COVID-19 Plan Details for Summer 2020
With the health and safety of our campers and staff as our top priority, our Camp Olympia staff has developed a plan for opening our camp gates on June 28th, 2020. We recognize that our plan still is contingent upon state and local authorities providing the green light for camps to operate this summer, but we remain hopeful and prepared.
TERM STRUCTURE QUESTIONS
With our Opening Day date of June 28th, we have restructured our summer from 10 weeks of summer camp to 7 weeks. Our new terms include three 2-week terms plus a 1-week term added at the end of summer in hopes of allowing as many of our campers to attend as possible.
What are the NEW 2020 Term dates?
Term 2/2B/CLP2: June 28 – July 11, 2020 2 weeks for ages 6-16
Term 3/3B/CLP3: July 12 – July 25, 2020 2 weeks for ages 6-16
Term 4: July 26 – August 8, 2020 2 weeks for ages 6-16
Term 5: August 9 – August 15, 2020 1 week for ages 6-16
My camper was a Term 1 camper. What now?
First off, we want to let you know that we are heartbroken that we are not starting off our summer with all of you. Please know this was such a tough decision, but we feel it is the right one. Luckily, depending upon your age, we do have availability in other terms. In some instances, we have room for you and some of your friends to move together from Term 1 to another term, though this is not guaranteed. If you want to switch terms, we want to work with you to find an opening. If you need to cancel this year, we have cancellation options for you too. Information in the BILLING, FORMS & REFUND QUESTIONS section on this page will explain the various options. Most importantly, we need you to complete the CAMP PLANS FORM for each of your campers by May 12th to inform us of your decision for this summer. If you are interested in switching to a different 2020 camp term, it is NOT necessary to complete another camper application.
My camper was a SPARK camper. What now?
We are saddened to cancel our SPARK Week terms as well. We decided it was the best course of action in our efforts to limit outside exposure while a camp term was in session. We created a Term 5, a new one-week camp term, for families that solely are interested in a one-week camp. We also have availability in our other terms if you and your camper are ready for two weeks. If you want to switch terms, we want to work with you to find an opening. If you need to cancel this year, we have cancellation options for you too. Information in the BILLING, FORMS & REFUND QUESTIONS section on this page will explain the various options. Most importantly, we need you to complete the CAMP PLANS FORM for each of your campers by May 12th to inform us of your decision for this summer. If you are interested in switching to a different 2020 camp term, it is NOT necessary to complete another camper application.
My camper is signed up for CLP. How has that changed?
Our Camp Leadership Program (CLP) has been modified from a 3-week program to a 2-week program. The program will still include waterfront lifeguard certification and the adventure trip to Colorado, with fewer days of leadership training at Olympia. We recognized that the Colorado trip is in many ways the culminating experience for the CLP program, so we have worked through a plan with Adventure Experiences Base Camp, our longstanding partner in Colorado, to limit public exposure while there. Additionally, we have made the decision NOT TO FLY from Houston to Denver and then drive to Adventure Experiences in Almont. Instead, we will use CHARTERED BUSES for all CLP campers and staff from Camp to Almont, Colorado, thus limiting COVID-19 exposure at the airports.
With the change from three weeks to two weeks, we have lowered the price of the CLP terms to $4,750. This change in price will be updated on your billing statement.
If you decide that you would prefer to NOT participate in CLP, but instead return as a camper this summer, that is an option if availability exists. Additionally, if you need to change CLP terms, there is limited availability and will be handled on a first-come, first-serve basis. If you need to cancel this year, we have cancellation options for you too. Information in the BILLING, FORMS & REFUND QUESTIONS section on this page will explain the various options. Most importantly, we need you to complete the CAMP PLANS FORM for each of your campers by May 12th to inform us of your decision for this summer.
If you have further questions about CLP 2020, please email Madison Deckert.
My camper is signed up for Term 2, Term 2B, or Term 3. What now?
Your bunk space within Terms 2, 2B and 3 is still reserved even though the start date for your term is one week later than originally scheduled. Campers in Term 2 and Term 3 will now only have the option for a two-week term instead of three-week. Your billing statement will show the change from the three-week tuition price of $4,750 to the two-week tuition price of $3,750.
