10 Oct Top 5 Questions to Ask When Planning a School Camp Budget
School camps are an exciting and educational experience for students, offering opportunities to build friendships, learn new skills, and engage with the Great Outdoors. Research commissioned by the Australian Camps Association has confirmed camps reduce anxiety, increase connection to school, increase connection to peers and increase efficacy, all strong markers of good mental health. Clearly there are compelling reasons for schools to invest in getting their students on school camp, but keeping to budget is also important. Here are the top 5 questions to ask when considering how much a school camp costs:
1. What is the Per-Person Cost?
The first question to consider is the per-person cost for students, teachers, and support staff. Not all quotes are like-for-like. QCCC will provide a per-person, catered rate for accommodation. This price will also give access to all facilities as well, there will be no sneaky, unexpected costs to use our onsite meeting rooms or recreational areas. When sourcing a quote from a provider make sure to clarify:
- What is included in the per-person rate?
- Are there additional fees for certain activities, facilities or services?
- Are there different rates for larger groups because of their economy of scale?
2. What Activities Are Included in the Cost?
School camps often offer a wide range of activities, from Outdoor Education to First Nations Cultural Awareness activities. It’s essential to know which activities are included in the base cost and which ones may incur additional fees. QCCC’s staff and our Outdoor Education contractors work with group coordinators to offer a quote designed around the number and types of activities chosen. Ask your camp provider:
- Which range of activities will provide the best reflective and de-briefed outcomes to achieve your purpose for being on school camp?
- Are the most popular activities part of the package?
- Are activity packages priced on a sliding scale, offering a lower per-activity cost if more activities are booked as part of the school camp program?
Knowing the full range of what’s covered ensures you can plan an engaging and purpose-built Outdoor Education program without unexpected costs.
3. What Are the Transportation Costs?
Transportation can be a significant part of the school camp budget, and it’s often one of the most overlooked expenses. Whether your camp is nearby or a long journey away, it’s essential to consider:
- What is the most efficient use of different-sized buses to get our group to and from camp?
- Is it possible to get a discounted rate, or use school-owned buses, by arriving or departing camp at certain times/days?
- What is the safety record of the companies I am seeking quotes from?
Getting quotes for transportation costs early in your planning helps accurate pricing for camps being passed on to parents. QCCC has a collaborative arrangement with the Barnabus Coach & Charter, and we highly recommend you get in contact with them for some great pricing, in modern busses.
4. Are There Any Additional Fees?
Unexpected additional fees can turn a well-planned camp budget upside down. It’s important to ask providers upfront if there are any additional charges you should be aware of. These could include:
- Damage deposits or cleaning fees
- Charges for optional evening or off-site activities
- Fees for items like morning or afternoon tea are additional to the cost for main meals.
Make sure any potential extra fees are included in your contract or terms and conditions of hire forms to avoid financial surprises when calculating how much a school camp costs.
5. When and how do students pay camp fees to the school?
While school camps offer invaluable experiences, they have a financial cost for families to undertake. Often kids from lower-income backgrounds struggle to meet the cost of their school camp, so some ideas to make it accessible to all is a great way to maximise the number of students who can go and benefit. To ease the pressure, is your school able to offer students a payment plan enabling great inclusion? Things to think about:
- Incorporating school camp into school fees or tuition costs.
- Offering a payment plan over several months to minimise the impact of a one-off cost.
- Providing school-based subsidies for low-income families
- School Fundraising with local businesses, Chambers of Commerce or Parent and Citizens organisations to help cover some of the expenses.
By exploring these options in the planning, you can make school camps more accessible to every student, regardless of their financial background.
By asking these five key questions, you’ll ensure your school camp budget is well-planned, transparent, and manageable. At QCCC, we are committed to providing memorable, affordable, and enriching camp experiences for schools across Queensland. Our team is always available to help you plan the perfect camp, answer your questions, and offer tailored solutions that fit your needs.
Ready to start planning your next school camp? Contact QCCC today to learn more about our camp packages and how we can help make your school camp a success!