Policies

 

Behaviour Policy

We understand that kids can’t be perfect at all times and we know that sometimes they will mess up and make a mistake. We also know that the unique stressors of an overnight camp can sometimes bring out challenging behaviors and that campers may need help to regulate themselves. Our staff approach all challenging behaviors with curiosity and compassion.

If we notice a pattern of challenging behaviors or those behaviors start negatively impacting the experience of other campers, we follow a 3 stage approach:

  1. When a challenging behavior arises, the camper will have a conversation with a member of our senior staff to explore the underlying reasons. The staff member and camper will make a plan to move forward. If necessary, a parent will be looped in via email to ensure open communication and collaboration.

  2. In cases where the behavior persists despite our efforts, a call home will be made to develop a plan with the parent to best support the camper. Our ultimate goal is to ensure a successful camp experience for all, while also maintaining the well-being and enjoyment of the entire camp community.

  3. In rare occasions, the behavior will continue to negatively affect our camp community. If this happens, we will ask that the camper be picked up early. This has only happened a handful of times in the many years that camp has been in operation. Depending on the behavior, the camper may not be welcome at camp again.

It is important to note that any camper who demonstrates outward violence towards themselves or others will be asked to return home at the discretion of the camp director.

We thank you in advance for helping us keep camp a safe and welcoming environment for all our campers and staff!

 

Care of Facilities and Property

We understand that regular wear and tear and the occasional accident are a normal part of camp life, and we plan for this as part of our programs. Campers are expected to treat Echo Pond’s buildings, furnishings, and equipment with care and respect.

If property damage is determined to be intentional or excessive, we will contact families to discuss next steps. This may include compensation for repair or replacement costs. Examples of intentional or excessive damage include, but are not limited to, ripping paint or drywall from walls, excessive drawing or carving on bunks or walls, or deliberately breaking program equipment.

Our goal is always to address these situations thoughtfully and collaboratively, while ensuring Echo Pond remains a safe, welcoming, and well-cared-for space for all campers.

 

Cell Phones/Electronics

Our camp provides kids with the wonderful experience of being immersed in the natural world for several days. One very important element of this experience is the opportunity to “unplug”, which helps kids connect to nature and develop friendships. The lack of electronics contributes to a magical summer camp atmosphere. This includes cell phones, handheld games, music players, iPads, tablets, etc. Cameras are okay, but Echo Pond is not responsible for them while they are at camp.

We understand that it can be a big step for both parents and children to spend time away from each other. If you need to reach your child, or your child needs to reach you, we have a phone-line available at the Centre. We will always allow children to phone home if they ask!

We know from experience that if even one child brings a phone or electronic device to camp, it can affect the experience of all campers. For this reason, if a child does bring an electronic device to camp, we will store it in a safe place during the duration of their time at camp.

Campers who intentionally sneak phones to camp may be asked not to return for future seasons.

 

Dietary Needs and Allergies

Echo Pond takes all dietary needs and allergies very seriously. All our meals are prepared onsite in our kitchen. We are a tree nut and peanut free zone. We are happy to accommodate dietary needs (vegetarian, lactose free, gluten free, etc.) as long as we have been informed ahead of time.

We do not allow campers to bring their own food or snacks unless it has been discussed with the camp director ahead of time. To keep everyone safe, please do not send food or snacks in their bags. Families are responsible for informing camp about allergies or dietary needs up to a week before their child’s camp session so we can purchase the necessary substitutions.

 

Medications

All medications must be in the original packaging (bottles, blister packs, etc.) with the name of the camper clearly labelled. You will be required to fill out a medication administration form with information about dosage and timings. Medications will be collected at the bus and passed back to parents/guardians at pick up.

Please do not pack any medications in your child’s luggage. This includes vitamins and over-the-counter medications like Advil or Tylenol. Children who require an epipen can keep one on their person at all times.

 

Refund Policy

For regular cancellations, a full refund minus a $25 admin fee will be issued if the spot can be filled by another camper. Therefore the earlier you notify us, the better! It is rare for us not to be able to fill a spot if we have adequate notice.

In the event of a wildfire or other emergency, refunds will not be issued unless the camp is directed to close or Echo Pond determines it is unsafe to continue. If your primary residence is in an evacuation or evacuation preparedness zone on the day camp begins, you may choose to withdraw. In this case, families may opt for a full refund minus the $25 admin fee, transfer to a future session (if space allows), or have the fee applied to a future camp season.

We understand that injuries and unexpected medical situations can arise. If a camper is unable to attend due to a medical issue, we will work with families to find the best possible option. This may include transferring the registration to another session (if space allows), applying the fee to a future camp season, or issuing a partial refund, depending on timing and circumstances.

Once camp has started, no refunds will be issued.

 

Roommate Requests

While we do our best to consider all roommate requests, we can only guarantee that each camper will be placed with one requested friend.

We’ve noticed that more campers are attending in large friend groups. While this is exciting, it does make room assignments more complex. Our priority is to create balanced, safe, and comfortable rooms for everyone. Because of this, we aren’t always able to honor every request within a larger group.

It’s important to note that campers only use their rooms for sleeping and changing. There is plenty of free time throughout the day to spend with friends. Camp is also a wonderful opportunity for campers to build confidence, try something new, and form new connections.

For these reasons, we are unable to respond to emails requesting that campers be placed in rooms with all of their friends. Room lists will not be shared ahead of time and will be provided once campers arrive at camp. Our staff put a great deal of care into room assignments and are always available to support campers through any initial disappointment — an experience that can be a positive part of growing and learning at camp.

 

Scents

Echo Pond strives to be a scent free environment. Many of our campers and staff are scent sensitive and it is important that they are able to enjoy camp as well! Please do not pack heavily scented items such as body spray, lotions, perfume, or essential oils. Regular deodorants or soaps are perfectly fine!

If you are sending spray type bug spray or sunscreen, please remind your child not to use these products indoors.

 

Weather

At Echo Pond we believe that the outdoors can be enjoyed in all sorts of weather! This means that we go outside rain or shine! Our staff closely monitor the weather forecast and radar so they can ensure campers’ safety during wet and windy weather. We also have high quality ponchos (or ducky suits, as they are fondly called) to use in a pinch when it is raining.

 

Whittling and Knives

Whittling is offered as a supervised skill session during Intermediate, Teen, and Leadership camps. Campers are allowed to bring their own knives or borrow a camp knife. All knives are collected at the bus, documented, and kept with the whittling supplies.

After attending a safety session and showing that they can be safe while using a knife, campers will be able to whittle during skill sessions and supervised free time on the deck. Knives are handed back to parents/guardians at pick up.