Parent Information Package

For all registration questions and concerns, please contact the office.

Keep reading for everything you need to know for the 2025 camping season at Fraser Lake Camp!

Looking for a specific section? Click the links below.

 Registration and Refund Policy

Camp registrations require a $200 deposit per person. Full payment is required by June 1, 2025. Registrations made after June 1, 2025, must be paid in full at the time of registration. Alternative payment plans are available and must be discussed with the camp and confirmed in writing. Limited financial assistance is made available through our Helping Hand Subsidy program.

A camp-t-shirt, tuck, and all programs are included in the camp fee.

A confirmation email will follow receipt of your registration and deposit. Please call the office if you have not received an email confirming your registration.

Switching/Cancelling Weeks

If your summer plans change, we will do our best to accommodate your child in another camp session. If this is not possible, refunds will be provided if notice is given one month prior to the withdrawal from a camp session. A refund will be provided after the one month deadline with a medical note.

Medical refunds can be provided with a note from a physician or registered nurse. Medical refunds will not be issued for participants who have missed programming due to a visit or stay in Fraser Lake Camp’s Health Center.

Credit Card Charges

Credit Card charges will appear on your statement under the name WILLOWGROVE. Outstanding balances after September 1, 2025 (without an agreed upon payment plan) will be charged interest of 1% per month.

Unless other payment arrangements have been made, any charges for additional goods or services used during your child’s camp experience (i.e. bussing) will be charged to the credit card provided, either at the time of use or upon completion of your child’s stay at camp.

Credit Card Processing Fees

As of Oct. 6, 2022, businesses are now able to pass on credit card processing fees to the consumer. This added charge comes alongside already record-high inflation rates, creating many new financial barriers for many families.

Although these rising costs also pose unique obstacles for not-for-profits, charitable organizations must do what they can to benefit their communities. Therefore, believing in the importance of our mission, and knowing that these additional charges would further limit accessibility to our programs, Willowgrove/Fraser L has decided to continue absorbing credit card fees for the duration of the 2025 season.

Declined Transaction Fee

In order to mitigate the increasing administrative costs associated with declined credit cards payments, we have implemented a small ($10.00) Declined Transaction Fee. This fee functions like a NSF charge for returned cheques, and will only be applied when a scheduled payment installment transaction is declined. To avoid these charges, please

1. advise us when your credit card information changes, and

2. ensure your credit card can accommodate the entirety of a scheduled payment.

You can find any scheduled payment instalments including the amount, status, and dates, in the “Payment” section of your “Household Statement.”

Promotional Photos

Each summer, our communications staff are tasked with taking pictures of our campers. These photographs are used for our social media, website, and, on occasion, for the Ontario Camping Association. Capturing these moments is an important part of our camp experience, and so by attending Fraser Lake Camp, families and campers accept that their photo may be taken for these purposes, and that no compensation will be provided for using one’s likeness. If you and your child/children do not want to appear in these pictures, please ensure that you let us know by contacting office@fraserlakecamp.ca.

Please note also, that other campers may photograph each other from time to time. Willowgrove/Fraser Lake Camp has no control over how those pictures are used.

Camper Code of Conduct

We believe that everyone has the right to feel safe, both physically and emotionally. We are aware that some of our campers and staff may be coming with past histories of physical and/or emotional abuse. All campers, employees, and volunteers are to be treated with dignity and respect.

Our Values

Fraser Lake Camp is a program of Willowgrove, and offers an outdoor oasis that provides recreational, educational and land-based services for children and youth for the purposes of personal and spiritual development, play and learning, exploring nature, and connecting across generations. In pursuit of this mission, Fraser Lake Camp is committed to:

Nurturing Growth

We facilitate physical, emotional, spiritual, and social development.

Welcoming Community

We embrace diverse relationships, accountability, acceptance, and belonging.

Building Peace

We champion justice, hope and healing.

Honouring Land

We participate in conservation, sustainability, reconciliation and conversation.

Cultivating Learning

We encourage inquiry, discovery and transformational education.

Approach to Conflict Resolution

Like any community, upon occasion campers may intentionally or mistakenly hurt one another. At Fraser Lake Camp, we work closely with staff and campers to take a restorative approach to resolving conflicts. This means examining the ways with which our actions have ripples, listening to understand all sides of the story, and asking who is responsible for making things right, rather than what is the punishment for doing things wrong. Corporal punishment is never permitted, nor are methods which would humiliate or degrade any camper or staff.

We aim to resolve conflicts, and to teach campers appropriate behaviour for living in a community. With this in mind, there may be times when we are unable to bring the parties involved to a safe and peaceful resolution. As stated in our waiver and registration package, the camp does reserve the right, at the Director’s discretion, to ask a camper to leave if they continue to be harmful to other campers or staff in any way.

