Frequent questions about camper applications

Registration
When do I need to apply for camp?
Are only Girl Guide members welcome at camp?
Which level of program can my camper apply for?
How will I know that my camper has been registered for camp?
Is my and my family’s personal information protected?
Will I need to sign permission forms?
Can I bring an additional camper to a Mom & Me program?

Paying for your Program
Do you offer an Early Bird Discount?
How are the rates for camp determined?
When are camp payments due?
How can I pay for camp?
When is my camper registered?
What if my cheque or payment is returned?
Can I apply for financial assistance (Campership)?

Charges & Cancellations
I need to cancel my camp application. How can I get a refund?
Can I add another session or change my program?
What happens if a camp session is cancelled by Girl Guides of Canada, Ontario Council?

Special Accommodation
Can my camper be in the same room or tent as her friend?
My camper needs additional support. Can you accommodate her?
Can you accommodate my camper’s allergy or dietary concern?

Getting Ready for Camp
Is there camp clothing available for purchase?
Will my camper need to bring money?
What pre-arrival information will my camper and I need to review?

Life at Camp
How do you deliver a great camp experience?
What are the ratios for camper supervision?
Are meals included?
Is laundry service provided at camp?
What are the expectations of participation for my camper?
How do we incorporate Girl Guide programming and badges into camp life?
Will my camper need to complete a swim or boat test to do some of the camp activities?
What chores and duties will my camper be responsible for?
Is the Girl Guide uniform required at camp?
Will my camper receive a camp crest?
How can I retrieve my campers lost items?

Registration

Question: When do I need to apply for camp?

Every year, we aim to open our camp applications as soon as possible. Please see the timeline for 2017 applications below:

  • Winter programs: December 2016/January 2017
  • Spring programs: TBD
  • Summer programs: December 2016/January 2017
  • Fall programs: TBD

For some of our specialty summer camp programs, we will be offering an Early Bird Registration discount for 2017. In order to be eligible for the early bird discount, campers must apply to their program and complete payment in full by Tuesday February 21, 2017.

We suggest that all families apply to our summer camp programs by Tuesday May 16, 2017 for the best chance of attending your desired camp. Some applications may be accepted after this date, but space in camp programs will be extremely limited.

Question: Are only Girl Guide members welcome at camp?

You do not need to be a member of Girl Guides of Canada (GGC) in order to attend one of our camp programs! We encourage any girl, parent, guardian or family member to join us at camp. Please note – non-members are required to pay a small fee to attend our camps (see more information below).

Question: Which level of program can my camper apply for?

We determine which programs campers can participate in based on our Guiding age-branches, listed in the charts below. Girl Guide branch levels are determined by the camper’s birth year.

For programs running from January 1-June 30, like March Break Camp or Spring Canoe Trips

Birth year Girl Guide branch level
2010 or 2011 Sparks
2008 or 2009 Brownies
2005, 2006 or 2007 Guides
2002, 2003 or 2004 Pathfinders
1999, 2000, or 2001 Rangers
                

For programs running from July 1-December 31, like Summer Day Camp or Summer Overnight Camp

Birth year Girl Guide branch level
2011 or 2012 Sparks
2009 or 2010 Brownies
2006, 2007 or 2008 Guides
2003, 2004 or 2005 Pathfinders
2000, 2001, or 2002 Rangers

For program application, we will always give first priority to campers who fit the branch level. However, if requested and if it's appropriate, we may consider allowing campers outside of the age-range to apply to participate in a program. For Summer Overnight Programs, these requests will not be considered until after the payment deadline. There may be some programs which don’t have any exceptions, due to minimum age requirements to meet insurance requirements. Please submit any requests in writing to camping@guidesontario.org.

Question: How will I know that my camper has been registered for camp?

We will send confirmations, receipts and documentation via the email addresses provided on the application form. Given that your camper has been successfully registered in the desired program, you can expect to receive a confirmation within 10 business days. If we are unable to register your camper, we will contact you within 10 business days. If you do not receive any communications from us regarding your camp application within this time frame, please email camping@guidesontario.org. or call 1-877-323-4545 ext. 2461 to check the status of your application.

Question: Is our personal information protected?

We protect and respect your privacy. Your personal information will be used only within our organization. We do not provide or sell this information outside our organization. For further information see the Girl Guides of Canada Privacy Statement.

Question: Will I need to sign permission forms?

