Terms, Conditions and FAQs

Registration

What is the early bird discount?

It is a discount program for Specialty Summer Overnight Camping Programs: Adventurers, Voyageurs and Leadership Development Programs (exception is LDP 1). Parents need to apply and pay in full at time of registration and the payment option/discount closes as of midnight on February 1st, 2019. Full price applies after that date.

When can I apply for camp?

November 2018 – Applications open for winter, spring and summer programs: (check your Guide ON Events News for exact date)

February 1st, 2019 - Early bird discount for specialty programs at summer overnight camp; Adventurers, Voyageurs and Leadership Development Programs (exception is LDP 1). Parents need to apply and pay in full at time of registration and the payment option/discount closes as of midnight on

Friday May 10th, 2019 - We suggest that all families apply to our summer camp programs by this date 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.

Are non-Guiding participants welcome at camp?

Yes! 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 How are the rates for camp determined?).

Can campers apply for any program?

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 30th unless stated for specific event (due to activity age requirements)

Birth year

Girl Guide branch level

2007, 2008 or 2009

Guides

2004, 2005 or 2006

Pathfinders

2001, 2002, or 2003

Rangers

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

Birth year

Girl Guide branch level

2013 or 2014

Sparks

2011 or 2012

Brownies

2008, 2009 or 20010

Guides

2005, 2006 or 2007

Pathfinders

2002, 2003, or 2004

Rangers

For program applications, 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 set out in Safe Guide and to meet insurance requirements. Please submit any requests in writing to camping@guidesontario.org.

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

We will send confirmations, receipts and documentation via the primary email address 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.

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.

Will I need to sign permission forms?

Yes, however the majority of signing is done electronically (attestation) 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 and risk 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.

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 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.  Consult our Mom and Me page for full details.


Paying for your Program

How are the rates for camp determined?

We strive to provide fun and enriching camping opportunities, at the most affordable price possible. 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 (joined September in the year before camp) 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, they will be charged the $50.00 (plus HST) fee.

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 1st, 2019 to be eligible for the Early Bird Discount. May 1st, 2019 for all other registrations.
  • Fall programs (operating in September and October): at time of application

How can I pay for camp?

Payments are made by Visa, MasterCard or Visa-Debit through our online application system. We are unable to accept payment by prepaid credit cards. Payment via these methods ensures that we hold the spot for your camper at time of processing (given there is space in your desired program and there are no issues with your application). We will not register campers without payment. Payment must be received and successfully processed before individuals will be enrolled in the camp program.

Payment via cheque, certified cheque or money order can be made, but are not preferred. For payment by cheque or money order, we cannot process your application until this arrives at our office. We will not hold your camper's spot until we have received and processed the payment. Should you have insufficient funds we will charge you a $25 NSF fee.

For these types of payment please make them payable to Girl Guides of Canada, Ontario Council. In the memo field indicate camp registration and name of participant. 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.

When is my camper registered?

It takes approximately 10 days from the time you submit your application until it is processed. When we process your application the following factors are considered:

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

If everything is correct 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. For payment by cheque or money order, we cannot process your application until this arrives at our office.

Payments by credit card 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.

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.

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 2018-2019 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.


Changes and Cancellations

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

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. Please note that the $50.00 deposit is non-refundable.

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.

Camp registrations cannot be transferred to other campers or camps.

For summer programs, the deadline for cancellations with refund (less the $50.00 deposit per program) is May 1st, 2019. 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 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 signed by a doctor. Any requests submitted after the refund deadline, must be received within one week of the start of the camper's program. Please note that the $50.00 deposit is non-refundable

If your camper has broken a limb or suffered a serious injury 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.

When can I change/cancel my transportation options?

We understand that it can be hard to predict your transportation needs ahead of time. Transportation changes can be made up until one month before your camper is scheduled to arrive at camp (based on availability). If you have to cancel a booked bus trip and wish a refund, you must notify camping@guidesontario.org one month before the arrival date. For example, if your child is set to depart on July 1 for camp, changes to transportation must be made before June 1. If you cancel your camper’s bus transportation less than one month before the camper is scheduled to ride the bus no refund will be issued.

Can I add another session or change my program?

Yes! If you would like register your camper for an additional program/session at the same camp in the same season, simply log back into your camping account to submit another application (adding a program/session takes only a moment as you do not have to complete all the forms again). If you are applying to another program at a different camp or in a different season you will have to submit a new application. If you have questions, you can email camping@guidesontario.org.

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 2019 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.

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, including the deposit, (if the program hasn't begun), or if camp is in session, the value of the remaining days at camp.


Special Accommodation

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.

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. 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)
  • Have a valid Police Records Check
  • 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 meals and snacks. 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.

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. Please ensure that you've noted these restrictions clearly on your registration form.

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 meat)
  • 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.

Please feel free to contact us at camping@guidesontario.org if you have any concerns.


