Why Briefings Matter #
At Adventure Camps, our days are busy, energetic, and packed with moving parts. The briefing and handover process is the glue that holds it all together. These moments set the tone for the day, create alignment across the whole team, and ensure that no important details slip through the cracks. Think of briefings and handovers as the “reset button” — a chance for us all to check in, focus, and make sure we’re pulling in the same direction.
Without them, we risk miscommunication, missed safety issues, or confusion among staff. With them, we start every day united, clear on our roles, and confident in how to handle whatever camp throws at us.
Morning Briefing — Setting the Tone for the Day #
The morning briefing is non-negotiable. All staff are expected to arrive in time for it, with the right energy and mindset. The Site Manager will lead, usually in a central meeting spot, and the tone should always be professional yet motivating.
The purpose of the morning briefing is threefold: to inform, to prepare, and to inspire. Staff will hear about the day’s timetable, any changes or updates, and reminders about specific children or needs (for example, allergies, medical notes, or SEND adjustments). Health and safety updates, such as weather warnings or site-specific risks, will always be covered. This is also the moment to raise any last-minute kit shortages or requests, so that issues are solved before children arrive.
But beyond logistics, the morning briefing is about mindset. We use this time to energise the team, to remind everyone that what we do is bigger than just running activities — we are creating unforgettable experiences. By the end of the briefing, every staff member should walk away feeling ready to lead, confident in their responsibilities, and connected to the bigger purpose of camp.
During-the-Day Handovers — Keeping Momentum #
Handovers happen throughout the day as groups transition between zones, activities, or staff members. They are small moments, but they matter. A poor handover — where a leader simply waves a group through — creates gaps in supervision, missed safety information, or disengaged children. A good handover is quick, clear, and seamless.
When handing over a group, always include the essentials:
- Confirm headcount and group numbers.
- Share any important notes (e.g., “James is sitting out this round with a sore ankle” or “Amira may need extra encouragement today”).
- Ensure the children are calm, collected, and ready to join the next activity.
Done properly, handovers build trust between staff, reassure children, and show professionalism to any parents or visitors observing camp.
End-of-Day Debrief — Reflecting and Resetting #
Just as the morning briefing starts the day, the end-of-day debrief closes it. This is not optional — it is a key part of our culture of safety and improvement.
Led by the Site Manager, the debrief gives staff space to share highlights, raise concerns, and log anything important from the day. Safeguarding disclosures, accident reports, and behaviour notes are always recorded formally, but the debrief allows for discussion and clarification too. This is also where staff can share quick wins — children who excelled, activities that worked particularly well, or small tweaks that made a difference.
The tone of the debrief should be constructive. It is never about blame, but about growth. Every day at camp is an opportunity to improve, to learn from mistakes, and to build on successes. Staff should leave the debrief feeling listened to, supported, and ready to do it all again tomorrow.
Staff Responsibilities in Briefings & Handovers #
Every staff member has a role to play in making briefings and handovers effective.
- Arrive on time and be fully present — no phones, side chats, or distractions.
- Listen actively and take notes if needed. Important details should not rely on memory alone.
- Contribute when appropriate — if you’ve noticed a pattern, a safety risk, or an opportunity, share it.
- Follow through — take the instructions from the briefing into the day and act on them consistently.
Zone Leaders, in particular, are expected to reinforce briefing points within their teams and ensure that information filters down to every staff member.
A Culture of Professional Communication #
At Adventure Camps, briefings and handovers aren’t a formality — they are a statement of professionalism. They show children that we are organised, they show parents that we are trustworthy, and they show each other that we are united.
When you give your full attention in these moments, you’re not just receiving information — you’re helping to build the camp culture that keeps everyone safe and inspired.
