Why Communication Matters #
Adventure Camps is a fast-moving environment with multiple activities, children, and staff spread across zones. Smooth, consistent communication keeps everyone aligned, prevents confusion, and ensures that we can respond instantly to incidents.
This page sets out how we communicate, which tools we use, and what to do when something goes wrong. Every staff member is responsible for following these protocols — they are the backbone of safe, professional camp operations.
🔑 Core Principles of Communication #
- Clarity over chatter → Every message should be clear, short, and purposeful.
- One source of truth → The Site Manager is the hub of communication. All important updates are routed through them.
- Professional tone → No slang, gossip, or unnecessary language. Remember: communication tools are work tools.
- Record keeping → Safeguarding or incident communications must be logged according to procedure.
📻 Radios #
Radios are our primary live communication tool during camp.
Usage Guidelines:
- Keep it short and clear → e.g., “Site Base, this is Sports Zone, we need a First Aider at the field.”
- Identify yourself first → Always state your zone or role.
- Priority of use → Health & safety calls override routine updates.
- Volume & discretion → Keep radios at a moderate volume. Never use them in a way that draws unnecessary attention from children.
Standard Radio Call Structure:
- Call sign (your zone) → “Sports Zone to Site Base.”
- Await response → “Go ahead Sports Zone.”
- Deliver message → “We need additional equipment delivered.”
- Close loop → “Copy that.”
Do not use radios for:
- Chatting or casual conversation.
- Sharing sensitive safeguarding information (use direct face-to-face with Site Manager).
💬 WhatsApp #
WhatsApp is our secondary tool, mainly for admin and coordination outside live activity.
Usage Guidelines:
- Team WhatsApp group → For daily updates, last-minute changes, or reminders.
- Professional use only → Treated as a work communication channel.
- Timeliness → Check messages before camp starts, during lunch breaks, and after camp — but not while supervising children.
Examples of use:
- Morning travel delays (“Running 10 mins late, will cover once arrived”).
- Daily brief reminders (“Don’t forget water bottles — very hot day”).
- End-of-day site updates (“All kit returned and signed in”).
📈 Escalation Flowchart #
When issues arise, staff must know who to tell and how quickly. Use this structured approach:
Step 1: Low-Level Issue (Routine/Minor)
- Examples: missing equipment, child reluctant to join in.
- Action: Inform your Zone Leader or Assistant. Resolve within the team where possible.
Step 2: Medium-Level Issue (Operational/Safety Concern)
- Examples: child injury requiring first aid, repeated behaviour challenges.
- Action: Radio Site Manager or First Aider immediately. Record the incident afterwards.
Step 3: High-Level Issue (Safeguarding/Emergency)
- Examples: safeguarding disclosure, missing child, fire alarm, serious injury.
- Action:
- Immediate radio call to Site Manager: e.g., “Urgent, urgent, urgent — safeguarding concern, please meet me at Creative Zone.”
- Follow emergency procedure (evacuation, missing child protocol, or safeguarding escalation).
- Record and report as per Safeguarding and H&S policies.
🧭 Roles & Responsibilities #
- All Staff → Use radios and WhatsApp appropriately; escalate concerns immediately.
- Zone Leaders → Manage routine issues within their area; keep Site Manager informed of ongoing concerns.
- Site Manager → Oversees all communication, prioritises responses, and ensures logs are completed.
- Designated Safeguarding Lead (DSL) → Must be notified immediately of any safeguarding concerns; leads escalation beyond site.
📋 Practical Examples #
- Example 1: Minor equipment issue
- “Sports Zone to Site Base — request 6 more cones for session.”
- Example 2: Behaviour concern
- Escalate to Zone Leader → if repeated → Radio Site Manager.
- Example 3: Injury
- “Creative Zone to First Aider — 9-year-old with cut finger, please attend zone.”
- Example 4: Emergency (missing child)
- “Urgent, urgent, urgent — Site Manager to Pool Zone, missing child reported.”
📝 Remember #
- Radios = live action tool.
- WhatsApp = coordination & admin.
- Escalation = don’t delay, pass it up quickly.
