Beyond compliance: Building a culture of safety at camps

As recent legislative developments in Texas bring national attention to camp safety, it’s timely to reflect on what it truly means to create a safe environment for campers and staff. While compliance with regulations is essential, safety at camp must go beyond checklists and mandates — it must be embedded in the culture.

At Church Mutual Insurance Company, S.I. (a stock insurer)¹, we believe proactive risk management is the cornerstone of a thriving camp community. Our work with camps across the country has shown the most resilient organizations are those that treat safety not as a requirement, but as a shared value. Recent events have underscored that safety is a universal responsibility. Every camp, no matter where, must take a fresh look at its preparedness and use this time to reflect, reassess and recommit to safety.

Emergency planning: Prepare for the unexpected

Emergencies at camp can range from natural disasters and medical incidents to behavioral crises or active threats. A robust emergency plan is not just a document—it’s a living system that guides action when seconds count. Camps that prepare for rare events recover faster, and that ability to recover can mean the difference between disruption and resilience.

Key elements of a comprehensive emergency plan include:

• Risk assessment: Identify location-specific hazards such as wildfires, floods, heat waves, severe weather and other environmental conditions. Go further by examining hazards that are less common in your area from tornados to droughts or landslides.
• Evacuation planning: Plans should outline safe routes, transportation logistics, rallying points and accountability systems for staff and campers.
• Scenario-based protocols: Develop tailored response plans for fire, intruders, medical emergencies and more.
• Defined roles and responsibilities: Ensure every staff member knows their role during an emergency.
• Communication strategy: Establish internal and external communication trees, including protocols for notifying parents and emergency responders. Consider using the off-season to prepare draft communications in advance, such as parent notifications, media statements or key talking points.
• Training and drills: Conduct regular, realistic drills using simulations and role-playing.
• Post-incident recovery: Support recovery by addressing both people and operations. Provide debriefing and emotional care and evaluate how to restore camp infrastructure if continued operations are possible.

Explore more in Risk Reduction 101.

Leadership: Safety starts at the top

A strong safety culture starts with leadership. Directors and senior staff must model safe behavior, reinforce expectations and create systems that support accountability.

Leadership strategies include:

• Leading by example.
• Implementing daily safety rituals.
• Champion safety as a cultural value.
• Provide open and consistent communication about the duty of care.
• Empowering staff to make safety decisions.
• Involving campers and families in safety education.

Staff training: Empowering your front line

Camp staff are the first line of defense in any safety situation. Their training directly impacts camper well-being, incident prevention and emergency response.

Best practices for staff training include:

• Pre-season orientation (two to six days depending on camp type).
• Competency-based assessments.
• Ongoing micro-trainings and simulations.
• Peer mentoring and feedback loops.
• Differentiated training for new and returning staff.

Our additional resource, Creating a camp culture that includes safety with seasonal staff emphasizes embedding safety into every stage of the staff experience. It also recommends using storytelling, wellness mentors and recognition programs to reinforce safety values.

To prevent burnout, camps should prioritize staff well-being. Our Prevent Staff Burnout at Camp guide offers strategies like mental health resources, open dialogue and structured downtime.

Communication: Keep everyone informed

Clear communication is essential for both daily operations and emergency response. It builds trust, reduces confusion and ensures swift action.

Internal communication strategies:

• Daily safety briefings.
• Incident reporting systems.
• Visual reminders and signage.
• Safety-focused staff meetings.

External communication strategies:

• Parent updates and acknowledgment forms.
• Coordination with local EMS and law enforcement.
• Prompt reporting to your insurance provider.

Safety is everyone’s responsibility, and we encourage you to empower staff to identify hazards, report concerns and participate in safety committees—creating a culture where every voice matters.

Your insurance partner: More than a policy

Insurance is a vital part of the risk management toolkit, but it’s not just about financial protection. A good insurance partner helps camps identify risks, develop controls and respond effectively.

How Church Mutual® supports camps:

• Customized coverage tailored to your camp’s needs.
• Risk assessments and site inspections.
• Claims advocacy and support.
• Access to training resources, checklists and expert guidance.

Visit our Camp Safety Resources for more tools and insights.

Safety is a shared journey

It’s important to recognize no single strategy is enough on its own. A strong safety culture is built on a layered foundation, combining ACA accreditation standards, local and state regulations, expert guidelines, and resources from FEMA and CISA. A layered approach reflects the width and depth of attention required to create safe environments for campers and staff.

The recently signed Texas legislation is a powerful step forward, but it’s just the beginning. Whether mandated by law or driven by mission, safety must be a shared journey. By investing in emergency planning, staff training, communication and leadership, camps can create environments where children thrive and memories are made safely.

‍

¹Church Mutual is a stock insurer whose policyholders are members of the parent mutual holding company formed on 1/1/20. S.I. = a stock insurer.

The information contained in these materials is intended solely to provide general guidance on topics that may be of interest to you. While we have made reasonable efforts to present accurate and reliable information, Church Mutual Insurance Company, S.I. and its affiliates disclaim all liability for any errors or omissions or for any actions you take or fail to take based on these materials. The information provided may not apply to your particular facts or circumstances; therefore, you should seek professional advice prior to relying on any information that may be found in these materials.