Inappropriate Behaviour

Our goal is to provide clear expectations for both campers and staff in regards to behaviour, as well as consistently applying consequences for inappropriate actions. When deciding on consequences for inappropriate actions, the unique circumstances to every camper/situation will be considered. Alcohol, drugs, and smoking are strictly prohibited. Any camper taking part in, or possessing these items will be immediately dismissed from the program at the parent’s expense. Any violation of the laws of the Province of Ontario will also result in automatic dismissal from the program.

Willowgrove/Fraser Lake Camp will make every reasonable effort to ensure that no one is subjected to any kind of harassment or violence. Willowgrove/Fraser Lake Camp will take corrective action with any person under the organisation’s direction who subjects anyone to violence and/or other disruptive behaviours. Anyone who does not adhere to the Participant Code of Conduct may face expulsion from programs and/or from the facility.

Bullying

In living out our Mission Statement, Fraser Lake Camp strives for a safe, encouraging and supportive environment. We believe that camp is a place where campers can learn, make mistakes, and challenge themselves; however, there is no place for bullying here.

At Fraser Lake Camp, we define bullying as behaviours which fall in under four categories:

Verbal: When someone persistently victimizes another person verbally

Physical: When someone persistently victimizes another person using physical harm

Cyber: When someone persistently victimizes another person online or through digital communication

Social: When someone persistently victimizes another person by deliberately excluding them from games/group activities.

Participant Dismissal

Willowgrove/Fraser Lake Camp reserves the right to dismiss a camper who, in their opinion, is a hazard to the safety or rights of others, or who appears to have rejected the reasonable expectations of the organization. Prior to action being taken, all attempts will be made with the camper and their parents/guardians (if under 18) to rectify the situation. At Willowgrove/Fraser Lake Camp, we work closely with staff and campers to take a restorative justice approach to resolving conflicts.

No refund will be given for campers whose camp experience is terminated due to inappropriate behaviour.

Fraser Lake Camp’s Welcoming Diversity Statement

Willowgrove/Fraser Lake Camp commits to treating all program campers and staff equitably and with respect, honouring the diversity of race/colour, religion/creed, gender, sexual orientation, age, ability, or economic background.

What To Bring To Camp

Below is our suggested packing list. Suggested items to bring to camp based on a one week period. Please adjust accordingly for length of stay.

Packing Suggestions

Here are a few suggestions that will help you pack for camp and ensure everything you send to camp, returns from camp:

Label all clothing and equipment. Never assume that your child will recognize an item, no matter how unique it is! Here are some labeling tips:

• Clearly label all clothing

• Use a black permanent marker on white labels (a laundry marker works best) or use iron-on name tags

• Label items with a last name, or a full name (initials are not usually helpful)

• Beware of last-minute items that get “thrown in” without labels

• Label ALL non-clothing items (cameras, sleeping bags, footwear, rain gear, etc.)

Mark all luggage with camper’s last name. This is especially important for camper who take the bus as all luggage will be put together under the bus and it helps make sure luggage gets to the right child.

Tip! place a list of what you sent to camp on the inside flap of your luggage so when it comes time to go home, the list can be referenced to make sure all is taken back home. Keep an extra copy at home so you can cross-reference with what actually comes home.

Send “camp clothes”. There is no need to buy new clothes for camp. Please send along clothes that are comfortable and well used!

Do not send anything to camp that you are not willing to risk losing or breaking.

Keep packing as simple as possible. Storage space in cabins is limited. Luggage is stored under the bunk beds. Suitcases, duffel bags, and low Rubbermaid containers work well.

Include your child in the packing process. This helps to reduce lost and found items because the child will be able to recognize what was packed, and it also helps the campers’ sense of independence and readiness for the camp experience.

Although we encourage you to send only older, worn clothing, if you do send anything new, be sure to pre-wash it so that the dye does not bleed or the item does not shrink should the need arise to wash the item.

Bug Repellant

We strongly recommend sending your child with bug spray. During specific parts of the day, we can experience mosquitoes and other insects. We recommend either a bug spray with DEET or icaridin, however there are many alternative sprays that also work. See the Aerosol Sprays section below for some ideas!

No bug spray is 100% effective. It is a good idea to send your child to camp with long-sleeved shirts and pants that are made of light material.

Tip! Highly scented soaps, shampoos, and perfumes attract bugs so it is better to use unscented products.

