This SOP sets standards for volunteer housing and base camps operated or led by HSCVS so that responders live and work in conditions that are safe, sanitary, and supportive of mission success.

It covers tents, bunk trailers, dorm-style facilities, leased buildings, hotels, and other group housing managed by HSCVS, including shared operations with emergency management or VOAD partners.

Definitions

• Base camp. A temporary site that provides housing, meals, hygiene, and support services for staff, volunteers, and partner responders.
• Volunteer housing. Any lodging coordinated or controlled by HSCVS for deployed volunteers (e.g., hotels, dorms, church gyms, camp cabins).
• Host employer/site. The organization or site directing daily work; shares responsibility for safe working and living conditions under worker-protection principles.

Common camp types HSCVS may use

• Full-service base camp with tents or bunk units, dining, showers, laundry, and admin trailers.
• “Light” camp using churches or schools for sleeping with portable showers and toilets outside.
• Hotel or dorm blocks managed under HSCVS rules, with housing agreements and nightly rosters.

Site selection criteria

• Adequate space for sleeping, dining, hygiene, staging, admin, parking, and safe egress routes.
• Safe access for buses, vans, and supply trucks without blocking emergency routes or local traffic.
• Ground conditions that minimize flooding, mud, and high-wind exposure; avoid overhead hazards.
• Access to reliable power, potable water, and sewer/septic or approved waste handling.
• Feasibility of securing the perimeter and managing access points.

Layout considerations

• Separate zones for sleeping, dining, showers/toilets, administration, smoking areas, fuel and generators, and waste storage.
• Clearly marked pedestrian paths and vehicle lanes with defined speed limits.
• Emergency exits and muster points labeled and kept clear at all times.
• Adequate lighting in key walkways and common areas while preserving quiet/dark in sleeping zones during quiet hours.

Space and sleeping arrangements

• Follow applicable local and state housing codes; if none apply, provide at least 50 square feet of sleeping space per person in dorm-style rooms when possible.
• No triple-decker bunks; ensure bunks are sturdy with guardrails on upper bunks and stable ladders.
• Provide mattresses or cots in good condition; no one sleeps directly on the floor without a pad.
• Provide some storage options (lockers, bins, shelves) to keep walkways clear and protect personal items.

Temperature and ventilation

• Maintain indoor temperatures within a safe range to prevent heat- and cold-related illnesses.
• Ensure ventilation and openable windows or vents where feasible; avoid stuffy, overcrowded rooms.
• Locate generators and fuel-burning equipment outside and away from sleeping areas; never run them inside enclosed spaces.

Privacy & dignity

• Assign sleeping areas with consideration for gender identity, safety, and cultural norms; provide options beyond binary where possible.
• Establish quiet hours and expectations to maintain a rest-friendly environment.
• Prohibit photography or recording in sleeping and bathroom areas.

Toilets, showers & handwashing

• Provide an adequate number of toilets and handwashing stations based on occupancy and local regulations; if no standard is specified, aim for at least one toilet per 15–20 people and adjust as needed.
• Provide showers for multi-day operations; a common planning reference is one shower per 10–12 people where feasible.
• Ensure toilets and showers are cleaned and restocked with supplies at least daily, or more frequently based on use.

Water & waste

• Ensure potable water is available for drinking, cooking, and hygiene; use approved sources or treatment as required.
• Provide labelled and durable containers for trash and, when appropriate, recycling; empty them regularly to prevent pests and odors.
• Coordinate approved liquid waste and sewage disposal; never allow greywater or sewage to discharge onto the ground or into storm drains without authorization.

Infection control

• Encourage handwashing, respiratory etiquette, and staying “home in camp” if sick; consider masks during outbreaks as local health guidance recommends.
• Identify isolation spaces or alternate housing options for individuals with contagious illness when possible.
• Clean high-touch surfaces (doorknobs, railings, faucet handles, table tops) regularly and after known illness incidents.
• Follow public health instructions if clusters of illness are observed; cooperate with any required reporting or testing.

Food sourcing & preparation

• Use licensed caterers, commissary kitchens, or well-supervised kitchens that meet local health department requirements.
• Ensure basic nutritional adequacy for active responders, with options for common dietary needs (vegetarian, low-sodium, diabetes-friendly, etc.).
• Follow safe food handling practices: maintain food at safe temperatures, avoid cross-contamination, and enforce hand hygiene for food handlers.