Yes, however the majority of signing is done electronically during the application process. The camping programs fall outside what Girl Guides of Canada considers to be a regular unit activity. By submitting an online application for one of our camping programs, you are agreeing that you have reviewed the program's Activity Plan (SG.1) and have agreed to the program's possible risks, and have agreed to the Expectations of Participation. The online application form includes details regarding those risks as well as the organization's safety management practices. For some programs there are waivers from third party service providers (e.g. horseback riding) which will require an actual signature. After completion, these can be scanned and provided back to us via email.

Question: Can I bring an additional camper to a Mom & Me program?

The Mom & Me programs are designed for one female adult and one female camper. The main camper must be within the age or branch range of the program as advertised. If the attending adult wants to bring along some additional children, the additional children must be within the age criteria for the Mom & Me camp program. Requests for exceptions to the age range must be submitted to camping@guidesontario.org. We will permit a maximum of two additional female children, per adult. This means that an adult may have up to three children with her total: the girl registered for the program plus two additional children. Some exceptions to the age limit may be made to the age group if an additional child is an infant (under 1 year). No exceptions will be made to the maximum number of children per adult.

Paying for your Program

Question: Do you offer an Early Bird Discount?

For some of our specialty summer camp programs in 2017, we will be offering an Early Bird Registration discount! In order to be eligible for the Early Bird Discount, campers must apply to their camp program by Tuesday February 21, 2017 and pay in full at the time of application. If applying for Campership, the deposit and remaining payment must be completed in full by the February 21 deadline in order to receive the discount.

Programs eligible for an Early Bird Discount include: Arts Adventurers, Photography Adventurers, Ropes & Walls Adventurers, Surf & Sail Adventurers, Waterfront Adventurers, Wilderness Adventurers, Leadership Development Programs (excluding LDP1) and Canoe Voyageur programs.

Question: How are the rates for camp determined?

We strive to provide camping opportunities at the most affordable price possible, while still providing fun and enriching programs. We budget our camp fees in order to allow us to provide exciting programming carried out by qualified staff. For our overnight programs, the fees cover all meals, snacks and even treats like Tuck! Prices may vary depending on the type of activities offered in a specific program or amenities available at a certain camp property.

Each program is advertised with its camp fee. Current members of Girl Guides of Canada receive a member discount that is built into the camp fee already. The posted rates are the current member rates.

Unless otherwise advertised, non-members pay a one-time non member annual fee which caps at $50.00 (plus HST). The non-member fee is $25.00 + HST (for programs running 5 days or less including arrival and departure days) or $50.00 + HST (for programs running 6 days or more including arrival and departure days). If your non-member camper registers for two 5-day programs, (s)he will be charged the $50.00 (plus HST) fee.

Question: When are camp payments due?

Camp payments are due in full by:

  • Winter programs (operating in January-March): at the time of application
  • Spring programs (operating in April-June): at the time of application
  • Summer programs (operating in July-August): February 21, 2017 for the Early Bird Discount. April 26, 2017 for all other registrations.
  • Fall programs (operating in September and October): at time of application

Question: How can I pay for camp?

We can accept payment for our camping programs through Visa & MasterCard. Using Visa or MasterCard to complete payment is most efficient because it will ensure we hold the spot for your camper at the time of processing (given that there is space in your desired program and there are no issues with your application).

We also accept payment via cheque or money order. If you opt to pay via cheque or money order, please mail your payment(s) to:
Girl Guides of Canada, Ontario Council
180 Duncan Mill Rd, Suite 100
Toronto, ON M3B 1Z6
ATTN: Finance/Camping

We cannot accept payment via unit bank transfer or e-transfer.

We will not register campers without payment. See below for more information.

Question: When is my camper registered?

It takes approximately 10 days from the time you submit your application until it is processed. Once we begin to process your application, given that…

  • There is space in your desired program
  • There are no issues with your application (i.e. missing information)
  • You have provided payment (deposit or full balance, dependent on when you apply)

…we will register your camper in their program. Payment must be received and successfully processed before individuals will be enrolled in the camp program. We cannot hold your camper's spot until we have received payment.

Payments are processed immediately at the time of application. Please note that this is not a confirmation that your camper has been accepted to a program, but it is a confirmation that your application is in line to be processed. Should we be unable to accommodate your request, we will be in touch with you within 10 business days, and a full refund will be issued.

Question: What if my cheque or payment is returned?

In the event that a cheque or payment is returned due to insufficient funds, stop payment, etc., you will be charged a $25 fee in addition to the camp program fees. Your banking institution may also charge you a fee for a returned cheque. Your camper will not be able to attend their program until all fees are paid in full.

