Camp and excursion quotes, with consent built in
A per-student quote the school signs, then a consent form for each family, answered and signed inside the document.
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Camp and excursion providers use QuoteCloud to quote schools per student, with staff places, transport and activities as lines, two school signers and a deposit to hold the dates. Each family then gets a consent document with a Forms block for medical and dietary details, signed by the parent and the student.
A fictional first-year camp quote from Gullyfern Outdoor Education to Hollowmere College: 84 students at $395, $39,644.00 including tax, signed by the business manager and the principal with a $7,928.80 deposit paid. In front, consent forms for three students, each signed by a parent and the student, and a count of 61 of 84 consents signed.
Eighty-four families, one consent each
After the school signs, every family gets its own consent document from one template, with the student's name filled in. Here is where the year group stands, and one family's completed form.
GO-C-0730 · bulk-sent Mon 26 Oct · one copy per student
- Signed by both
- 61
- Opened
- 14
- Sent
- 9
7A17 of 21 signed
7B15 of 21 signed
7C16 of 21 signed
7D13 of 21 signed
- Parent and student signed
- Opened
- Sent
- Mia Lorenzo · 7B, shown here
Sample counts. A copy counts as signed when both the parent and the student have signed.
Consent & medical details
Forms block · BusinessForms block · completed by the parent
- Student
- Mia Lorenzo · 7B
- Parent or guardian
- Daniel Lorenzo
- Emergency contact
- Rosa Lorenzo · 555 0100
- Dietary needs
- NoneVegetarianGluten freeOther
- Medical notes for our first-aid officer
- Mild asthma: puffer in her bag.
- Canoeing and high ropes
- YesNo
- Photos in the school newsletter
- YesNo
Answers stay in this signed document. Your camp process decides who sees them.
Sign the consent
2 of 2 signed
- Daniel LorenzoParent or guardian SignedFri 23 Oct
- Mia LorenzoStudent SignedFri 23 Oct
Certificate of authenticity and audit trail attached
Consent copies are bulk-sent (Essentials and up, volume-based costs); the student's name is a data item. The Forms block is on the Business plan. QuoteCloud sends no reminders: your team follows up the families who haven't signed.
The school's quote, per student and signed twice
The camp is priced per student, with supervising staff at no charge, transport as an option and a high ropes session per student. Quantity editing is on for the student lines, so the school can update its numbers.
The business manager and the principal each sign from their own link, then the deposit is paid to hold the dates.
- Per-student lines the school can change
- Options the school ticks
- Two school signers, then the deposit
Price tables and payments: Essentials and up
Camp quote
First-year camp, Hollowmere College
Three days and two nights at our Gullyfern Creek site from Wednesday 10 March: bushwalking, canoeing and team challenges, all meals and our instructors.
Camp fees
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Program | $33,180 | ||
First-year camp · 3 days, 2 nightsPer student · meals, accommodation, instructors
|
students | $395 | $33,180.00 |
Supervising staff1 per 12 students, no charge
|
7 staff | $0 | $0.00 |
| Options Tick to add | |||
| 1 trip | $2,860 | $2,860.00 | |
| students | $28 | $2,352.00 | |
Quantity editing is on for the lines with − and +: the client changes each one.
- Subtotal
- $36,040.00
- Tax (10%)
- $3,604.00
- Total
- $39,644.00
- Deposit to hold the dates, paid on signing (20%)
- $7,928.80
Accept, sign and pay the deposit
2 of 2 signed
- Karen HoltBusiness manager SignedThu 22 Oct
- Dr Anika RowePrincipal SignedFri 23 Oct
Deposit to hold the dates, paid on signing (20%)
$7,928.80
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
What to ask families in the consent form
Fields camp and excursion providers commonly include. Your own risk and medical processes decide the rest.
Student and class
Filled in as data items when each copy is created.
Emergency contact
Name and number for the days away.
Dietary needs
A choice field, plus 'Other' with room to explain.
Medical notes
A long-answer field for your first-aid officer.
Activities
Yes / No for canoeing, high ropes and other activities.
Photo permission
Yes / No, adapted from the photo release template.
Send your next camp quote and consents from QuoteCloud
Free for 14 days, no credit card required.
Answers on to your camp list
When a family submits the form, QuoteCloud's Zapier trigger Form Submitted on Document can add a row to your camp list and email the medical notes to your first-aid officer.
You decide where the answers go and who sees them. The signed consent stays in QuoteCloud with the answers beside both signatures.
- Form Submitted on Document trigger
- Your sheet, your email, your rules
- Through Zapier, Make or the API
Zapier, Make and the API: Essentials and up
LMS, CRM & accounting integrationsWhen a family submits the consent form
- QC Trigger · QuoteCloudForm Submitted on DocumentGO-C-0730-27 · Mia Lorenzo
- GS Action · Google SheetsCreate spreadsheet rowCamp list: student, dietary needs, activities, photo permission
- Em Action · Email by ZapierSend outbound emailMedical notes to your first-aid officer only
Illustrative zap. QuoteCloud's Zapier trigger is real; where the answers go, and who sees them, is your own setup.
Camp and excursion quote questions, answered
How do we quote a school camp per student?
Put the program on a price-table line with the number of students as the quantity and the price per student as the rate, with staff places, transport and activities as further lines. Switch on quantity editing so the school can update its numbers, then it signs and pays a deposit online.
Can parents complete a consent form inside the document?
Yes, on the Business plan. A Forms block collects the parent's answers, such as emergency contact, dietary needs, medical notes and activity permissions, inside the consent document, and the answers stay beside the signatures.
Can the parent and the student both sign?
Yes. Add both as signers, each with their own signature block and link. They can sign at different times, on any device, without an account. eSignatures are on every plan.
How do we send a consent to every family?
Bulk-send one consent template, from the Essentials plan, so each family gets its own copy with the student's name as a data item. You see each copy's status and follow up the families who haven't signed. Bulk send has volume-based costs.
Does QuoteCloud remind families or upload a class list?
No. QuoteCloud doesn't send reminders or import a participant list into a document; your team follows up and each family's copy is created when you send it. It also isn't a student records or medical compliance system.
Can families pay for the camp too?
If each family pays you directly, send each family its own document with a price table and payment on signing, from the Essentials plan. When the school pays, the school's quote takes the deposit.
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The school signed, every family consented
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