Summer Overnight Camp FAQs

FAQs  (last updated 1/2023)

Pre-Camp

How do I best prepare my child for Camp this summer? 

When will the Camper Online Forms Portal be available? 

What forms do I need to complete before Camp? 

When are my Camper Online Forms due?

Can I request a cabin or cabinmate for my camper?

Is a Physical Exam required for my Camper?

What if I cannot get a Physical for my Camper before the March deadline?

What are the Covid-19 Safety Protocols for Summer 2023?

Where do I find the mandatory 5-Day Pre-Arrival Health Screening Form?

What are the cancellation policy and waitlist policy?

Logistics

What are key dates that I need to remember?  

What time should I drop off and pick up my Camper?

Can I see what Camp looks like before Check-In? 

How will I know what cabin my Camper is in?

What can I expect on Check-In Day? 

What should I pack for my Camper? 

Anything I should not pack? 

Does my Camper need money for Camp? 

Can my Camper do laundry at Camp?  

What luggage should my child use? 

Are there any off-site trips?  

What if my child leaves something at Camp? 

Communications

Can I visit my camper?  

Does my camper need permission to leave Camp? 

How will I know how my camper is doing? 

Can I call my camper? 

How do I communicate with my camper? 

How do I see photos of my campers while they’re at Camp?  

Can I give my child’s counselor a gift? 

Emotional and Physical Safety

How can I help you to best work with and mentor my child?  

What happens if my camper doesn’t follow the rules?

Do campers ever get sent home from Camp?  

What is the Code of Conduct? 

What are Camp’s Social Media guidelines?  

Will my child have to take a swim assessment?   

Medical Information

Are there medical professionals on-site at Camp?

Is Camp able to accommodate special dietary needs?  

Does my child need a health form?  

How do I manage my child’s prescriptions while at Camp?  

What if my camper feels sick while at Camp?  

Will I be notified by the Health Center if my child is sick?  

Pre-Camp

How do I best prepare my child for Camp this summer? 
We want every camper to have a safe, healthy session at Camp. Here are a few resources to best prepare your Camper for their stay at Overnight Camp this summer.

When will the Online Camper Forms Portal be available? 
You will receive an email in late January 2023 when the Camper Online Forms portal is available! In the Camper Online Forms Portal, you will be able to upload your child’s physical exam form, complete their health history, make cabinmate requests, and more.  

What forms do I need to complete before Camp? 
All forms including the Camper Information Form, the Cabin Placement (cabinmate request), Health History, Health Summary and the Camper Physical Form are due March 22, 2023. All forms must be completed through the Camper Online Forms Portal.   

It is important that you submit completed forms by our March 22 deadline. Campers without completed forms will not receive a cabin assignment and will not be admitted into Camp for their session.

When are my Camper Online Forms due?
Health Forms are due March 22, 2023, via the online portal. 

Can I request a cabin or cabinmate for my camper?
Cabinmate requests are a part of the Camper Online Forms portal. We accept one mutual cabinmate request per camper. If you request to separate your child from another child who expects and/or requests to be with your child, we trust that you will communicate with the parents so that no one is disappointed upon arriving at Camp. 

Requested cabinmates must be within 2 years of age. Please know that not all requests can be honored as we work to create a diverse cabin group. The number of campers assigned to the same cabin from the same town or friendship group are intentionally limited to encourage new friendships and discourage cliques.

Is a Physical Exam required for my Camper?
Each camper must have a physical exam within one year of their first day at Camp. No Camper will be admitted to Camp without a COMPLETED Camper Physical Exam form. Please find the most recent Camper Physical Exam form here.

What if I cannot get a Physical for my Camper before the March deadline?
If your insurance carrier will not cover an annual physical exam until after March 22, 2023, you should complete all other sections of the Online Camper Forms and request an extension in the final "Send to Camp" section.

What are the Covid-19 Safety Protocols for Summer 2023?  
We are still working on our specific Covid-19 protocols for Summer 2023, but please see our Community Health protocols here

Where do I find the mandatory 5-Day Pre-Arrival Health Screening Form?
You can find the Five-Day Pre-Arrival Health Screening form here. All participants are required to verbally confirm the completion of it upon arrival.

What are the cancellation and waitlist policies?
Please review our Cancellation Policy and waitlist information here

Logistics

What are key dates that I need to remember? 

  • March 1 – Program fees due (unless you have elected for a payment plan). Cancellations received before March 1 will receive a refund of 50% of the registration fee and 100% of the program fee.  