Question: Can I apply for financial assistance (Campership)?

We want every girl to be able to participate in camp regardless of their financial situation. Our financial assistance program is called Campership. If the camper is a registered member of Girl Guides of Canada, Ontario Council for the 2016-2017 Guiding year, she may be eligible to apply for Campership. Learn about our Campership program, policies and application process.

Our Campership funds are limited. In order for the best chance at receiving Campership, be sure to apply early. We do not guarantee subsidy for all applicants.

Charges & Cancellations

Question: I need to cancel my camp application. How can I get a refund?

We are sorry to hear you can no longer join us at camp. We do understand that the unexpected comes up and plans need to be re-arranged. We can process refunds, as long as the full payment due date (listed above) has not passed.

For spring, fall and winter programs, since full payment is due at the time of application, refunds cannot be processed. Please read below for exceptions.

For summer programs, the deadline for cancellations with refund (less the $50.00 deposit per program) is April 26, 2017. If you cancel an application before the full payment due date, you will receive a refund, less your $50.00 non-refundable deposit.

If you cancel a program or transportation after the refund deadline, you will not be eligible for a refund, unless the cancellation is due to a severe situation which excludes participation (e.g. illness, death in the family), please submit any refund requests via email to camping@guidesontario.org. If it is related to illness, it must be accompanied by a medical note. Any requests submitted after the refund deadline, must be received within one week of the start of the camper's program.

If your camper has broken a limb before her program, please contact us (at camping@guidesontario.org or 1-877-323-4545 ext. 2461) to provide more information. We will put you in touch with the Camp Director to determine if/how we may be able to accommodate your camper.

Please note – camp registrations cannot be transferred to other campers.

Question: Can I add another session or change my program?

Yes! If you would like register your camper for an additional session in the same calendar year, it may not be necessary for you to complete a second application form. Simply log back into your camping account to submit another application.

If you wish to switch your program or session dates, as long as there is space in your preferred program, you are welcome to switch to another 2017 program or session that occurs within the same season at any time. Please email camping@guidesontario.org. or call 1-877-323-4545 ext. 2461 to make a change request or for more information. Please note that each change will be subject to a $25.00 + HST administration fee.

Question: What happens if a camp session is cancelled by Girl Guides of Canada, Ontario Council?

Occasionally, we need to change or cancel a camp program due to low enrollment or other unforeseen circumstances. Wherever possible, we will try to accommodate your camper by transferring them into another suitable program. If this is not possible, we will refund your family for the full program cost (if the program hasn't begun), or the value of the remaining days at camp.

Special Accommodation

Question: Can my camper be in the same room or tent as her friend?

We do our best to take camper bunks requests into consideration. When filling out your camp application, you will be given an opportunity to make bunk requests, listing the people your camper would like to be grouped with when at camp. Campers must be registered at the same camp in the same program, the same session, and be in the same age branch (see above). If they do not apply for the same program session at the same camp, we will not be able to consider placing them together. It is the responsibility of the parents or guardians of the campers to work together to determine if their campers have applied to the same program.

It is important to note that as per the Girl Guides of Canada Privacy Statement, we are unable to share information about a camper's application with anyone other than the parents or guardians listed on the application form.

Question: My camper needs additional support. Can you accommodate her?

Often, if a camper requires extra assistance at school then they often need extra assistance at camp to be successful in our community as well. Our camps aren't typically set up with enough staff members to provide care beyond our Girl Guide ratios, except during some summer overnight camp programs (see below). If you feel that your camper may require extra assistance or our Camp Director or designate identifies the need, the parent or guardian is responsible for providing a person to support the camper. This support person must be:

  • Female
  • Aged 18 years or older
  • Can communicate with our camp staff verbally in English (in case of emergency or express the needs of the camper they are supporting)
  • Be available during the entire time the camper is participating in camp (including during transportation of the camper)

We will provide complimentary busing for this support person if the camper is paying to take one of our buses to or from camp. We will also absorb any expenses related to snacks or excursions for this individual. If you are unable to find a support person for your camper, we will refund the pro-rated portion of your application without any penalty, as your camper may not be able to remain as a participant in our program.

Adelaide, Doe Lake and Wyoka’s summer overnight camp programs can provide additional care for some campers that require additional assistance, during the months of July and August. This program is called Open Window and there is an additional fee for this support. When completing your application online, please choose the camp program (e.g., Explorers) and then, in addition, choose the Open Window program. Due to the high demand we have for this program, campers will be eligible to apply for up to two weeks of camp each summer. Please email camping@guidesontario.org or call 1-877-323-4545 ext. 2461 for details. We don’t have support staff to offer these services in any other season or at any other camp.

