You’ve found a camp that ticks the boxes. It links to the curriculum, your students will get a lot out of it and you’ve done the groundwork. Then comes the part that can slow everything down: approval.

If you’ve ever felt like you need to build a whole second project plan just to get a camp approved, you’re not imagining it. In South Australian public schools, approval usually means a complete pack: documentation, equity and affordability checks, risk assessments, staffing and a clear plan for parent communication.

What helps is that most of the roadblocks are predictable. Once you know what your principal needs, you can set things up so it’s easier to approve.

Here are the six most common hurdles and a principal-ready checklist you can use. This is familiar territory for experienced camp providers, so ask for documentation that matches your school’s needs.

 

The six biggest roadblocks to school camp approval

1. The paperwork mountain

This is where many proposals stall first. In South Australia, camps need detailed documentation: risk registers, activity plans, consent and medical management, emergency procedures and multiple sign-offs.

The quickest way to make progress is to build a tidy, complete pack early, before it lands on your principal’s desk. Ask your provider for key documents (or templates you can adapt). It saves hours and reduces back-and-forth. It also shows you’re taking the duty of care side seriously, which builds confidence.

2. Fear of legal liability

This concern is real, even if it isn’t always spoken about openly. A school’s duty of care is non-delegable. Even when a third party runs the activities, the school still carries responsibility. So, if there’s anything ‘adventure’ involved, the question becomes: is the risk understood and managed?

You don’t need to oversell safety. You just need to show clear controls, supervision, qualifications and documentation that make the decision feel responsible.

3. Risk assessment complexity

Even with goodwill, the admin load can grow quickly. Each activity typically needs its own documented risk assessment. Multi-activity programs (abseiling, archery, bushwalking, team challenges) may involve multiple assessments, plus additional requirements depending on the activity.

A simple way to tackle it is to use a clear structure: activity-by-activity documentation, consistent formatting and a clear summary of controls. The more ‘ready to review’ it is, the smoother the approval tends to be.

4. Budget and financial equity

For public schools, cost is never just a number. Principals need to consider access and fairness: can families afford it and what happens if they can’t?

A strong proposal makes equity visible and practical. Include the total cost per student, what’s included, payment options and any subsidy or funding pathways the school can use. When families can see the plan clearly, it usually reduces hesitation.

5. Staffing and supervision ratios

Staffing is a make-or-break piece. Camps need adequate supervision, with staff who hold current Working with Children Clearance (WWCC)s, have relevant training and can be released from school duties.

If supervision ratios, staff availability, or clearance status are unclear, principals often pause because they can’t responsibly sign off. A clear staffing plan (even provisional) helps turn a good idea into an approvable one.

6. Getting parents on board

Parent hesitation can derail a camp, even when the school supports it. Overnight camps bring real questions: safety, cost, medical and dietary needs, supervision and what the experience will look like.

A calm, straightforward communication plan helps. Principals know that vague details create a flood of emails and calls, so it pays to show you’ve anticipated the most common questions and have straightforward answers ready.

 

✅The principal-ready camp proposal checklist

Use this checklist to build a proposal that gives principals the confidence to approve your camp.

Before you submit, prepare:

  1. A clear educational purpose – link the camp to curriculum outcomes or wellbeing goals and what students gain that they can’t get in the classroom.
  2. Provider credentials – confirm insurance, qualified instructors and WHS compliance (keep copies on file).
  3. Risk register – prepare it early and request activity-specific risk documentation from your provider.
  4. Cost breakdown – provide total cost per student, inclusions, payment options and any subsidy or funding supports.
  5. Staffing plan – confirm who’s attending, WWCC currency, training needs and that supervision ratios meet requirements.
  6. Parent communication plan – draft the parent letter early, covering cost, safety, supervision, medical/dietary needs and a simple day-by-day outline.
  7. Dates and logistics – include confirmed dates, transport, accommodation details and any provisional bookings.

 

When you present to the principal

  • Start with the learning and wellbeing value (not just ‘the kids will love it’).
  • Show how risk is being managed, in plain language.
  • Make equity and affordability visible early.
  • Bring a near-complete pack, not a half-formed idea.

 

Making it easier from the start

BaptistCare’s Adventure Camping Services (Mylor Adventure Camp and Wirraway Homestead, Adelaide Hills) have supported South Australian schools for over 65 years. The team can help you with the documentation, supervision and safety details principals look for, so you’re not carrying the whole process alone.

If you’d like a hand planning a camp that’s straightforward to approve (and easier to communicate to families), call (08) 8388 5234 or visit Adventure Camping.