Most of you are looking forward with reuniting with your former cabinmates. Cabinmate requests have NOT changed with the change in start date for your term. We recognize though that changing the term date may affect your ability to still attend your originally selected term. If you want to switch terms, we want to work with you to find an opening. If you need to cancel this year, we have cancellation options for you too. Information in the BILLING, FORMS & REFUND QUESTIONS section on this page will explain the various options. Most importantly, we need you to complete the CAMP PLANS FORM for each of your campers by May 12th to confirm your decision to attend camp this summer. If you are interested in switching to a different 2020 camp term, it is NOT necessary to complete another camper application.
My camper is signed up for Term 3B and Term 4. Those term dates haven’t changed. Do I need to do anything?
We have your bunk space reserved! However, we still need you to complete the CAMP PLANS FORM for each of your campers by May 12th to confirm your decision to attend camp this summer.
What is the CAMP PLANS FORM and how do I access it?
The CAMP PLANS FORM is a required form that we need families to complete for each camper in their household. This form will let us know if you intend to stay within the current term you are enrolled, if you need to switch terms, or if you need to cancel. It also provides various refund options. This form is due May 12th and should only take a few brief minutes to complete.
This form is available within your online Parent Account. Click here to login. You will need to use the email and password that you created when registering for camp. (Returning camper families, it is the same email and password that you used when completing forms last summer.) Please email us at firstname.lastname@example.org if you have any difficulty logging into your Parent Account.
BILLING, FORMS & REFUND QUESTIONS
When will I be billed for Summer 2020?
The new payment deadline for camp tuition is May 20th. Invoices will be sent out on May 15th, after the CAMP PLANS FORM deadline. New this year, you can view statements and pay online at any time! Just login to your Parent Login.
When will I receive all of the camper forms for summer and when are they due?
The first form we need is the CAMP PLANS FORM submitted no later than May 12th. It is already uploaded in your forms dashboard. To access this form, please login to your Parent Login.
Our Activity Preferences and Additional Options Form (Paid Activity Choices, Special Delivery Care Package, and Yearbook) will be accessible May 7th. Campers, this will be your time to CHOOSE activities for summer! The deadline for submitting your Activity Preferences is May 14th in order to receive 25 EXTRA MERITS! Parents, having the Additional Options Form submitted by May 14th will also allow us to include any additional charges on your May 15th invoice.
Our Parent Packet will be sent out around May 20th for Terms 2, 3 & 4. (The Parent Packet for Term 5 will be sent out June 15th.) The Parent Packet will have all of the up-to-date information on camp this summer and all remaining forms. These forms will be due June 1st. Please note that this year, we will not require a physician’s exam due to the difficulty of getting a doctor’s appointment for check-ups. Instead, we will need a copy of your camper’s most recent well-check exam, updated health history and immunizations for non-CLP campers. In addition to these medical forms, CLP campers will be required to have a physician’s or nurse practitioner’s signature on the Adventure Experiences’ Health Statement for the Colorado trip.
What are my options if my term is affected by these changes?
By making these changes, we hope to give the greatest number of campers an Olympia experience this summer. If your enrolled term has been affected by these changes, we hope you will consider switching to one of the offered terms. When filling out your CAMP PLANS FORM, you will have an option to select your first and second choice for new terms. We have varying availability for each term, but we will do our best to ensure everyone has an opportunity to attend camp this summer.
What if I can no longer attend camp? What are my refund options?
Canceling weeks out of this summer has a severe financial impact on camp. Much of our yearly income comes from our camper tuition over the course of a few months. Throughout the year, we are busy preparing for the next summer, including activity purchases, staff recruiting, camper events, and much more. This is in addition to the capital improvements in which we have invested in an effort to continually improve.
Below are our different refund options that are included in the required CAMP PLANS FORM. We humbly ask that you consider rolling over or donating any pre-paid tuition if you are in the position to do so. (Note that any donations are NOT tax deductible.)
1. Register to be an Early Bird for Summer 2021. If you choose this option, you may:
A) Rollover your 2020 deposit to secure your camper’s space and ROLLOVER any prepaid tuition payments.
B) Rollover your 2020 deposit to secure your camper’s space and DONATE any prepaid tuition payments.
