From risk assessments and safeguarding to fire safety and site security, here’s how to get overnight stays right and help plan ahead to prepare your students.
Planning ahead
Whether you’re sleeping in the school hall or camping in the grounds, treat an onsite camp like any other residential. Follow your usual approval process and complete a focused risk assessment that reflects overnight use of the site and any adventurous activities such as archery or campfires.
If you’re using external providers (e.g. camping, activities, catering), check they meet your employer’s requirements and hold appropriate qualifications. Share key information about your site, group and plans so they can support you effectively.
Your school may be a familiar environment, but it wasn’t designed for sleeping. Think through how spaces will be used differently at night and ensure your insurance covers the activity. Make sure you have an appropriate number of competent staff, including first aiders, and an agreed way to communicate across the site.
Plan for emergencies: identify a school contact not involved in the event, and make sure staff know what to do if something goes wrong.
Know your group
Aim to make the experience inclusive, while recognising that overnight stays can bring out unexpected needs. Plan carefully how you’ll manage medical conditions, medication and allergies and ask about any night-time concerns such as sleepwalking or homesickness.
Agree simple expectations with pupils and families, including behaviour and what will happen if someone becomes unwell, distressed or needs to go home. Make sure contact details are up to date and explain when and how you’ll communicate with home during the event.
You’ll need informed parental consent. To support this, share the itinerary as early as possible along with clear expectations.
Safe routines and spaces
Organise sleeping, changing and washing arrangements with safeguarding in mind. Clear routines will help everyone feel settled and reduce risk.
Review fire safety carefully. If you’re sleeping onsite, you must have smoke detection throughout. Designate fire wardens and keep escape routes clear and brief pupils and staff so everyone understands what to do. Pay attention to end-of-day checks: campfires fully extinguished, kitchens secured, and equipment safely stored.
Secure the site
Consider how your site operates overnight. Lock or alarm areas as needed, secure the perimeter, and think about who may have access out of hours. Plan for supervision and movement around the site, especially at night.
It’s sensible to inform local emergency services and nearby neighbours, while keeping wider publicity low-key until after the event.
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