout camp. Students perform better when they understand boundaries, consequences, and the reasoning behind safety rules.
Set expectations at three key moments:
Before Camp (2-3 weeks prior)
Distribute camp behavior agreements to students and parents
Outline specific rules around supervision, boundaries, and emergency procedures
Explain the buddy system and group responsibilities
Address mobile phone and electronic device policies
On Departure Day
Reinforce key safety rules before boarding transport
Remind students of emergency procedures during travel
Confirm buddy pairs and group assignments
On Arrival
Conduct a comprehensive site orientation
Walk students through emergency assembly points
Identify "out of bounds" areas with clear explanations
Review daily routines and supervision check-in times
At Urban Camp, our staff reinforce these messages with a thorough site induction for all visiting groups. Students and teachers receive clear guidance on emergency procedures, facility boundaries, and safe behaviour around our accommodation areas, meeting spaces, and outdoor zones.
Key areas to cover:
Respecting shared accommodation spaces
Noise management during evening and early morning hours
Boundaries and supervision check-in requirements
Mobile phone and technology usage rules
Interaction expectations with other groups on site
Consequences for unsafe or disrespectful behavior
6. Establish emergency and communication protocols
While emergencies are rare, thorough preparation is essential. Every member of your supervision team should know exactly what to do, who to contact, and how to communicate in various scenarios.
Your emergency plan should cover
Medical emergencies: First aid response, ambulance contact, hospital locations, parent notification
Missing student protocols: Search procedures, police contact, lock-down processes
Fire or evacuation: Assembly points, headcount procedures, communication with emergency services
Severe weather: Shelter locations, activity cancellations, transport delays
Communication failure: Backup contact methods if mobile coverage fails
Every group visiting Urban Camp receives a comprehensive emergency briefing covering:
Clearly marked emergency exits throughout the facility
Designated assembly points with weather-protected alternatives
Staff contact procedures including after-hours emergency lines
Direct communication protocols with school coordinators
Our inner-city Melbourne location provides immediate access to emergency services, with Melbourne Fire Brigade, Victoria Police, and ambulance services all within 3 kilometers. Our team maintains strong relationships with these services and conducts regular emergency drills.
Communication reliability: If mobile phone coverage is interrupted during an emergency, our office landlines remain available for critical communications. We provide visiting schools with an after hours contact number where an emergency staff member is always contactable.
Emergency contact checklist:
Venue emergency contact
School principal and emergency contact
Parent emergency contacts for all students
Local emergency services numbers
Nearest hospital locations and contact details
Department of Education emergency line
School's insurance emergency contact
7. Review and debrief after camp
Safety improvement doesn't end when the buses leave. A thorough post-camp debrief helps identify successes, near-misses, and opportunities for improvement on future excursions.
Schedule two debriefs
Staff Debrief (within 48 hours of return): Gather all supervising staff while memories are fresh to discuss
What worked well with supervision and routines
Any incidents or near-misses and how they were handled
Student behavior and engagement
Venue facilities and support
Suggestions for future camps
Formal Documentation Review (within 1 week): Complete all required documentation including
Incident reports (even for minor incidents)
Risk assessment effectiveness evaluation
Budget reconciliation
Student and parent feedback summary
Recommendations for future planning
We actively welcome feedback from every visiting school. Many of our best safety enhancements and program improvements have come directly from teacher suggestions.
Questions to guide your debrief:
Did our risk assessment accurately identify the main challenges?
Were our supervision ratios appropriate for the activities and student needs?
How effectively did we handle medical and dietary requirements?
What would we change about our behavior management approach?
Did the venue meet our expectations for safety, facilities, and support?
What will we do differently next time?
Why schools have trusted Urban Camp for over 40 years
A successful school camp balances adventure with accountability, exploration with structure, and independence with safety. When students, teachers, and experienced camp providers work in partnership, the result is an experience that builds confidence, strengthens friendships, and creates lasting memories.
At Urban Camp, student safety underpins everything we do. Our commitment extends beyond compliance. We partner with schools to create safe, engaging experiences where students can learn, explore, and grow in a supportive environment. With 41 years of trusted service to schools, from your first planning call to your post-camp debrief, our experienced Programs Team ensures every detail is managed with care.
What sets us apart:
Full Australian Camps Association accreditation with regular independent safety audits
Experienced, qualified staff with current first aid, emergency management, and child safety training
Purpose-built facilities designed specifically for school and youth groups
Central Melbourne location with immediate access to emergency services and major hospitals
Comprehensive risk documentation that integrates with your school's compliance requirements
Proven track record hosting thousands of school groups with an exemplary safety record
Learn more about our comprehensive safety standards: Visit our Safety Information page
Plan your next safe, supported school camp in Melbourne
Ready to create an unforgettable Melbourne experience for your students? Our experienced Programs Team is here to answer your questions, provide detailed safety documentation, and help you plan a camp that meets your educational goals while exceeding your safety requirements.
Limited availability for 2026 and bookings available for 2027, contact us today to secure your preferred dates.
Ready to book? Secure your group stay today!
1. 📞 Email our team at admin@urbancamp.org.au or call our Programs Team on (03) 9328 2818 to check availability
2. 📆 Complete our Booking Form for a customised package