1. Saftey Protocol

Registration and Documentation

Collect all necessary information:

  • Emergency contact numbers: Obtain at least two emergency contacts for each camper.
  • Medical history: Gather detailed medical histories, including allergies, chronic conditions, and past medical treatments.
  • Dietary restrictions: Document any dietary restrictions or preferences to ensure appropriate meals are provided.
  • Consent forms: Ensure parents or guardians sign consent forms for participation, emergency medical treatment, and media releases.

Distribute detailed itineraries:

Provide participants and their families with a comprehensive schedule, including:

  • Travel arrangements and times.
  • Daily activities and special events.
  • Contact information for camp administration.
  • Maps of the camp location and surrounding areas.

Health and Safety Training

Conduct pre-camp orientation sessions:

  • Schedule sessions for campers and their parents to discuss:

Health checks:

  • Arrange for all participants to have a medical check-up before the camp.
  • Collect and review information about medications, medical devices, and any special medical needs.
  • Ensure that staff are trained to administer or assist with medications if necessary.

Pre-Camp Safety

Staff training:

  • Train staff on first aid, CPR, and emergency response protocols.
  • Ensure staff are familiar with the camp’s safety and security policies.

Equipment check:

  • Inspect and test all safety equipment, such as first aid kits, fire extinguishers, and emergency alarms.
  • Ensure all transportation vehicles meet safety standards and are equipped with necessary safety features.

Site inspection:

  • Conduct a thorough inspection of the camp site to identify and mitigate any potential hazards.
  • Ensure all facilities are in good condition and safe for use.

2. Travel Safety

Chennai to Delhi / Hyderabad to Delhi

Transportation:

  • Arrange for safe and reliable transport options, choosing between trains or flights based on convenience, safety, and cost.
  • Coordinate chartered buses from Delhi to the camp location, ensuring they are equipped with seat belts and driven by experienced drivers.

Supervision:

  • Assign experienced chaperones for each group, maintaining a ratio of at least 1 adult to every 10 children.
  • Ensure chaperones are trained in emergency procedures and first aid.

Travel kits

Provide each participant with a travel kit containing:

  • Masks and hand sanitizers.
  • Snacks and water bottles.
  • Basic first aid supplies.
  • A list of emergency contacts and camp information.
  • Any personal medications or medical supplies needed during the journey.

3. At the Camp

Arrival and Check-In

Welcome briefing:

  • Conduct a safety briefing upon arrival, covering:

Assign cabins/tents:

  • Assign cabins or tents to campers and ensure they know the locations of key areas such as:
  • Infirmary.
  • Dining hall.
  • Emergency assembly points

Daily Safety Measures

Buddy system

Health monitoring:

  • Perform daily health checks for all campers and staff to monitor for any signs of illness.
  • Keep detailed records of health checks and any medical issues that arise.

Activity Safety

Qualified instructors:

  • Ensure all activities are supervised by qualified instructors, especially for high-risk activities such as:

Safety gear:

  • Provide and enforce the use of appropriate safety gear for all activities.
  • Regularly inspect and maintain safety gear to ensure it is in good condition.

Emergency protocols:

  • Develop specific emergency protocols for each activity, including:
  1. The quickest route to the nearest medical facility.
  2. Steps to take in case of an emergency.
  3. Emergency contact information.

4. Emergency Preparedness

Medical Emergencies

On-site medical staff:

  • Have qualified medical personnel on-site at all times to handle medical emergencies.
  • Ensure they are trained in wilderness medicine, including treating snake bites, insect stings, and other outdoor-related injuries.

First aid stations:

  • Establish well-stocked first aid stations at strategic locations throughout the camp.
  • Ensure first aid stations are easily accessible and clearly marked.

Nearby medical facilities:

  • Identify the nearest hospital and ensure it is capable of handling emergencies.
  • Establish a relationship with a local doctor who is experienced in treating wilderness-related injuries.

Fire safety

  • Fire drills:
  1. Conduct regular fire drills to ensure all campers and staff are familiar with fire safety procedures.
  2. Review and practice evacuation routes and meeting points.
  • Fire safety equipment:
  1. Ensure fire extinguishers and other fire safety equipment are readily available and accessible.
  2. Regularly inspect and maintain fire safety equipment to ensure it is in good working order.

Natural Disasters

Weather monitoring:

  1. Continuously monitor weather conditions using reliable sources.
  2. Have a plan in place for severe weather events, including evacuation procedures.
  • Evacuation plans:
  • Develop and practice evacuation plans for different scenarios, such as:
  1. Floods.
  2. Earthquakes.
  3. Severe storms.
  • Ensure all campers and staff are familiar with these plans.

5. Communication

With Parents/Guardians

  • Regular updates:
  1. Provide regular updates to parents via email, text, or a dedicated camp website.
  2. Include information about daily activities, any incidents, and general updates on camp life.

Emergency communication:

  • Establish a clear communication plan for emergencies, including:
  1. A hotline or dedicated contact person.
  2. Procedures for informing parents about emergencies.

Among Staff and Campers

  • Two-way radios/mobile phones:
  1. Equip staff with two-way radios or mobile phones for efficient communication.
  2. Ensure communication devices are charged and in good working condition.
  • Daily briefings:
  1. Hold daily staff meetings to review any incidents, weather conditions, and plan for the day’s activities.
  2. Ensure all staff are aware of their responsibilities and any changes to the schedule.

6. Post-Camp Procedures

Debriefing

  • Feedback collection:
  1. Collect feedback from campers, parents, and staff to identify areas of improvement.
  2. Use surveys, interviews, or feedback forms to gather input.

  • Health monitoring:
  1. Advise parents to monitor their children’s health for a few days post-camp.
  2. Provide contact information for reporting any health concerns to the camp administration.

Lost and Found

  • Inventory check:
  • Ensure all personal belongings are returned to the campers.
  • Manage any lost and found items by:
  1. Creating an inventory of found items.
  2. Contacting parents to return items.
  3. Disposing of unclaimed items after a set period.