Aerosol Sprays

Please reconsider bringing aerosol sunscreen and bug spray to camp. Aerosol products tend to be problematic for our health and the environment and prone to excessive and misuse by some campers. Here are some alternatives to aerosol sprays that are great to consider:

Laundry

Laundry will be provided in emergency situations such as soiled clothing or bedding. For campers that are staying more than one week, laundry can be provided if needed. Please remember when packing for multiple weeks to send more clothing than the recommended list above. For campers that require laundry service, soap will be provided by the camp.

FLC Unplugged

While we know we live in a world filled with technology, our desire is for campers to be present while participating in our programs to maximize their experience. We believe that it is important for all of us to unplug and allow ourselves to be fully immersed in the experience and benefits our programs provide. Staying connected through texts, calls, and messaging can be great at times, but we believe it hinders the camp experience. We strongly recommend that all campers unplug and leave their cell phones at home. Furthermore, as we are outdoors most of the day, these devices can easily be broken or lost.

If a camper cannot keep their phone away during program times, it will be securely stored in the office and returned at the end of the day. Please note that Willowgrove/Fraser Lake Camp is not responsible for any broken, lost or stolen devices.

As part of our Unplugged program, we try to be mindful of, and minimize the use of other technological devices throughout our program. We know that our parents love to see what their children are up to through photographs and videos, but, in our practice, the constant presence of a camera and photographer, can interfere with the program experience, just like a cell phone. We will share a select number of photographs and videos each week with our families through our social media accounts and leave all the storytelling of the day to your child. Families will receive an electronic cabin group photo via email at then end of every week.

Cabin Friend Requests

We understand the importance for some children to attend camp with a friend, which is why we do everything we can to accommodate cabin mate requests. We also understand that part of the value of camp is in learning to live in community and get along with a diverse group of people. This process of growth is kept in mind when placing campers in cabin groups.

If you wish your child to be in the same cabin as a friend, we will do our best to make that happen. In order to accommodate a friend request:

• both families must make the same request to ensure campers are placed together

• both campers should be within one year/grade of each other

If campers are not in the same Section (Junior or Senior), please contact us as soon as you complete the registration so we can address your request to change; as Sections fill up we may not have the availability to move your child.

Lost & Found

On a regular basis we try to comb through the Lost & Found bin to reunite articles with their owners. To make the process easier, please label everything clearly. Despite our best efforts to return lost articles to their owners during the summer, there are always - inevitably - several bags of Lost & Found at the end of the season.

We do our best to send remaining lost items to the Willowgrove office one week after the camp session ends (eg. Week 1 ends on July 5. Lost & Found will be brought back July 12). Items can be picked up at the Lost & Found Tent anytime throughout the camp season. After the summer, Lost & Found will be set out for families to look through on Monday, August 25 and Tuesday, August 26. Items remaining after this time will be donated to a local charity.

Bus Transportation

See Transportation schedule below for drop off and pickup times.

Fraser Lake Camp offers coach busing for transportation to and from camp! This will provide campers with a comfortable ride in an air-conditioned bus with bathroom facilities.

Bus transportation is available from Willowgrove for all summer camp participants for all sessions. This is the only stop available, and the trip will be directly to camp. The bus will not be making any stops for food so there is no need to send money. Pack a small snack if you feel your child would benefit.

If you would like bus transportation this must be indicated on your online registration form. In order for our bus registrations to run smoothly, any changes must be requested 7 days prior to your scheduled bus departure. Only emergency situations will be accepted for last minute changes.

Please take note of the dates and departure and arrival times for your child’s camp weeks. In order to facilitate the camp schedule the bus will need to depart at the scheduled time. Arriving at least a 1/2 hour early will ensure a less stressful time for your child.

Car Travel To and From Camp

See Transportation Schedule below for arrival and pickup times.

We ask that parents arrive during the time windows indicated in the Transportation Schedule. Pick up and drop off times are carefully scheduled in order for us to coordinate appropriate greetings, safety, supervision, programming, and traffic on our narrow laneway.

Drop off - Families that arrive before the set drop off time below will have to remain in their vehicle until drop off begins. When ready, families will be shown to the cabins to start unpacking as well as a tour around camp.

Pick up - If you are running late, please call (613) 332-3351 as soon as possible. Campers who are not picked up during the pickup window may be subject to a late pickup charge.

2025 Transportation Schedule

WHITE PINE SESSION 1 and LEAD 1

RED PINE WEEK 1 and VOLUNTEER 1

RED PINE WEEK 2 and VOLUNTEER 2

WHITE PINE SESSION 2 and LEAD 2

RED PINE WEEK 3 and VOLUNTEER 3

RED PINE WEEK 4 and VOLUNTEER 4

WHITE PINE SESSION 3 and LEAD 3

RED PINE WEEK 5 and VOLUNTEER 5

RED PINE WEEK 6 and VOLUNTEER 6

Meals and Snacks

Three home-style meals and two snacks are prepared each day in our Kitchen at camp. Our menu is designed each summer to provide well balanced meals for campers with options for campers with dietary needs or selective eating.

