Start With the Fixed Points

Every camp day has a set of fixed points that cannot move. Drop-off and collection times are non-negotiable. Lunch is at a fixed time because the kitchen needs it and children expect it. The swimming pool booking is at 10:30 because that is when the pool gave you the slot. The archery coach is available from 13:00 to 15:00 and no other time.

These fixed points are your scaffolding. Build the rest of the schedule around them, not the other way around. Trying to force a pool session into a different slot because it would make the rotation neater will only cause problems when reality disagrees with your spreadsheet.

Before you start filling in the gaps, list every fixed point on a single page. If you are running a camp with 80 children across three age groups, you might have 15 to 20 fixed points in a single day. Getting them all visible in one place is the first step towards a workable schedule.

Time Blocks and the Rhythm of the Day

Children thrive on rhythm. A consistent daily structure, even if the activities change, gives them security and reduces the anxiety that some children feel in unfamiliar settings. Most experienced camp operators settle on a daily rhythm that looks something like this:

08:00 to 09:00: Early drop-off. Free play, colouring, board games. Low-energy, low-supervision-intensity activities that absorb children as they arrive at different times.
09:00 to 09:15: Welcome and registration. Head count, group allocation, daily briefing.
09:15 to 10:15: Activity Block 1. High-energy activity to burn off morning energy.
10:15 to 10:45: Morning break. Snack, toilet, hydration.
10:45 to 11:45: Activity Block 2. Skill-based activity (coaching session, workshop).
11:45 to 12:00: Transition and wash hands.
12:00 to 12:45: Lunch.
12:45 to 13:15: Quiet time. Reading, puzzles, calm activities. Essential for younger children.
13:15 to 14:15: Activity Block 3. Specialist or team activity.
14:15 to 14:30: Afternoon break.
14:30 to 15:15: Activity Block 4. Games, tournaments, or creative activity.
15:15 to 15:30: Collection. For parents collecting at the standard time.
15:30 to 17:30: Late stay. Mixed activities for children booked into extended hours.

This rhythm provides four distinct activity blocks, two breaks, lunch, and a quiet period. Adjust the timings for your context, but preserve the underlying pattern: activity, rest, activity, rest. Children who are tired and overstimulated are more likely to have accidents, arguments, and meltdowns.

Specialist Slots and Coach Coordination

Specialist coaches are typically booked for specific time windows and work with one group at a time. The scheduling challenge is routing the right group to the specialist at the right time without disrupting other groups' rotations.

Blocking Out Specialist Time

If your archery coach is on site from 10:00 to 14:00 and can take groups of 12, you have capacity for three to four sessions. Allocate these sessions first, then build the other groups' rotations around them. Every group should get at least one specialist session during the day if possible.

Use a colour-coded grid (digital or paper) with groups as rows and time blocks as columns. Drop the specialist sessions in first (highlighted in a distinct colour), then fill in the remaining blocks with general activities. Conflicts become immediately visible: if two groups are both scheduled for the hall at 11:00, you will see it before it happens.

Setup and Teardown Time

Specialist activities often require setup time that is easy to forget. An archery range needs targets set up at the correct distance, safety barriers positioned, and equipment laid out. A climbing wall needs a safety inspection. A fencing coach needs the hall clear of other equipment. Build 15 to 20 minutes of setup time into the schedule before each specialist session, and 10 minutes of teardown after.

Wet Weather Alternatives

The UK weather means you need a Plan B for every outdoor activity. The best approach is to design wet weather alternatives that match the energy level and skill focus of the original activity, so the day's rhythm is preserved even when the schedule changes.

Activity Pairing

For each outdoor activity on your schedule, designate an indoor alternative:

Football on the pitch becomes indoor football, benchball, or team relay races in the hall.
Cricket on the field becomes indoor batting cages (if available), cricket skills stations, or a cricket quiz and video session.
Outdoor adventure course becomes an indoor obstacle course using benches, mats, and cones.
Rounders or athletics becomes indoor sports day events, parachute games, or dodgeball.

Print both the fair weather and wet weather schedules and distribute them to all staff at the start of each day. Announce which schedule is in effect by 08:30 at the latest. Switching mid-morning is disruptive and should be a last resort.

Venue Transitions

Moving groups of children between venues is one of the highest-risk moments in any camp day. Children are excited, distracted, and moving through spaces that may include car parks, corridors, and public areas.

Transition Protocols

Head count before and after every move: Count the group before you leave the current venue and again when you arrive at the next one. If the numbers do not match, stop and resolve it immediately.
Walking routes: Establish set walking routes between venues and brief all staff on them. If children walk through a car park, they walk in a single file with a staff member at the front and rear.
Transition time in the schedule: If the walk between the hall and the pitch takes 5 minutes, do not schedule back-to-back sessions that assume instant teleportation. Build in realistic transition time, including time for children to collect water bottles, put on sun cream, or change footwear.
Transition leaders: Assign a specific staff member to lead each transition. This person is responsible for the head count and for maintaining order during the move.

A good schedule is not just a list of activities. It is a choreography of people, spaces, and time that accounts for the messy, unpredictable reality of looking after large numbers of children in multiple locations simultaneously.

Key Takeaways

Identify all fixed points (pool bookings, specialist coaches, meal times) before filling in flexible activity blocks.
Maintain a consistent daily rhythm with alternating activity and rest periods to keep children engaged without overstimulation.
Block specialist sessions into the grid first and build other group rotations around them, using a colour-coded visual planner.
Design specific wet weather alternatives for every outdoor activity and commit to one schedule by 08:30 each morning.
Build realistic transition time into the schedule and enforce head counts before and after every group move between venues.