Camp Policies

Waitlist Policy
When a camp session reaches its maximum capacity, eligible registrants may add their name to a waitlist. Waitlist spaces are limited and may not be available for all sessions. 

Eligible registrants are those who meet the program’s age/grade/level requirements, membership requirements, and any published program prerequisites, consistent with Registration and Customer Cancellation policy. 
 

Standards 

Joining a Waitlist 

• Waitlists are available for select Girl Scouts River Valleys summer camp programs, which will include sleep away camp, day camp, and family camp sessions. 
•  If a waitlist is available, it will appear automatically when registering. 
•  Waitlist spaces are limited and offered on a first-come, first-served basis. 
• A minimum deposit is required to hold a waitlist spot. Waitlist deposits match the standard session deposits outlined in our Registration and Customer Cancellation policy, starting at $5 and increasing for programs with higher fees. 
• Registrants may join a waitlist and register for one backup session if they choose. 
   

Moving Off a Waitlist 

• When a spot becomes available, the next person in line on the waitlist will be registered for the session and notified at the email address on file. 
• Registrants have three business days from the notification date to cancel and receive a refund of their deposit. 
•  If no cancellation is received within three business days, the registration is considered confirmed, and the standard Registration and Customer Cancellation policy applies.  
   

Switching Sessions While on a Waitlist 

• If a registrant is on a waitlist and chooses to move into a different session that has space, 
  cancellation fees will be waived for removing the waitlisted session from their record. 
• Deposit from the waitlisted session will be applied to the new session. 
   

Backup Session Registrations 

In cases where a registrant is enrolled in a backup session while also waitlisted for another session: 

• They may cancel the waitlisted session at any time and receive a refund of their deposit. 
•  If they cancel their backup session, the standard Registration and Customer Cancellation policyapplies unless they are moved into their waitlisted session. In that case, funds from the backup session may be transferred to the waitlisted session. 
   

Closure of Waitlists 

• Waitlists close approximately 30 days before the session start date, or earlier if required for staffing, safety, operational planning, or other reasons. 
• Registrants who remain on the waitlist at that time will be offered the opportunity to register for other open sessions. 
• If registrants choose not to move into any open sessions, they will receive a refund of their deposit. 
• After waitlists close, no additional participants will be added to the session. 

Refunds Related to Waitlists 

These refund rules operate in addition to the existing Registration and Customer Cancellation policy: 
 

Refunds for waitlist deposits will be issued when:  

• The registrant is removed from a waitlist because no space became available before the waitlist closed, and they did not select another offered open session. 
• The registrant is moved off a waitlist into an open session and cancels within three business days of being notified. 
• The registrant cancels their waitlist registration at any time. 
• Girl Scouts River Valleys cancels the waitlisted council program. 

Refunds will not be issued when: 

• The registrant has been moved off a waitlist into an open session and does not cancel within the three business days from the notification date. 
• The registrant cancels their backup session for reasons unrelated to waitlist placement. 
   

Refunds are issued in the same form of payment originally used and may take up to 30 days to process. 

Bathroom and shower facilities are located throughout the camp. Some housing requires an outdoor walk to the nearest location–remember to pack a flashlight. We will let you know the nearest bathroom and shower locations once you are at camp.

We strive to have campers shower at least every other day. Please help teach younger campers to shower or wash their own hair prior to arrival at camp.

We provide private changing spaces in or near our housing areas and at the waterfront for campers who prefer to not change in view of others. All bathing and changing facilities offer individual curtained and/or walled-off stalls to respect and protect camper privacy.

Girl Scouts River Valleys is an equal opportunity employer. Campers may see, encounter and/or be supervised by female, male, and non-binary staff. We ensure male staff members are housed separate from campers.

Today’s parents can rely on consistent contact with their children with smart phones. In order for campers to experience the full benefits of camp, campers are not permitted to have cell phones or any electronic communication device during overnight camp sessions.

Please do not expect photos, texts or phone calls from your child during their time at camp. Our staff are highly trained, and parents can rest assured that we are dedicated to providing the comfort and encouragement campers crave while helping them adjust to their time away from home.

If a camper brings a cell phones or electronic communication device to camp the Camp Director will keep it safe in a Ziplock bag with their name on it and return it at the end of the camper’s stay.

Campers are housed in cabins based on their camp session and age, and campers of any of these gender identities may share a cabin. Our camps are open to girls (including cisgender and transgender girls) and individuals who don’t identify with the gender binary, including those who identify as transgender, non-binary, gender fluid, and gender nonconforming. Our camp forms include an optional field to share your camper’s pronouns and any other details about their needs at camp. At camp we offer staff and campers the opportunity to share their pronouns when introducing themselves if they choose. Feel free to reach out to the Camp Director if you have specific questions.

Girl Scouts River Valleys staff may not receive or accept tips, gifts, or gratuity, monetary or otherwise. To thank staff for a job well done or to provide funds for all youth to go to camp, please consider a donation to River Valleys.

This summer, hundreds of campers will experience their first taste of independence at summer camp. For many, it will also be their first encounter with homesickness, but families don’t have to feel helpless. The best prescription is a simple solution of preparation and patience.

According to a study by Dr. Christopher Thurber, feeling homesick is a normal occurrence at camp. A whopping 83 percent of the campers studied reported homesickness on at least one day of camp. The American Camp Association (ACA) suggests the following tips for families to help their camper prepare for camp:

• Encourage independence throughout the year.
• Discuss what camp will be like before your camper leaves, such as using a flashlight to find the bathroom.
• Remind your camper ahead of time that you will not be able to contact each other via phone during your camper’s stay.
• Contact your camper by sending letters, care packages, and even e-mails while they are at camp.
• Pack a personal item from home, such as a stuffed animal.

Camp directors have extensive experience with homesickness. If you have a concern, voice it to our camp directors before camp, so the staff can provide the best experience for your camper. For many children, camp is a first step toward independence and plays an important role in their growth and development. Other resources for preparing for camp can be found at acacamps.org.

All campers participate in a swimming skills assessment as one of the first activities at camp. This ensures your camper is safe and ready for swim time. Campers will be assigned to swim areas according to their swimming ability. If campers are not comfortable in the water at all or in taking the swim skill assessment, please alert the staff when dropping off your camper.

Everyone is required to wear a life jacket in all boats, regardless of swimming ability. All aquatic activities are supervised by certified lifeguards.

Working with Mother Nature

We are here to support your camper and help them grow. Girl Scouts has over 100 years of experience!  That means we put safety first, and after all, our motto is “be prepared.”

Campers learn weather emergency information and resident campers will have practice drills during their time at camp. In the case of an actual weather emergency we will put the safety of our campers first, which means we won’t be answering phone calls or emails during that time. We will send out updates once normal activity has resumed. If the weather is unusually hot or cold, activities are changed to keep campers safe. Because of the unpredictability of weather, we are unable to guarantee your camper will be able to do all the activities typically offered in a session.

Please remember, during weather alerts, phone lines need to remain open to contact different parts of camp or emergency services; please do not call during severe weather.