Organising your camp
Booking process
Fill out an online enquiry form or call us on 13 13 02 to make a booking or find out more about our camps.
After you've booked your camp, please read the information below to help you prepare for your camp.
Event and organiser portals
After your camp booking is confirmed you will have access to an online portal to plan your camp.
The portal will allow you to:
- Receive automated notifications prior to your camp regarding key milestones for registrations and payments
- Access students’ registration information including dietary and medical details in the one location
- Allocate accommodation by simply ‘dragging and dropping’ registered students into a room
- Access your key documents including program of activities, floorplans and risk management plans
- View your daily camp schedule
- Use a chat function to ask questions and receive timely support about your camp
- Nominate up to three school staff to have access to the portal
Registration
Parents and guardians need to complete an online registration form before the start of camp, including any special dietary, health or medical requirements for their child. Visiting teachers and other supervising adults will also need to complete this form.
We will provide a unique web link via the Organisers Portal to your school's online registration form prior to camp, which you can send to parents and guardians.
Registrations close 21 days before camp. Requests to reopen the registration portal can only be made by the organising teacher, not a parent.
Program of activities
An Objective Selection document will be available in your Event Portal. Once you have chosen your camp objectives, our Program Coordinator will work with you to select the most appropriate activities for your camp.
For Activity Groups our ratio is 1 instructor per 30 participants, including of teachers. If you require a lower ratio, please let us know at the time of booking. Please be aware, that additional fees will apply to adjust the ratios.
Activity Groups can be allocated from our Organisers Portal.
Health and safety
Risk Management Plan Proforma (PDF, 1.03 MB)
Health and safety is a top priority at all our Sport and Recreation Centres. All organised activities are supervised by qualified program staff. We provide comprehensive risk management information via the Event Portal.
We can also support those with special needs; special diets, allergies and medical conditions.
Medication
Student medication needs to be registered and administered by school staff. It’s a good idea to collect medication from parents before leaving for camp. Medication should be in its original packaging and clearly labelled with the student’s name, dosage and frequency.
Anaphylaxis
If a child suffers from anaphylaxis, they should have an ASCIA Action Plan for Anaphylaxis which has been prepared by their doctor. This plan needs to be uploaded when completing the online registration form. The child’s registration will cannot proceed without this document.
Children at risk of anaphylaxis need to bring at least one adrenaline auto injector. On catered programs, children with food allergies are required to wear an identifying red wristband. This is an added precaution to assist staff when managing situations where food allergens may be present.
Each Centre also has multiple adrenaline auto injectors at their site.
Allergies
Many of our program participants suffer from food related allergies that vary from person to person and can be as sensitive as making contact with certain foods that will cause a serious allergic reaction.
Our Allergen Free Meals Policy requires anyone with an intolerance, allergy or anaphylaxis reaction to a food to wear a red wrist band for easy identification. Their meals are plated separately by our catering staff and collected from a designated spot to manage risk.
Find out more about our processes and procedures for managing allergies and anaphylaxis.
Asthma
If a child suffers from asthma they should have an asthma management plan provided by their doctor. They can also provide this plan at the time of registration.
First Aid
Centre staff hold first aid accreditation and can administer first aid for minor injuries or illness. If you require professional medical assistance, staff will take you or your students to the nearest medical centre or hospital for assessment or, if required, will call an ambulance.
School staff are responsible for notifying parents or guardians. Students may return to camp upon gaining a doctor’s clearance and if circumstances are appropriate.
Centre staff are available 24 hours to provide emergency response.
Swim Safety
Students attending camp in Terms 1 or 4, who wish to use the pool outside of structured water activities, e.g. afternoon free time in the pool, are required to complete a proficiency swim test prior to swimming in the pool.
Teacher/student ratios
Teachers play a vital role in making camp a successful and enjoyable experience for students. Your school needs to send at least one visiting teacher or a supervising adult for every 20 students attending the camp. Teachers and supervising adults attend free-of-charge at a ratio of 1:20 students.
Snow programs at Jindabyne have a ratio of 1:10, with teachers and supervising adults attending free-of-charge at this ratio.
Please contact us to discuss arrangements for additional teachers or supervising adults beyond this ratio, including where special needs requirements should be met.
Parents or non-teaching staff attending camp will need to be able to undertake the same supervision responsibilities as teachers. Schools must also make sure that non-teaching adults attending camp meet child protection requirements.
All adults who are attending camp need to complete the online registration form.
Important things to know about your camp
Camp is a memorable and enriching experience for both students and teachers alike. In order to make your stay as relaxed as possible, we work with you to ensure that everything goes to plan.
This includes delivering your program, organising and coordinating meals, and night activities as well as providing first-aid and a 24-hour on-call emergency service.
Shared activities
While at camp, your students may share night activities with other school groups. If you would prefer a single school option, please let us know in advance. An additional cost may apply to maintain staff-student ratios.
Money and valuables
Valuables including money, jewellery, electronic devices should be left at home The Office of Sport takes no responsibility for the loss or damage to a client's personal property, including money or other valuable items.
Laundry
There is a washing machine available at each site.
Mobile Phones
Use of mobile phone is subject to the school’s phone use policy, this includes when using their phone as the camera. Our camp staff are happy to support you in implementing your policy at camp.
Wi-Fi
The teachers will be provided with the Wi-Fi password upon arrival at camp. Students who need to monitor medical devices will also be given access. As some of our centres are in remote areas, reception may be limited.
Communication
Schools must ensure they have a clear communication path established with parents for when children are on camp This means schools need to provide parents with an appropriate school contact for the duration of the camp.
Packing for your camp
Below is a packing list for visiting teachers and supervising adults. A packing list for students is provided in the information for parents page.
For school camps, pack:
- Shorts and t-shirts with sleeves (no singlet tops)
- Pants and shorts
- Jumpers and tracksuit pants
- Raincoat
- 3 layers of warm clothing (winter only, or all-year round at Jindabyne, Borambola, Lake Burrendong and Lake Keepit)
- Underwear
- Pyjamas
- Swimming costume and swim shirt
- Two pairs of enclosed shoes suitable for activities ( Centres’ water activities require shoes to be worn in the water) – please note that thongs and crocs are not suitable footwear
- Sun hat, sunscreen and sunglasses
- 2 x towels (pool/beach and shower)
- Sleeping bag or blanket, and sheets.
- Pillow
- Toiletries, soap, and insect repellent (no aerosols)
- Medication
- Torch
- Water bottle
- Phone and charger
- First aid kit
- Day backpack
- A box for medication
- Class rolls
If you are attending a snow camp at Jindabyne please also pack:
- Waterproof pants and jacket
- Goggles
- Waterproof gloves
- Beanie and scarf
- Long, thin woollen or ski socks
- At least 3 layers of warm clothing
Ski clothing can also be hired for an additional cost at our ski hire outlet. If visiting teachers and supervising adults are intending on using their own ski equipment they must sign our snow sports equipment indemnity on arrival. Please note we do not allow students to bring or use their own snow sports equipment, such as skis or snow boards.