Question: Can you accommodate my camper’s allergy or dietary concern?

Most often we can accommodate allergies or dietary concerns. However, this should be considered a team effort between the camper, camper’s family and our camp staff. As the camper and camper’s family are most familiar with the allergy or dietary concerns, we will need this family support at most of our camps, to share their knowledge of products with our camp staff.

Some basic specialized diets can be accommodated at our camps in most programs without any extra support required from a family or camper. This includes:

  • Vegetarian diets (e.g. we can provide meals and food products without animal content)
  • Non-severe lactose intolerance (e.g. we can provide lactose-free milk, but we would rely on campers to use lactose tablets to be able to eat the majority of food we provide)
  • Peanut or nut anaphylactic allergies
  • Shellfish allergies

In addition, we offer a peanut and nut aware community. We don't purchase anything with nut or peanut products, however some labels of products we do use state, "this product may contain...". We will always keep labels around to help keep campers informed on our products and can provide substitutions as necessary.

We require some support from the family for the following allergies or dietary concerns:

  • Gluten-free diets
  • Vegan diets
  • Diabetes
  • Dairy, egg or soy allergies (e.g. which would require the elimination of all egg or dairy products from all food we provide)
  • Anaphylaxis to any dietary product other than peanuts or nuts
  • Dietary preferences, examples: high-protein diets, low-fat products, raw food diets

Any modifications or supplementary meals and snacks provided must not have nuts or peanuts in them. For example, for a milk allergy, please do not substitute almond milk.

We may also require families or adult participants to help us prepare the meals for these dietary restrictions, allergies or concerns. Female adults are welcome to come as volunteers (through our official volunteer process) to help modify these diets while at camp.

If a dietary limitation is stated on an application, we will reach out to families two weeks before camp starts to discuss the menu and alternatives if the camper has dietary restrictions which we need assistance to support.

Please note that our summer programs at Doe Lake don’t require the same level of modification as we do at other camps, as we hire a professional catering company to operate our food services there. If you or your camper are concerned about any dietary restrictions being supported, then Doe Lake is your best choice of camps. Our caterer has a list of ingredient replacements that can be made.

Getting Ready for Camp

Question: Is there camp clothing available for purchase?

Camp clothing and accessories will be available for purchase online only; nothing will be available for sale at camp. In early 2017, you will have the opportunity to order camp clothing online.

Check out our camp wear page and pre-order camp clothes.

Question: Will my camper need to bring money?

There is no need to send money to camp for tuck shop. We work treats into our menu and programming, and the cost for these treats are already built into the program fee. Camp clothes are not available for sale at camp.

Question: What pre-arrival information will my camper and I need to review?

Everything you need to know about your campers program can be found in our Parent and Camper Handbook.

Life at Camp

Question: How do you deliver a great camp experience?

Generations of Girl Guides of Canada campers relish the memory of their time at camp. We use our Girl Guide values within our camping programs to encourage positive interactions amongst campers and we enforce the Summer Camps' Expectations of Participation for all of our programs

Our staff foster an environment where campers are living our values in daily camp life and having fun, while ensuring their safety and comfort. During summer camp, our staff facilitate a one-on-one 48-hour check-in to see how campers are adjusting to camp. Additionally, campers complete journal entries daily as a way to directly keep our staff updated on their personal camp experience.

Our staff members are not just trained to be energetic, friendly and caring – it is who they are. Your camper's safety and health in our fun-filled environment is our biggest concern! We take a very holistic approach on a camper's wellness at camp. We hire staff members who are trained and qualified in first aid. Under the leadership and supervision of our camp director team(s), we ensure each staff member knows how to react if a child is hurt, ill, requires medication, or just seeming "not quite themselves". Further to that, we train our staff to be pro-active about risk management, safety, and potential harm with the buildings we live in, the areas where we play, or the programs which we operate. All staff members are ambassadors of safety and qualified for the job that they are doing!

We train our staff to address bullying in girls, which often involves excluding each other in addition to what is traditionally thought of as bullying such as hitting, threatening and name calling. We have many tips and tricks to avoid bullying, but if it does happen we're ready to ensure that comfort and safety are quickly restored. Please encourage your camper to speak to her staff member if she sees any behaviour she is concerned about.