Dining operations

• Provide covered eating areas with adequate seating and cleaning between meal periods.
• Coordinate meal times with shift schedules, including early and late meals for night crews.
• Manage lines to prevent crowding and conflict; plan for accessible options for people with mobility limitations.

Contingencies

• Plan for power outages, including how to protect or discard perishable foods.
• Maintain a reserve of shelf-stable meals or MREs in case of catering failure or supply disruptions.
• Monitor for signs of foodborne illness; if suspected, notify health authorities and adjust menus and practices as advised.

Safety program

• Conduct daily safety walk-throughs by the Safety Officer and BCM to identify and correct hazards (trip hazards, blocked exits, overloaded circuits, fuel storage issues, etc.).
• Post and maintain fire extinguishers, smoke/CO detectors where required by code, and clear evacuation routes.
• Train residents on camp safety rules, emergency alarms, and muster point locations.

OSHA and worker protections

• Apply the same expectation of safe housing and working conditions to volunteers and temporary staff as to paid staff.
• Provide orientation on camp hazards (fire, slips, vehicles, weather, violence), required PPE, and how to report unsafe conditions.
• Never retaliate against volunteers or staff who raise safety concerns or report injuries and near-misses.

“What could go wrong” scenarios & mitigations

• Fire in tents or buildings. Enforce no open flames in sleeping areas, use safe power strips, and keep exits clear; conduct drills.
• Vehicle vs pedestrian incidents. Mark pedestrian paths, set low speed limits, and enforce no driving inside camp during quiet hours except for emergency vehicles.
• Heat/cold stress. Provide shade, hydration, warming areas, and monitor for symptoms; rotate tasks and enforce rest breaks.
• Violence, harassment, or abuse. Maintain a zero-tolerance policy, clear reporting pathways, and removal procedures; coordinate with law enforcement and HR when needed.

Transport to and from worksites

• Schedule and post bus/van departure and return times; maintain rosters for each vehicle.
• Ensure drivers are briefed, licensed as required, and aware of routes and muster points.
• Check in each passenger on departure and upon return; follow up promptly on any missing individuals.

Check-in/out

• At arrival, complete registration, assign housing, issue IDs, and provide orientation to camp rules and safety.
• At departure, collect keys/IDs, account for any issued equipment, and mark the person as departed on the roster.
• Encourage a short exit debrief when possible to capture lessons learned and wellbeing concerns.

Accountability in camp

• Maintain daily occupancy counts by tent/room; know who is in camp vs deployed vs off-duty offsite.
• Establish procedures for leaving camp overnight or beyond curfew (who approves, how to document, and how to re-enter).

Base camp living is stressful. HSCVS integrates Behavioral Health & Spiritual Care into housing operations using the BHSC SOP as the primary guide.

• BHSC staff conduct regular rounds, briefings on stress and coping, and make themselves available for confidential 1:1 conversations.
• Identify quiet spaces for decompression and spiritual practices that do not interfere with operations or impose any specific belief.
• Monitor for signs of burnout, depression, substance misuse, or conflict, and escalate concerns appropriately.
• Offer post-incident and post-deployment debriefings and referrals for ongoing support.

Documentation

• Maintain a daily camp log covering occupancy, key events, safety issues, outages, deliveries, and major decisions.
• Document safety inspections, corrective actions, maintenance, and vendor services.
• Retain volunteer waivers, housing agreements, and incident reports in line with HSCVS retention policies.

Incident reporting

• Use standardized forms to report injuries, near-misses, illnesses, conflicts, property damage, and alleged violations of camp rules.
• Immediately notify leadership and, as applicable, insurers and regulators in the event of serious injury, hospitalization, death, or suspected criminal activity.

Liability & compliance

• Verify camp operations align with local building, fire, health, and zoning requirements and with HSCVS insurance conditions.
• Ensure volunteers sign appropriate waivers and acknowledgments that do not waive HSCVS’s duty to provide a reasonably safe environment.

• Plan demobilization criteria early: housing availability, reduced operations, or incident closeout.
• Communicate closure timelines and next steps to all residents, including how travel home or transitions to other housing will be managed.
• Phase down camp capacity while maintaining safety and services until the last night.
• After the last occupants depart, remove structures, equipment, and waste; perform deep cleaning and site repairs as agreed with property owners.
• Conduct a final walk-through with the property owner or authority and document any remaining issues or agreements.