C) Rollover your 2020 deposit to secure your camper’s space and REFUND any prepaid tuition payments.
2. Not register for Summer 2021. If you choose this option, you may:
A) DONATE any prepaid tuition to Summer 2020
B) REFUND any prepaid tuition, not including the non-refundable deposit.
What about my deposit?
The deposit paid for your camper’s attendance during the time of enrollment is non-refundable. We are offering the opportunity for your camper to attend another term this summer in which your pre-paid deposit would apply. Additionally, if your camper is not attending Summer 2020, we will rollover your deposit to Summer 2021 as long as we have a 2021 Summer application on file for your camper by December 31, 2020.
When will I receive my refund?
After the May 12th deadline of the CAMP PLANS FORM, we will begin processing refunds for the families who will be receiving a refund from us. This process will take some time because we must process each family’s record one-by-one. We will work through this as quickly as possible. Please make sure your billing information is up-to-date. Thank you for being patient with us.
After the May 12th deadline, you will not be able to change the refund preference that you chose within the CAMP PLANS FORM. If you would like to change your refund preference prior to the deadline, please email Jordan at email@example.com.
SUMMER 2021 QUESTIONS
What are the Dates for 2021?
Term 1: May 30-June 12 Two Weeks
Term 2: June 13 – July 3 Three Weeks
SPARK 1*: June 13 – June 19 One Week
Term 2B: June 20 – July 3 Two Weeks
Term 3: July 4 – July 24 Three Weeks
SPARK 2*: July 4 – July 10 One Week
Term 3B: July 11 – July 24 Two Weeks
Term 4: July 25 – August 7 Two Weeks
*SPARK 1 & SPARK 2 in 2021 will be for campers age 6-9 only.
What is the Pricing for 2021?
Pricing will remain the same for 2021 as in 2020.
One-week Terms: $1,925
Two-week Terms: $3,750
Three-week Terms: $4750
I’m not attending 2020. How do I Become an Early Bird for 2021?
After completing the CAMP PLANS FORM, access the 2021 Camper Application within your Parent Account or from the link on our camp website. Please note that with your 2021 application, your deposit from 2020 will rollover. This rollover will be handled manually. It will not show as an option on the application, but you will not be charged a new deposit for 2021.
COVID-19 SAFETY QUESTIONS
We are implementing many new safety procedures this year due to COVID-19. We feel the best way to keep our campers and staff healthy is to create a “bubble” around camp. This starts with testing our staff and campers, as well as proactively limiting our potential exposure to COVID-19 as best as we can from outside influences.
Will my camper have to be tested to be able to attend camp this summer?
Yes, we are requiring that all campers and staff be tested. Testing options and availability continue to evolve. Currently, we have confidence with the testing procedure listed below; however, this method and source may change as summer nears and other options become viable. Any fee associated with the testing will be billed to the camper family.
- Testing will be administered by an independent lab and staff contracted by Camp Olympia. A week prior to arrival of camp, a sputum (spit/saliva) sample will be taken by the individual camper and mailed off to a given laboratory company for analysis. You will receive your camper’s results before heading off to camp. Once onsite, a finger prick test will be given to test for antibodies of the COVID-19 virus and a positive or negative for the virus. When your camper is cleared, parents will be allowed to drive into camp and drop off their camper.
What will opening day look like?
Opening day will look different for all of us. We will stagger arrival times as we anticipate check-in taking longer with the additional steps involved. Parents will be required to stay in their car while dropping off their camper. We will not have families entering the cabins, walking around camp, visiting the store, etc. Staff members will handle camper belongings and will disinfect them prior to moving them into the cabins. We will be sending out communication in the days prior to camp detailing all procedures along with an introduction of many of our staff members. We encourage patience as we try our best to make the most of an exciting day!
What will closing day look like?
Closing day will be quite different too. IDs will be checked through the glass of the window and parents will remain in their car and drive the cluster loop. Our staff will be loading trunks into the car, campers will hop in, and you will be able to exit safely! We will not be hosting a Closing Day Video and lunch. We will send you an email once our Closing Day video is uploaded and ready to view from home. Early Bird signups will also be handled differently, as this will be done online.
Will there be transportation offered this summer?