Each camp is home to a core staff team who spend the whole camp season at the same location. In addition, specialized counsellors are parachuted to camp to deliver specific programs in their area of expertise. All of our staff members go through extensive training and screening and are qualified for the role they take on. Staff members are trained for a week prior to any camper arrival so they know how to react in stressful situations, whether it involves something physical or emotional with a camper. Check out information on joining the Summer Camps staff team!

Question: What are the ratios for camper supervision?

Our camper-to-staff ratios are as follows:

Staff:Camper ratio Girl Guide branch level
1:5 Sparks
1:5 Brownies
1:7 Guides
1:7 Pathfinders
1:15 Rangers
                             

View the age ranges for our branch levels

Question: Are meals included?

  • Yes, in our overnight programs, meals and snacks provided. This is included in the fee. If a camper gets hungry, a fruit bowl is available at all times of the day.
  • In our day programs, campers bring their own meals and snacks unless we've indicated certain days or times they are provided (for example, at Summer Day Camp, dinner will be provided for all campers every Thursday during their evening program).

Question: Is laundry service provided at camp?

All campers staying for two weeks in a row or more will have access to laundry services. We will provide laundry soap and dryer sheets. Our staff will help campers to do their own laundry at a scheduled time.

Campers at any length of program who require special laundry due to accidents (e.g. bedwetting, menstruation) will have their laundry discreetly done for them.

Question: What are the expectations of participation for my camper?

The Expectations of Participation are the expected behaviour of any camper in a provincial camping program. Participants are expected to conduct themselves in a safe manner and to abide by the Girl Guides of Canada Safe Guide procedures and Code of Conduct.

Our Camp Directors reserve the right to terminate the participation of any camper when it is deemed to be in the best interest of the camper or the camp and/or the camper is acting in conflict with our Expectations of Participation. If a camper is sent home due to a breach of the Expectations of Participation or Code of Conduct, then there is no refund for any part of the camp fee. By applying for camp, you, as a parent or guardian, agree to provide a complete and accurate health history and permit your camper to participate in the full range of camp activities except what has been discussed and mutually agreed upon prior to the first day of camp. As outlined in the Expectations of Participation, we do not allow any alcohol to be part of our Adult Skills, Family Camp or Mom & Me programs.

Question: How do we incorporate Girl Guide programming and badges into camp life?

Our camp programs are based on the Girl Guide program for each branch of Guiding. Campers will receive a badge brochure which outlines all partial and completed programs at the end of their camp stay. The pages in these brochures should be forwarded to your campers’ Unit Guider in the fall. The Unit Guider is responsible for providing any badges for the girls. We don’t provide badges at camp. Please note, we do not keep copies of your campers’ badge brochure; it is her responsibility to look after it.

Question: Will my camper need to complete a swim or boat test to do some of the camp activities?

Yes. We will facilitate swim and boat tests for provincial camping programs, weather permitting. If campers do not pass the swim test, they will swim with a PFD.

Question: What chores and duties will my camper be responsible for?

Our Girl Guide Mission statement encourages girls to be responsible. Part of being responsible is contributing to Summer Camps’ community living. This includes helping with duties and tasks that help keep our camps safe and clean. Campers will be responsible for keeping track of their own items, keeping their own space tidy, hanging out wet items, putting away dry items, and putting away program equipment. Staff members will always be available to assist and remind.

Additionally, the girls will contribute to responsibilities such as: table setting, sweeping, vacuuming, wiping down tables, tidying clothes lines, collecting firewood or washing dishes. Your camper will be supervised during these times. These responsibilities will not account for more than 20 minutes each day. Tasks will be assigned using a schedule to be fair to all the members of our community. Ages and abilities will be considered when assigning tasks.

Question: Is the Girl Guide uniform required at camp?

No, the Girl Guide uniform is not required for campers at any of our camps.

Question: Will my camper receive a camp crest?

All attending campers will be provided with a crest to celebrate their time at camp.

Question: How can I retrieve my campers lost items?

Although we try to take good care to remind campers to keep track of their belongings, occasionally an item or two misses going home with its owner. If labelled items are found at camp, all attempts will be made to contact the family to reunite owners with lost items.

If you have noticed something was lost during your camper’s stay, contact the camp directly or email camping@guidesontario.org. If an item was found at camp, we can make arrangements for pickup (free from camp during summer operation, a camp bus stop, or the Toronto office) or delivery to a home address at the expense of the family. Should prescribed medicine be left behind at camp we will contact you immediately for shipping details. Items left over at camp and unclaimed 4 weeks after the camp program ends will be donated to charity.

30/05/2017 8:54:43 AM