Health and Wellness

Medications

If you indicated your camper requires medication, prescribed or over the counter (e.g. vitamins, allergy medication), on the registration form please ensure that you send sufficient quantities for the time they are at camp. No medications will be dispensed unless: the medication is in its original container, the exact dosage is indicated on the container, the label on the medication bears the camper’s name, and the time the medication is to be taken is indicated on the container. If your camper requires regular medication, please ensure that a medication holiday is not scheduled for the time they are at camp.

The staff team supervises all medication. When dropping your camper off at camp or at the bus stop, please give medications directly to a staff member. The medication will be self-administered by the camper under the supervision of the staff team. Medications will be stored in a safe place each day but will travel back and forth with your camper.

If your camper requires a puffer or epi-pen we recommend that you pack a fanny pack with the luggage so that your camper has an easy way of carrying this with them throughout the day at camp.

Illness and Injury

If your camper is experiencing diarrhea, vomiting or a fever, they may not attend camp until they have been symptom-free for 24 hours. If you find yourself in this situation, please contact the Girl Guides of Canada, Ontario Council office at camping@guidesontario.org or 1-877-323-4545 ext 2461.

If a camper (of any age) becomes ill or injured while at camp, they will be monitored by the staff team. If the illness is very severe, we will contact emergency services and then the parent/guardian. If this situation is less severe, we will call a parent/guardian to pick up the camper from camp. If the injury or illness occurs during a time when the camper is at camp with a parent/guardian and that parent/guardian has a vehicle at camp then the parent/guardian will be responsible for taking the camper to the health clinic or hospital in non-emergency situations. Emergency situations will be dealt with by contacting local emergency services.

If your camper is seen by our staff members for routine problems (e.g. skinned knee, sliver, headache, etc.) that do not require a physician referral, we will send a note home at the end of your camper’s stay. The decision to consult you in these situations is determined on a case-by-case basis by our staff.

Note: If the camper has been treated by a physician for an illness or injury within one month of the date of the activity, it is recommended that the Wellness Statement (H.5) is completed and signed by a physician.

Head Lice

Please check for lice a week prior to arrival, then again the day before arrival. Remember that a good thorough check takes 20-30 minutes per person. The head lice fact sheet can help you know what to look for while you do the check.

We will keep our eyes open discreetly for head lice while your camper is at camp. If lice or eggs are detected at camp we will advise parents/guardians. If your camper is found with head lice, it may be requested that they do not attend camp until they have been treated and are completely nit/lice free.

Tick Awareness

Our staff are trained in recognition and removal of ticks with proper tools and storage directions. We provide education to campers in high tick prone areas and provide small mirrors in bathrooms to allow them to self-check. Lime disease cannot be transferred if the tick has been attached for less than 24h. If a tick has become engorged and seems to be attached for more than 24h, medical attention will be sought.

Homesickness

Our business is happy campers! Occasionally, campers may experience feelings of homesickness caused by anxiety about meeting new people or being in an unfamiliar place. Our staff are trained to react with a nurturing approach and will attempt to divert the camper from their feelings of sadness by keeping them very busy.

If you suspect that your camper may be prone to homesickness, you can prepare them in a variety of ways including: visit the camp web-site with your camper, look at photos and help them imagine themselves there, suggest that when they feel sad they should talk to a friend or counselor or get involved in the activity, and explain that going to camp is a big part of growing up and that you're proud of them for being so mature.

Emergencies

In the event of an emergency at camp, all attempts will be made to contact the parent/guardian first, and then if needed, the emergency contact indicated on the registration form. Contact will be made as soon as possible by phone. Please ensure that your contact information and the contact information of your emergency contacts are up to date.

Please contact us at camping@guidesontario.org or 1-877-323-4545 ext 2461 if you need to update any of your contact information.

How are Girl Guides working towards inclusion?

Girl Guides of Canada – Guides du Canada (GGC) recognizes and values the richness of human diversity in its many forms, and therefore strives to ensure environments where girls and women from all walks of life, identities and lived experiences feel a sense of belonging and can participate fully. As such, persons who live their lives as females are welcome and encouraged to participate in Ontario Camping Programs.

For further information please read the GGC Inclusivity and Accessibility information.

Getting Ready for Camp

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 2019, you will have the opportunity to order camp clothing online. You need to pre-order camp wear as items are not available for sale at camp.

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.

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 which will be available on our website by April 2019.


Life at Camp

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 check-in to see how campers are adjusting to camp within the first 48 hours.

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 may involve 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!

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

Are meals included?

  • Yes, in our overnight programs, meals and snacks are provided. This is included in the fee. If a camper gets hungry, a fruit bowl is available at all times of the day. See a sample menu
  • 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).

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.

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, there is no alcohol permitted at these events, nor is alcohol to have been consumed at any time during these events.

There are no illegal substances permitted at the facility nor allowed to be consumed by a girl or adult participant at any time during any provincial camping program.

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 activities completed in Girls First Program Area’s and Themes 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.

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. Every person who wishes to swim at camp must be swim tested at the camp (Health Protection and Promotion Act - Ontario Reg. 503/Recreational Camps)

What chores and duties will my camper be responsible for?

Girl Guide program 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.

Is the Girl Guide uniform required at camp?

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

Will my camper receive a camp crest?

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

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 session ends will be donated to charity.

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