Policies and Procedures
Your Neighbourhood Camp's policies on payments, discounts, payment plans, cancellations, refunds, nut free policies and expulsions.
Non Refundable Administration Fee
$50 per child per week/day camp session is added within our weekly cost. When booking online the full amount must be paid at the time of registration. This is required to secure a session space at the time of registration. This fee is not in addition to the fees and will go towards the overall payment for the session you are registering for. The fee will be held only when rescheduling or cancelling your session.
Day Camp Payment: All day camp days must be paid in full at the time of registration unless otherwise arranged with the camp administrator.
Payment Options
All registrations on our website are processed through credit card, Apple Pay or Afterpay. All credit card payments must be made online at yourneighbourhoodcamp.ca all registrations made online must be paid in full at the time of registration, see payment plans below.
Payment Plans
If you require a payment plan please read our policies first, then send an email requesting a payment plan to admin@yourneighbourhoodcamp.com with your child’s name, age and dates that you wish to register for as well as a phone number you can be reached at. A staff member will get back to you to discuss and set up your payment plan. *payments need to be made in full 30 days prior to the beginning of your camp.
Currently, we have Afterpay set up for our week long camps, not our one day camps. This is a third party payment option for your convenience to help make our camp financially accessible.
Payment Plan Policy
A deposit is required for each camper/session as outlined above upon registration to secure their spot in camp. Remaining fees are due in three equal payments and must be paid in full by 30 days prior to any week-long camp and will be accepted by postdated invoice only. All postdated invoices will be created at the time of registration and discussed with you prior via email. Payments must be paid in full on the date scheduled. Any deviation from this payment policy MUST be confirmed in writing with the camp administrator and agreed to by both parties.
Discounts/Sales
Your Neighbourhood Camp Inc. strives to keep our costs low to offer affordable and inclusive camp for everyone. Discount codes can only be used at the time of purchase and cannot be redeemed after registration. They will be monitored for validity regarding our sibling discount. Siblings must be registered under the same address and contacts. Any sales we do offer will only be available during the specified time period and not applicable to past purchases.
Late/Denied Payments
Day camp fees that are still outstanding or invoices that are not paid (without prior discussion with the administrator) will result in the camper's registration being cancelled and entry to the camp being denied on arrival day. All previous deposits and payments will be held without a refund. Payment will NOT be accepted on arrival day. In this case, all deposits and payments made previously will not be refunded.
Camp Late Fees
Drop off is 9:00 am pick up 3:30pm daily, we have staff on site from 8:45am until 4:00pm daily. It is important that you are on time for pick up and drop off as we will be waiting outdoors until all children are picked up or dropped off. Unless previously organized with our before and after care program there will be no acceptance for late pick up and late fee will be charged. To organize before and after care please contact us by email admin@yourneighbourhoodcamp.com. We have limited space in before and after care programs. If you register your child for camp before setting up before or after care and our program is full or non operational you will not be refunded the registration fee. Please assure you have set up your schedule before booking camp. A fee will be charged for any child not picked up before the camp closing time. This charge shall be a late fee at the rate of $5 per 5 mins paid with cash directly to the attending staff. Pick up fees will accrue after 3:45 daily by 5 minute increments. Fees for late pick-up are payable within one business day; if not paid, the child will not be readmitted any of our programs.
Cancellations & Refunds
We recognize that sometimes plans change, and you must withdraw your child from camp. Cancellations or changes to registrations must be received in writing and are subject to the following:
• 30 business days before any PA Day or week-long camp
• A full refund will be granted less the non refundable administration fee of $50 (as outlined above) per session per camper
• Cancellations made within 30 business days of any camp will result in complete forfeiture of all camp fees unless discussed and agreed upon with the administrator in special circumstances only.
• There will be no refund, reduction of fees or credit granted for late arrival, early departure, withdrawal, or dismissal during any camp session for any reason, including but not limited to a child being sick.
Medical Cancellation
All campers are subject to the above policies. However, exceptions will be made in the event of unavoidable medical cancellation. Should you need to cancel your registration on medical grounds, we ask that you provide a signed medical note from a Doctor and that you contact the Administrator directly to discuss the cancellation, a credit will be applied to the camper's account in this case. In the case of illness or injury that occurs during the session, including a positive case of COVID-19, a refund will not be granted the remaining days are not transferable.
COVID-19 Cancellations
In the event that the ongoing COVID-19 pandemic continues into Fall 2023 and summer 2024 or if at anytime government restrictions or public health guidelines prevent the camp from opening as planned, parents will be entitled to a full refund of fees paid less the non-refundable $50 registration fee per session.
As we all get back to normal COVID-19 continues to be prevalent in the community. Due to the ongoing outbreak of COVID-19 and the lack of government-regulated restrictions at this time, we will not be providing cancellation exemptions based on personal choices, outbreaks, biases, or infection, unless government regulations take place and are mandated to do so. We appreciate you screening your child daily and advising us if your child is home due to COVID-19 symptoms. Campers who test positive for COVID-19 and are fully vaccinated will only be required to stay home during symptomatic times. For more information please refer to our public health unit.