  • March 22– Online Camper Forms (Camper Information, Health forms, Cabinmate requests, etc.) are due for all overnight campers, CILTs and CITs.  

  • May 15 – Cancellations received on or before May 15 will receive 100% of the program fee. The registration fee will not be refunded. After May 15, no refunds will be given.  

  • Overnight Camp Session Dates 

 

What time should I drop off and pick up my camper?
Drop Off: 
Check-in will be from 2:00 – 4:00 p.m. on Sunday of Opening Day for your Camp Week. You will be assigned a 30-minute drop-off time slot (organized by last name) that can be found in the chart below.  

  

Week1
Pirate
Week

6/11-6/17

Week2
Jungle
Week

6/18-6/24

Week3
Beach
Blast

6/25-7/1

Week4
Stars& Stripes

7/2-7/8

Week5
Super Hero 

7/9-7/15

Week 6
Christmas
in July

7/16-
7/22

Week 7
Hollywood
Week

7/23-
7/29

Week8
Space 
Week

7/30-8/5

Week 9
Blastfrom
the Past

8/6-
8/12

2:00-
2:30pm
 

A-D

E-K

L-P

Q-Z

A-D

E-K

L-P

Q-Z

A-D

2:30-
3:00pm
 

E-K

L-P

Q-Z

A-D

E-K

L-P

Q-Z

A-D

E-K

3:00-
3:30pm
 

L-P

Q-Z

A-D

E-K

L-P

Q-Z

A-D

E-K

L-P

3:30-
4:00pm
 

Q-Z

A-D

E-K

L-P

Q-Z

A-D

E-K

L-P

Q-Z

Pick-Up:
Closing Chapel will be at 9:30–10:00 a.m. in the Amphitheater. We invite you to join our Camp Community for a closing ceremony before you pick up your child from their counselors. Each camper must be signed out with a counselor. If you are unable to join us for Chapel, you may pick up your camper at their cabin following Closing Chapel. Please note that all campers must depart by 11 a.m. on Saturday. 

If there is a change in the check-in or check-out schedule due to inclement weather, families will be notified by email.  

Can I see what Camp looks like before check-in? 
If you are interested in touring Camp before you arrive, please visit our website to schedule a tour. Tour schedule for Spring 2023 will be updated soon.

How will I know what cabin my camper is in?
Campers will find out cabin assignments by e-mail approximately one week before they arrive.  Cabin assignments are made before campers arrive and therefore there will be no changes or requests accepted after they are e-mailed. It is important to address any potential concerns about cabin assignments with your camper before then. Cabin assignments will not be changed on check-in day. 

We are intentional about placing campers in cabins that may best fit them based on the information provided to us by the parents/guardians in the Camper Information Form, which is why it is so important to provide as much information as possible. 

Bottom bunk requests can be made on the 'Cabin Placement' form in the 'Additional Details' comment box within the Camper Online Forms Portal. Beds are assigned before campers arrive. 

What can I expect on Check-In Day? 
Please arrive 15 minutes prior to your assigned 30-minute time slot for Check-in. 

When you arrive at Camp, staff will greet you and direct you to the appropriate staging area. Staff will then collect the following from you: 

  • Five-Day Pre-Arrival Health Screening - verbal confirmation is required for each Camper in your vehicle 

  • Upon arrival, all Campers will be required to complete the Intake Screening which includes a temperature check (they must be fever-free to enter Camp). 

If you have not completed your Health Forms in the Camper Online Forms Portal, you will not be admitted into Camp. 

All campers will need to arrive healthy and free of nausea, or unusual pain. If they are experiencing nausea or unusual pain, please delay their arrival until the illness has abated.  

Your camper will receive a lice screening upon arrival at their cabin. 

When you arrive at Camp for drop-off, Camp Staff will direct you to the best place to park. 

Once you park, you will carry your luggage to your camper’s cabin or luggage drop-off location.  

Cabin counselors will be at the cabin to greet you and to facilitate the drop-off process. We will limit the number of families inside of a cabin at one time. While you are waiting to get your camper settled, you will be able to get to know your camper’s counselors and share any important information with them. Remember the best place to share this information ahead of time is on the Camper Information Form which can be found on our online Forms Portal

All medications must be dropped off with the Camp Nurse at the Lodge. You may also stop by to share any information with the Camp Nurse that you think would be important for them to have during your camper’s time at Camp. 

