Why This Matters #
Emergencies at camp are rare — but when they happen, every second counts. The way we respond can prevent harm, reassure children, and demonstrate professionalism to parents. Staff must know these procedures by heart and follow them exactly.
Fire Evacuation #
When to Use: Any fire alarm, smoke detection, or confirmed fire on site.
Step-by-Step Procedure #
- Raise the Alarm
- If you discover fire or smoke, sound the alarm immediately (shout “FIRE!” and activate nearest call point).
- Inform Site Manager via radio/WhatsApp if safe to do so.
- Evacuate Immediately
- Stop activity.
- Instruct children to line up calmly and follow staff to the nearest fire exit.
- Leave all belongings behind.
- Headcounts
- Group Leaders take immediate headcount before leaving.
- Zone Leaders re-count at the assembly point.
- Assembly Point
- Move to designated fire assembly area.
- Children sit/stand in groups with their Leader.
- Report
- Group Leaders confirm numbers to Zone Leader.
- Zone Leaders report to Site Manager.
- Site Manager liaises with emergency services.
- Do Not
- Return for belongings.
- Attempt to fight fire unless trained and safe to do so.
Missing Child Protocol #
When to Use: A child cannot be accounted for during headcount, activity, or transition.
Step-by-Step Procedure #
- Confirm
- Double-check headcount immediately.
- Ask nearby staff/children if the child has been seen.
- Raise the Alarm
- Inform Site Manager immediately.
- Provide child’s name, description, last known location.
- Initial Search (2–3 mins)
- Staff sweep immediate area (toilets, changing rooms, nearby activity spaces).
- Keep all other children supervised in a safe, contained area.
- Escalation
- If not found in initial search, Site Manager initiates Missing Child Protocol:
- Lockdown site (secure exits, alert reception/front gate).
- Contact parents and police if not located quickly.
- Assign staff to zones to continue systematic search.
- If not found in initial search, Site Manager initiates Missing Child Protocol:
- Resolution
- Once child is found, reassure them, complete incident form, and review what went wrong.
Serious Incident Response #
When to Use: Any major injury, illness, safeguarding concern, or emergency requiring immediate action (e.g., broken bone, seizure, unconscious child, suspected abuse disclosure).
Step-by-Step Procedure #
- Ensure Immediate Safety
- Stop activity and move other children away from scene.
- Do not leave injured/affected child unattended.
- Call for Help
- Alert first aider/paediatric first aider immediately.
- Contact Site Manager.
- If life-threatening: dial 999.
- Provide Care
- Trained first aider gives treatment.
- Maintain calm reassurance with child.
- Other staff keep the rest of group supervised.
- Communication
- Site Manager contacts parents/guardians immediately.
- If emergency services are involved, Site Manager coordinates with them.
- Only Site Manager or senior lead speaks with parents/media.
- Safeguarding Incidents
- If a child discloses harm or staff suspect abuse, listen calmly, do not promise secrecy, record exact words, and report immediately to Site Manager/Designated Safeguarding Lead.
- Aftermath
- Complete incident form within 1 hour.
- Staff debrief at end of day.
- Offer support to affected children and staff.
Key Staff Roles in Emergencies #
- Site Manager → Overall control, liaison with emergency services/parents.
- Zone Leaders → Headcounts, report numbers, control group safety.
- Group Leaders → Direct supervision of children, calm reassurance, communication of missing/injured child info.
- Assistants → Support headcounts, searches, and group control.
- First Aider/Paediatric First Aider → Primary medical response.
Golden Rules for Staff #
- Stay calm and clear — children copy your behaviour.
- Follow the procedure, not instinct — don’t improvise.
- Never leave your group unsupervised.
- Always report to the Site Manager.
- Document everything afterwards.
Quick Tip 💡 #
Think of emergencies as a drill: your actions should be automatic, consistent, and confident. That’s what keeps children safe and reassures parents.
