Why the End of the Day Matters #
For children, the end of camp should feel like a celebration of what they’ve achieved. For parents, it’s the moment they decide whether camp felt safe, professional, and worthwhile. And for staff, it’s the critical time to make sure every child leaves safely, all information is passed on, and the site is reset for tomorrow. Done well, the end of the day leaves everyone feeling confident and positive. Done poorly, it creates stress, complaints, and risks.
The Three Priorities #
- Children leave safely and with the right adult.
- Parents receive clear, positive feedback.
- Staff reset and debrief for the next day.
Dismissal & Parent Handover #
Sign-Out Process #
- Authorised Collection Only – Children may only leave with parents/guardians listed on their registration form. Always check if you don’t recognise the adult. Security code checks are expected and should never offend a parent.
- Registers Must Be Updated – The Site Manager oversees the master register. Staff mark children off as they are collected.
- Early Departures – These must already be logged by the Site Manager. Confirm with them before releasing the child.
The Handover Conversation #
Parents want more than a “goodbye.” They want to know their child was happy and safe. Staff should:
- Share one positive moment (“Amira scored a goal today and was so proud”).
- Flag any incidents calmly and factually (“James grazed his knee at football, the First Aider cleaned it and he was fine afterwards”).
- Give reassurance and energy. A warm, professional handover leaves parents smiling.
Child Experience Wrap-Up #
- Final Activity – End the day with something calm but engaging (team reflection, storytelling, or a showcase of the day’s work). This helps children transition smoothly into collection time.
- Reinforce Achievements – Celebrate group wins and individual effort: “We worked as a team in dodgeball,” or “Ella was a brilliant helper today.”
- Prepare Children – Make sure they leave with belongings: bottles, hats, jumpers, lunch boxes. A “final sweep” of the zone avoids lost property.
Staff Pack Down #
Once staff are out of ratio, staff move into close-down mode:
- Zones Reset – Equipment tidied, kit counted, spaces left clean and ready for tomorrow.
- Lost Property – Items placed in the designated area, logged if named.
- Safety Check – First aid kits checked, radios and equipment returned, registers stored securely.
End-of-Day Debrief #
The day officially ends with a staff debrief led by the Site Manager. This is not optional. It’s where we:
- Review highlights and challenges.
- Log accidents, incidents, or safeguarding concerns.
- Share feedback about what worked and what needs adapting.
- Motivate and reset the team for the next day.
Debriefs should feel safe and constructive — no blame, just learning and improvement.
Common Risks at the End of Day #
- Children leaving with the wrong adult → Always check authorisation.
- Missed safeguarding disclosures → Always pass concerns to the Site Manager immediately.
- Tired staff skipping checks → Pack down thoroughly. Tomorrow’s success depends on today’s reset.
Example Scenarios #
Scenario 1: Parent Handover
A parent asks how their child behaved. Wrong response: “They were a bit difficult today.”
Right response: “They had lots of energy in the afternoon — we supported them to settle into arts and crafts, which they really enjoyed.”
Scenario 2: Sign-Out
An unfamiliar adult arrives. Wrong response: “Go on then, off you go.”
Right response: “Could I just check your security code please? We need to confirm authorised collection for every child.”
Scenario 3: Staff Debrief
An accident wasn’t logged. Wrong response: “It wasn’t a big deal, we forgot.”
Right response: “Let’s log it now and review the process to make sure we always capture these.”
Quick Tip 💡 #
Parents remember the last thing they see. A smooth, positive sign-out and a confident debrief make the difference between a stressful day and a successful one.
