Manager’s Pre-Launch Responsibilities
Why This Matters #
A smooth camp season doesn’t start on Day One — it starts with the preparation managers do before a single child arrives. If the staff team, venue, and schedule are ready, the week feels organised, professional, and magical. If they’re not, parents notice immediately.
This page outlines the non-negotiables for Site Managers in the run-up to camp.
Manager’s Pre-Camp Checklist #
1. Staff Preparation 👥 #
- Contact Staff Team
- Send welcome message to staff WhatsApp group.
- Share reporting times, dress code, and what to bring.
- Remind staff of orientation day(s).
- Confirm Roles & Duties
- Assign provisional zone leaders, activity leaders, assistants, and specialists (SEND Lead, Paediatric First Aider, Lifeguard).
- Ensure staff have reviewed the Staff Handbook.
- Check Training Compliance
- Safeguarding, first aid, lifeguard qualifications (where applicable).
- Confirm all staff have completed online/induction modules.
2. Timetable & Programme #
- Finalise Timetable
- Confirm daily schedule with head office.
- Adapt for local venue specifics (pool time slots, hall access, equipment availability).
- Theme Days & Special Events
- Ensure props and resources are prepped.
- Share theme reminders with staff (costumes, music, décor).
- Electives & Grouping
- Plan how electives (individual choice, group choice, non-electives) will run.
- Pre-assign group leaders and ensure age-appropriate groupings (max 2-year age gap).
3. Venue Preparation #
- Meet Venue Liaison Officer
- Walk the site together, confirm access points, staff areas, and storage.
- Agree on shared facilities (toilets, changing areas, dining spaces).
- Clarify emergency protocols (fire alarms, assembly points, evacuation routes).
- Health & Safety Checks
- Inspect indoor and outdoor spaces for hazards.
- Ensure fire exits and assembly points are clearly marked.
- Confirm first-aid stations, defibrillator, and phone access.
- Set Up Reception Area
- Sign-in/sign-out desk ready.
- QR code review cards visible.
- Lost property box, parent info posters, and welcome signage displayed.
4. Resources & Equipment #
- Activity Kits
- Sports equipment, arts & crafts supplies, drama props, pool gear.
- Check stock levels, condition, and replacements.
- Safety Equipment
- First aid kits replenished.
- Radios charged and assigned.
- PPE (if required) available.
- Magical Extras
- Decorations, spirit props, and theme-day resources ready to create atmosphere.
5. Parent Communication #
- Parent Pack Confirmed
- Ensure joining instructions, kit lists, and timings have gone out.
- On-Site Prep
- Confirm signage for drop-off/collection.
- Train reception staff on the check-in system.
- Emergency Contact Systems
- Confirm parent contact details are up to date.
- Check safeguarding records and medical notes from head office.
6. Staff Orientation & Venue Setup (Day Before) #
- Run full orientation session (see Orientation page).
- Walk through timetable, emergency drills, and parent handover process.
- Set up zones, decorate, and test equipment.
- Confirm staff briefing times for Day One.
The Adventure Camps Magic Touch #
Before camp begins, parents and children should already feel the energy as soon as they see the venue. That means signage, staff energy, and organisation must all scream: “This is the most exciting holiday experience you’ll ever have!”
Example Scenarios #
Scenario 1: Missing Sports Equipment
Wrong: Discover on Day One.
Right: Pre-check all kits, order replacements a week before.
Scenario 2: Venue Doesn’t Provide Tables for Crafts
Wrong: Panic on the morning of camp.
Right: Confirm resources with liaison officer during site walkthrough.
Scenario 3: Parent Confused About Drop-Off Location
Wrong: Queues and stress at the door.
Right: Clear signs, arrows, and staff in position to welcome families.
Quick Tip #
Preparation = Magic. The better you plan, the freer your team will be to create fun, energy, and unforgettable experiences.
