Summer Sports Camps: Safety Checklist And Insurance

As summer kicks into gear, youth athletes across the country are packing their bags for sports camps—whether they’re hitting home runs at baseball camp, practicing spikes at volleyball camp, or participating in multi-sport programs hosted by recreation departments or universities. While most camps are commuter-based, a growing number of residential (overnight) camps introduce new dimensions of excitement—and heightened risk.

Whether your camp focuses on cheerleading, soccer, tennis, football, or any other sport, one truth applies across the board: summer sports camps carry real liability exposures that must be addressed with proper planning and insurance.

Here’s what camp organizers, coaches, and facility owners need to know to keep athletes safe and organizations protected.

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Top Risk Areas for Youth Sports Camps

1. Injuries from Play and Training

• Require pre-camp health screenings and medical release forms
• Maintain adequate supervisor-to-participant ratios
• Use experienced coaches with certifications
• Mandate daily warm-up, hydration, and cool-down routines
• Monitor athletes for signs of fatigue and encourage early reporting
• Require mandatory concussion training for all administrators and coaches
• Follow all concussion protocols, including identification, removal, medical evaluation, and return to play
• Keep athletic trainers on-site with emergency protocols in place

2. Sex Abuse & Molestation (SAM)

• Comply with the federal Safe Sport Act, including educational awareness training and written policies and procedures
• Conduct background checks and abuse prevention training for all staff and volunteers
• Enforce the “Rule of Two” (no one-on-one adult/minor interactions)
• Clearly define boundaries and overnight supervision protocols
• Use SAM insurance coverage to meet rising facility requirements and protect against claims

3. Transportation & Auto Liability

• Avoid the use of 15-passenger vans due to their higher tip-over propensity.
• Use school buses instead with CDL-licensed drivers.
• Outsource the driving to charter bus companies
• Secure Non-Owned and Hired Auto Liability Insurance
• Prohibit personal vehicle use for official camp duties unless insured and approved
• Require acceptable MVRs of drivers and maintain trip logs

4. Heat Illness & Dehydration

• Use Wet Bulb Globe Temperature (WBGT) to assist with decisions on activity cancellation and postponement.
• Build rest and water breaks into all practice schedules
• Provide shaded rest areas and cooling stations
• Train staff to recognize early signs of heat-related illness
• Enforce policies on light clothing, sunscreen use, and modified activity on hot days
• Have a cold water immersion tub, water, and ice readily available.
• If a heat stroke is suspected, simultaneously start cold water immersion while EMS is called.

5. Lightning & Severe Weather

• Use a weather tracking app and designate a safety officer to monitor conditions
• Enforce the 30/30 rule: stop all activities if thunder is heard within 30 seconds of lightning and wait 30 minutes after the last thunderclap to resume
• Establish evacuation plans for outdoor fields and courts
• Train staff on where to shelter participants safely during storms, such as fully enclosed buildings and vehicles

6. Swimming Pool & Off-Hours Recreational Risks

• Restrict access to aquatic facilities outside of supervised hours
• Require certified lifeguards for all swim periods—no exceptions
• Mark pool rules and enforce buddy systems
• Lock gates and limit access during non-use hours to prevent unsupervised entry

7. Facility And Equipment Hazards

• Walk through and document facility inspections before camp starts
• Promptly repair or report unsafe field conditions, equipment, or surfaces
• Only use up-to-date equipment that has been recertified according to the manufacturer’s specifications.
• Inspect equipment for defects before each use.
• Maintain signed waivers and participant agreements on file for both youth and adults

8. Contractual Transfer And Insurance

• Waiver/Release agreements for youth participants and adult staff
• Carry adequate high-limit insurance, including:
  • General Liability
  • Participant Accident
  • Sex Abuse & Molestation
  • Non-Owned and Hired Auto Liability

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Why Insurance Matters More Than Ever

• General Liability Insurance with limits ranging from $1M to $5M or more
• Participant Accident Insurance with limits ranging from $25,000 to $100,000 or more
• Sex Abuse & Molestation (SAM) Coverage
• Non-Owned and Hired Auto Liability Insurance
• Instant Online Quote / Pay / Printing of coverage docs and proof of coverage certificates for facility owners in most cases.
• 24/7 certificate self-issuance in most cases.
• Best in Industry Free Risk Management Tools and Training Resources, including sex abuse, concussion, sudden cardiac arrest, lightning safety, use of autos, heat illness, etc.
• Single source all-inclusive risk management template for current Sadler clients – just tweak to meet your needs, formally adopt, and distribute to your coaches and staff, and get their sign-off that they have reviewed and will comply.

Cover All Sports, Cover All Bases