We try our best to accommodate all dietary needs. We are able to accommodate vegetarian, vegan, dairy intolerant, and gluten intolerant diets as well as food allergies. We are often able to accommodate other dietary needs but we ask that you contact the office to confirm before completing your registration. We require notification in writing of all dietary needs or food allergies at least one month prior to the start of camp to ensure we are properly prepared.

Nuts at Camp

Willowgrove and Fraser Lake Camp are nut aware facilities. We often have campers and staff that have life threatening nut allergies attend our program. In no way do we want to compromise their personal safety during their stay at camp. Because campers or visitors may unintentionally bring food items containing nut products to camp, we cannot guarantee a nut-free environment. However, we take every measure possible to keep nut products away from our campers and we only order food products for our kitchen that are nut-free.

Please do NOT send any nuts, nut products or any products that may contain nuts, includes any item from bulk food that does not come pre-sealed. It is important to read labels carefully for ingredients, although most products that are unsafe will contain warnings on the nutrition label.

Health Form

When registering, you filled out the necessary health information that we require in order to provide a positive and safe experience for your child. We understand that some parents may be hesitant to disclose information about their child’s behaviour or past experiences. However, our staff uses the information that you provide on the forms to ensure that your child settles in and has a smooth transition into camp routines. Having prior knowledge about a learning difficulty, bed-wetting problem, recent loss, or major family change makes a difference in helping us to support your child’s needs - especially in the first few days of camp.

The more we know about your child in advance, the better equipped we are to provide a positive experience. If you need to add any information to the health form or there are changes to your child’s health information between when you registered them for camp and when they go to camp, please inform our office. Information on camper forms is shared only with staff that require the information. This is limited to select Leadership Team staff and your child’s Counsellors.

Emergency Contacts

It is very important that we have at least three contacts on file (other than yourself) who we can call in the event of an emergency. Please make sure that you have informed them that they are on our Emergency Contact list and that they are aware of any unusual or serious medical concerns your child may have. It is also important that they understand what your wishes would be should the need arise.

EpiPens

Any camper who carries an EpiPen for food, bee or insect allergies must bring two (2) of their own EpiPen’s to camp with them. One EpiPen will be stored in the Health Center in case of an emergency; the other must be carried by the camper at all times.

First Aid and Health at Camp

In the event that first aid is required, we have a well-equipped Wellness Centre to care for your child.

Wellness Checks

On the first day of each session, campers will visit our Health Center for a Wellness Check. This includes a head lice check and a time for them to chat with the Health Care Provider about their wellness needs, medication requirements and more. This is a great time for campers to get to know our Health Care staff and learn who they can go to if they have any wellness related issues while they are at camp. See the Head Lice section for more information on our procedures.

Medication

If your child will be bringing any medication to camp, please ensure the following:

Medication must be brought to camp in the original container. It is not legal for our health care providers to dispense medication from any other container, including weekly pill organizers.

Carefully detail the normal time medication should be taken on the Health Form.

Include clear instructions in writing for the administration of medication, including the reason for taking it. Camp staff cannot accept verbal instructions. This can be done on the Health Form.

Please make sure to send enough medication to last the length of time a camper is at camp.

All medications (prescription, over-the-counter, supplements etc.) must be given directly to the Health Care provider (at camp) or the Fraser Check In Staff (Willowgrove Bus Stop). Please make sure all medication is clearly marked and labeled with each camper’s name. Once it reaches camp, medication is stored (and locked) in the Health Centre. Medical staff will be responsible for dispensing the medication as per instructions.

In-Town Doctor Visits And Medication Fees

If, at any time, a prescription needs to be filled or medication has been prescribed following a visit to a doctor or hospital, Willowgrove/Fraser Lake Camp will pay the up-front costs and all costs will be recorded and invoiced to you. The original prescription receipt will be sent to you so that you can be reimbursed by your personal drug plan.

Communicable Illnesses

Campers should not come to camp with known communicable diseases or health nuisances (such as chicken pox, lice, viral infections, rashes, athlete’s foot, impetigo, etc.). If your child has been exposed to anything communicable within three weeks of the start of their camp session, please alert the camp office. Together, we will determine whether to consider keeping your child at home for an extra day or so. In the event that a camper arrives at camp unaware that they have a communicable illness, we will let families of campers in that child’s cabin know that their child has been exposed.