In an effort to limit COVID-19 exposure as well as COVID-19 testing required at check-in, we have decided that we will NOT be offering bus transportation for pick up or drop off this summer from the airport as well as our other Houston/The Woodlands area pick-up locations. All campers must be driven to camp by parents/guardians this year. If you have a camper who lives out of state or country and requires flying in to attend camp, we ask that you make arrangements to fly in at least 48 hours prior to camp’s opening day so that COVID-19 testing can more accurately detect any exposure during your travel.
What are your procedures for counselors?
Staff will be arriving 11 days prior to the start of camp for our Counselor Training School (CTS), with leadership staff arriving 3 days prior to CTS. All of our counselors will be tested for COVID-19 upon arrival to camp and will also have routine temperature checks. We are implementing programs at camp for staff during their time off as to reduce exposure from the public.
What about Junior Golf?
We will continue to offer our Junior Golf Academy and golf class this summer. Our golf pros will also be tested for COVID-19, like our counselors, and will also check their temperature daily. We will also be increasing social distancing at the practice facility.
What if a camper or staff member is showing symptoms of COVID-19 or any other illness?
Camp Olympia has two registered nurses and/or nurse practitioners on site for each camp term, available 24 hours a day. Any camper or staff member exhibiting symptoms of illness will be seen by one of our nurses. If determined that the person has symptoms of a contagious illness, the person will be taken to our isolation area until such time that the symptomatic person can be evaluated by a doctor and/or transferred off of camp, if needed. We are enhancing our standard protocol for when to send a camper or staff member home, based on current government directives and recommendations. We anticipate having COVID-19 testing available in our nurses’ station if the need for testing arises.
What are your procedures for outside packages?
On a daily basis, camp receives many packages for our operations. When packages arrive at camp, we will keep them outside and wipe them down prior to moving inside a building (weather permitting). Staff will wash hands after handing any packages.
Our policy regarding packages for campers remains the same as prior years. We will not accept outside packages for campers; however, families will have the opportunity to purchase items from camp’s Country Store for campers.
Will we be able to shop in the Country Store on Opening and Closing Days?
No. We will not have the Country Store open to parents and visitors on Opening and Closing Days like in prior summers. Instead, we encourage you to shop our Country Store online both prior to your camper’s arrival as well as during camp. We are fully stocked with MANY new camp items, including all of the popular Spartan/Athenian gear for campers to show their camp pride. The online store will be ready for shopping by June 1 with all of our new items.
What are your procedures for food service?
We are taking extra measures in our food service to protect our campers and staff. We are working with local and state health departments, following CDC guidelines, and adhering to and/or exceeding industry best practices for safety and cleanliness in our food handling area.
What about visitors to camp?
Camp will enforce a No-Visitor policy at camp this summer. Please note, however, that there will be outside maintenance workers that will need to be on our facility. These workers will be required to practice social distancing, handwashing and not allowed in our common indoor areas.
What if my camper needs to leave in the middle of the session for a family event, sports try-out, etc.? Can I pick them up in the middle of camp and then bring them back to camp?
In the past, we have worked as best as we can with families to accommodate scheduling conflicts during camp. This summer, however, we will be unable to make these accommodations. If a camper needs to leave during a term, he/she will be unable to return to camp for the remainder of that term.
What additional safety measures are you putting in place to prevent the spread of COVID-19?
- Additional hand washing stations located around camp.
- Additional hand sanitizer outside of each cabin and around camp.
- Campers will wash their hands before and after each activity period, before meals, etc.
- Clean and disinfect frequently touched objects and surfaces.
- In addition to our regular daily cleaning, special emphasis will be directed to common high-traffic and high-touch areas.
- Daily temperature checks in addition to our regular health screenings.
- Added camper education about good hygiene practices.
- Covering your mouth and nose when sneezing and coughing.
- Avoid touching eyes, nose, and mouth.
Safety and hygiene have always been a priority at Camp Olympia, and we will continue communicating its importance to our campers.
What if I have more questions?
Please reach out and let us know how we can help you through this process. If you have additional questions or concerns, please do not hesitate to email firstname.lastname@example.org or call us at the Camp Olympia office: 936-594-2541. If you have specific questions about billing, please email Jordan Jefferys at email@example.com.