School camp readiness checklist

As hosts of summer camps and youth programs, educational institutions support activities that may be operated by the school itself or by external organizations using campus facilities. These programs offer valuable educational, recreational and community benefits, but also introduce a more complex risk environment that schools must manage. Regardless of who runs the program, schools face heightened concerns related to child safety, regulatory compliance and reputational protection.

This checklist helps school administrators take a proactive, consistent approach to identifying and managing risk across camp and youth program activities. By clarifying responsibilities, supporting compliance and ensuring safeguards are in place, they can create a safer environment for all participants.

Legal, compliance and risk management

REQUIREMENT	YES	NO	ACTION TO BE TAKEN
Obtain required permits, licenses and approvals
Verify institutional insurance coverage (general liability, student accident, professional)
Obtain additional riders if needed (such as sports or off-campus activities)
Develop participant waivers, liability releases and photo/media consent forms. Obtain legal review and approval.
Ensure compliance with child protection laws and mandatory reporting rules
Establish clear supervision rations by age group
Create and document code of conduct (staff and campers)

Staffing and human resources

REQUIREMENT	YES	NO	ACTION TO BE TAKEN
Hire qualified staff with appropriate credentials
Conduct background checks (CORI/fingerprinting where applicable)
Verify credentials (CPR, first aid, lifeguard, coaching licenses if required)
Define staff roles, responsibilities and reporting lines
Provide staff training (safety, behavior management, emergency response)
Train staff on child protection, abuse prevention and child abuse reporting obligations
Establish staff scheduling and coverage plans
Prepare staff handbook and acknowledgement forms

Health, safety and emergency preparedness

REQUIREMENT	YES	NO	ACTION TO BE TAKEN
Develop written emergency response plans (fire, medical, lock-down, weather)
Identify evacuation routes and shelter-in-place locations
Establish incident reporting and documentation procedures
Designate on-site medical support or first aid lead
Collect camper health forms, immunization records, and allergies
Establish medication administration procedures
Ensure access to first aid kits and AEDs
Conduct safety drills and staff walkthroughs

Facilities and environmental safety

REQUIREMENT	YES	NO	ACTION TO BE TAKEN
Inspect classrooms, dorms, gyms and outdoor spaces
Confirm ADA accessibility where required
Ensure secure entry/exit points and sign-in/sign-out procedures
Verify restroom availability and hygiene supplies
Confirm HVAC, lighting and ventilation are operational
Arrange daily cleaning and sanitation protocols
Secure hazardous materials and restricted areas

The Hanover has many resources available to help you prepare for camps, including:

To learn more, visit Hanover Risk Solutions.

School camp readiness checklist

Legal, compliance and risk management

REQUIREMENT	YES	NO	ACTION TO BE TAKEN
Obtain required permits, licenses and approvals
Verify institutional insurance coverage (general liability, student accident, professional)
Obtain additional riders if needed (such as sports or off-campus activities)
Develop participant waivers, liability releases and photo/media consent forms. Obtain legal review and approval.
Ensure compliance with child protection laws and mandatory reporting rules
Establish clear supervision rations by age group
Create and document code of conduct (staff and campers)

Staffing and human resources

REQUIREMENT	YES	NO	ACTION TO BE TAKEN
Hire qualified staff with appropriate credentials
Conduct background checks (CORI/fingerprinting where applicable)
Verify credentials (CPR, first aid, lifeguard, coaching licenses if required)
Define staff roles, responsibilities and reporting lines
Provide staff training (safety, behavior management, emergency response)
Train staff on child protection, abuse prevention and child abuse reporting obligations
Establish staff scheduling and coverage plans
Prepare staff handbook and acknowledgement forms

Health, safety and emergency preparedness

REQUIREMENT	YES	NO	ACTION TO BE TAKEN
Develop written emergency response plans (fire, medical, lock-down, weather)
Identify evacuation routes and shelter-in-place locations
Establish incident reporting and documentation procedures
Designate on-site medical support or first aid lead
Collect camper health forms, immunization records, and allergies
Establish medication administration procedures
Ensure access to first aid kits and AEDs
Conduct safety drills and staff walkthroughs

Facilities and environmental safety

REQUIREMENT	YES	NO	ACTION TO BE TAKEN
Inspect classrooms, dorms, gyms and outdoor spaces
Confirm ADA accessibility where required
Ensure secure entry/exit points and sign-in/sign-out procedures
Verify restroom availability and hygiene supplies
Confirm HVAC, lighting and ventilation are operational
Arrange daily cleaning and sanitation protocols
Secure hazardous materials and restricted areas