Calling Home with Health Concerns

Our camp staff work hard at keeping parents/guardians informed about their child’s health. We will call home if your child:

• stays in the Health Center overnight

• goes to the doctors office, walk in clinic or hospital (non-emergency and emergency sitatuions

• is having severe homesickness (see Homesickness section)

• continued health concerns such as persistent bowel issues, headache etc.

We will not necessarily call home for more “typical” health center visits such as needing medication for a headache. If we see a pattern of visits to the Health Center, we may contact you to discuss health history and suggestions for supporting your child.

Medical Emergencies

If there is a medical emergency, we will make every attempt to contact you - first at your home or cell number, then at work, then at any alternative numbers you have provided. If we cannot reach you, we will contact any additional parents/guardians listed on the account, followed by emergency contacts.

In the case where a decision is necessary and contact has not successfully been made, the Camp Director will need to make a decision on your behalf, in your child’s best interest. We will, of course, continue to try and reach you until we make contact.

Homesickness

Our staff are trained to respond compassionately and understand children’s feelings of homesickness in order to support them. Our staff will encourage your child, gently nudging them to be involved in camp life. Bedtime devotions are a time to calmly settle the campers to sleep, and staff are available to talk campers through feelings of homesickness. If needed, campers can call home to touch base with you.

Head Lice

Please check your child thoroughly for head lice/nits prior to their arrival at camp. If head lice or nits are found prior to camp, please contact our office to discuss options.

During the Wellness Checks, if a camper is found to have head lice, we will call home and make a treatment plan with you. Any costs incurred by the camp to treat the problem on-site will be billed to the family.

If you are not sure about how to check for head lice, visit www.headlice.org or www.licesquad.com for more information.

Sun Safety

We are aware of the dangers of over-exposure to the sun and strive to take reasonable precautions to prevent adverse effects of the sun and UV rays. Please help us in this endeavour by packing:

• a hat with a brim and sunglasses

• sunscreen for your child (minimum SPF 30)

• a water bottle with your child’s name on it

Sunscreen is available at the Health Centre should campers run out, and water taps can be found around camp to refill bottles. Campers will be encouraged to wear light clothing that covers shoulders and arms when not doing water activities.

Swim Checks

On the first day of camp, every camper must complete a swim check. This is not a test, and there is no pass or fail. In accordance with OCA Standards, we check the swimming ability of every camper and staff member. Campers then wear a colour-coded wrist band so that any staff member can tell at a glance whether each camper is able to swim in the deep end of our swimming area without assistance. Some water activities may be restricted to campers who are non-swimmers.

Cabin Clean Up

Your child will be required to help their cabin mates clean up their cabin and personal spaces every day after breakfast. These responsibilities fall to every camper - as part of a cabin group and as part of a larger community. Please help us to reinforce the value of these duties and the importance of a willing attitude towards keeping personal belongings in order and the cabin neat and tidy.

Colour Teams

At the beginning of the camp week each camper is assigned to one of four colour teams (Red, Blue, Green, Yellow) in which they play games against other colour teams during the wide game activity.

Camp Dictionary

At camp, we have some terms that are special to us. Take a read below to learn what they are what what they mean!

Tuck - Sometimes also referred to as the “Tuck Shop” this is a place where campers can go to get a special treat in the afternoons. Tuck items include candy bars, special drinks, chips and more.

Program Activities - Each week, campers will be able to choose what activities they would like to participate in during the day. Click here for the full list of activities.

Interest Sessions - An activity period where campers can select a special activity such as, the jumping tower, tube slide, Gaga Ball, Tye Dye, and bracelet making. Interest Session options change each day.

Cabin Activity - An activity for the cabin to do together. This may include getting ready for theme dinner, preparing and departing for their cabin overnight, a hike, board games, low ropes, and more.

Campfire - Yes there is a campfire. But this is not like regular campfires. This campfire includes lots of singing, skits, and stories!

Cabin Devos - Each evening the cabin will come together to connect over a special topic. Topics include highs and lows from the day and community building games.

Cabin Flags - Make a flag for your cabin for the week!

Wide game - A game played by all! Four way soccer, capture the flag, and Counsellor hunt are among the camp favourites.

Helping Hand

We believe that all children should have the opportunity to attend camp. Our Helping Hand program provides campers who need additional assistance throughout the day with the support they need. All campers in our Helping Hand program are integrated into our regular camp groups.

Before being accepted into the Helping Hand program, all families will be contacted to set up a time to speak to one of our year round staff members on the phone.

All children must be:

• Toilet Trained

• Able to communicate

• Independently mobile