Expulsions/Suspensions Due to Serious Occurrences
Your Neighbourhood Camp Inc. takes every camper's safety very seriously and has a zero-tolerance policy for violence, bullying/emotional harm and purposeful damage to property of the camp or city property. In the event of violence, including physical and emotional harm, the camper's parent/guardian will be notified. The child will be gently spoken with and reminded of the camp rules. Within reason and as a last resort in only serious situations, parents/guardians may be asked to pick the child up from camp for the remainder of the camp day. An incident report will be completed. If the violence continues and all other resources have been exhausted, only as a last resort, the camper may be expelled from the remaining days of the current camp week and will not be granted a refund. If purposeful damage of property takes place by a camper, the camper's parents/guardians will be notified and will be required to replace the damaged property within reason.
Clothing and Regulations
Due to safety regulations, all campers must arrive with appropriate gear and clothing for the weather. Campers who arrive without appropriate attire will not be signed into camp and will be sent home with their parent. This includes (during winter months) socks, snow pants, winter hat, winter gloves, winter coat, indoor running shoes and winter boots. This includes (during summer months) swim suit, towel, indoor running shoes, change of clothes and appropriate outdoor shoes. If the weather permits, rain gear may be appropriate for camp if it is raining and not storming as we spend time outside everyday. Refunds will not be granted for children denied camp due to not arriving in appropriate attire.
Emergency Weather Closures
There may be rare occasions when emergency weather conditions occur and we may need to close our program. Closures will be considered when our facilities may not be safe for campers and staff members to attend our regular program for the full day. This may include events that significantly limit our regular program operations such as a significant snowfall or ice storm that restricts access to the camp site, causes widespread or prolonged power failures or downs power lines. There may be other special weather statements, severe weather alerts or conditions that may limit our program operations such as severe air quality statements (high or very high risk), Tornado warnings, severe storm warnings. extreme wind warnings, flood warnings and hail warnings. In keeping with our current practice, we will continue to keep the camp opened as much as possible. However, it is important that families have alternate child care arrangements planned for the rare occasions when camp may be closed. Snozelen and respite care programs will also not operate if the camp is closed. Please ensure that you take the time to make plans in the event of an emergency camp closure. Decisions about camp closures will be made as early as possible and no later than 7:00 a.m. In the event that severe weather happens while we are in a camp session, children will be kept safe while parents are called for early dismissal.
Camp Closures
Your Neighbourhood Camp Inc. reserves the right to close camps if we feel that operations can not be run safely for any reason. In the case of this rare circumstance your child’s camp could be canceled. If a cancelation made by Your Neighbourhood Camp Inc. you will be notified immediately and will be granted a full refund including your deposit.
NUT/PEANUT FREE POLICY
Your Neighbourhood Camp Inc. is a NUT/PEANUT FREE environment. Put simply, we do not provide or allow any foods that contain or may contain nuts or peanuts and ask all caregivers to refrain from sending foods and personal care items with nut or peanut products to camp. In addition to being Peanut and nut free we are ALLERGY AWARE! We have adopted a NO SHARING FOOD policy as there are many foods to which campers are allergic. Our counsellors actively supervise lunch and snack times to help reinforce this important policy. How we support campers with life-threatening allergies. During staff training, we take a proactive approach by educating our staff about serious allergies and training them on how to recognize and respond to allergic reactions. All of our counsellors are CPR and First Aid trained. When we provide snacks and optional lunches we always double check in our schedule email to caregivers to make sure that the children are able to eat what we are providing. In addition to asking on our medical forms. When campers (and staff) celebrate a birthday during camp, we ask you to avoid sending food items, such as cakes or donuts to share. If you do chose to send something for your child to share with his/her group, we suggest small trinkets such as stickers, but before sending anything it is a good idea to speak to the camp counsellor for more information.
What Can Your Family Do To Help?
We have campers who have allergies which can cause a life threatening reaction, called anaphylaxis. Even being touched by someone who has a trace amount of peanut butter or other allergens on their hands can trigger an allergic reaction – some severe allergies are induced by just the smell of an item such as peanut butter. We ask all campers and caregivers to be mindful of allergies and kindly respect our NUT/PEANUT FREE environment.
• Please DO NOT send food or personal care items to camp that contain or may contain Peanuts or Tree Nut Products.
• Please read ingredient labels before you send food and sunscreen to camp as many foods and personal care products contain traces of nuts and peanut products.
• Ensure face and hands are thoroughly washed with soap and water before leaving home in the morning, especially if food containing peanuts or nut products was were consumed.
• Remind your child of our camp’s “no sharing food” policy. Your help in following the simple steps listed above will ensure that we are all working together to provide a safe environment for everyone.
For further information or questions regarding any section within this policy, please contact our office at
admin@yourneighbourhoodcamp.com
Updated July 16th 2024