What should I pack for my camper? 
We encourage you to check out our comprehensive Packing List . Please make sure that ALL items are marked with your camper’s name.  

Be sure to talk to your camper about the importance of using sunscreen (30 SPF or higher) and be sure to pack them a hat.  

Camp provides all the equipment needed to participate fully in our activities. If your camper chooses to bring his or her own equipment (baseball glove, lacrosse sticks, fishing rods, or life jackets, etc.), please make sure it is labeled and understand that they are responsible for it. Camp Kanata is not responsible for the loss of personal belongings. All life jackets must be United States Coast Guard approved. 

What luggage should my child use? 
Pack items in a container of your preference: luggage, trunk, plastic tub/drawers, laundry basket, etc. When choosing your luggage, consider that you may need to carry it to the cabin or drop-off point over a short distance. 

Anything I should not pack? 
You will find a list of what your camper should NOT bring on our Packing List

Be sure to leave all expensive clothing and jewelry at home. Your camper will not need any money while they are at Camp. 

Please note that any electronic devices that record or play videos, make or receive phone calls, or connect to the internet are not allowed. Camp is a safe place for everyone to unplug and be the best and most true versions of themselves. They connect with their cabinmates, enjoy their gorgeous surroundings, and just be kids. If music is important to your camper, please consider sending an mp3 player or smaller music device that does not record video.  

Does my camper need money for Camp? 
Please do not send any money with your camper. Program fees cover all associated materials and equipment. We are not responsible for any money left with your camper or in their cabin. 

Can my camper do laundry at Camp?
Campers who are registered for the Stayover Weekend between two consecutive Camp Weeks have laundry service as a part of their “Stayover Weekend”. Camp Kanata Mesh Laundry bags are provided to those campers. Whatever is placed in that bag will be collected on the Thursday afternoon of their first week at Camp, sent out to be laundered, and returned to them a day later. Laundry facilities are available at Camp for necessary situations.  

Are there any off-site trips?  
Campers who are registered for the Neuse River Trip will be off camp property from approximately 9:00 a.m. until 3:00 p.m. on Thursdays. 

What if my child leaves something at Camp? 
We will do our best to help your Camper collect all their items before they leave Camp. If they arrive home and you notice something missing, please call the Camp office to see if the item has been found and you can pick it up or we will ship it back to you at your expense. Please note that any unclaimed items in our Lost and Found will be donated 21 days (about 3 weeks) after each session. 

Communications

How do I contact Camp?
YMCA Camp Kanata
13524 Camp Kanata Rd. 
Wake Forest, NC 27587 

Office Phone: 919-556-2661 

Summer Office Hours:

  • 8:00 a.m. - 6:00 p.m. Monday-Friday
  • 1:00 p.m. - 5:00 p.m. Sunday 

Outside of the summer office hours, please contact the Director on Call at 919-435-2061 

Can I visit my camper? 
If a camper is staying for two or more consecutive weeks, they may have visitors during their assigned check-out times on each of the Saturday mornings (between 9:30 a.m. and 11:00 a.m.)   

Does my camper need permission to leave Camp?  
If your Camper needs to leave Camp grounds early, please email us at CampKanata@CampKanata.org 

How will I know how my camper is doing?
Parents will receive two correspondences on their camper’s experience at Camp from their child’s cabin counselor. The first is written on Monday night and will be emailed to you no later than Wednesday morning. If you have multiple campers, please know that you may not receive the reports at the same time. The second is a hand-written letter given to parents at Check-out on Saturday when you pick up your camper.  

Can I call my camper? 
If you have concerns about your child while they are at Camp and want more information, please call the Camp office. The Camper Services team will address your concerns and return your call. It may take up to 24 hours for a response.  

How do I communicate with my camper?
You can communicate with your camper by mailing letters or sending Kanatagrams (like an email) through our website (this will be active during summer months). Kanatagrams are delivered to campers every day. You can drop your letter in the mail a few days before camp starts, so your camper receives it on the first or second day. Campers are not able to respond to Kanatagrams. However, campers can write and post letters home in the general USPS mail. Please give them stamps and stationery so they can mail letters home. Self-addressed envelopes and cards are helpful, especially for younger Campers.  

Please address camper letters as follows: 

Camper Name, Cabin #                               
c/o Camp Kanata                                   
13524 Camp Kanata Rd                                  
Wake Forest, NC 27587 

You may leave a package with the cabin counselors when you drop off your camper. The counselor will deliver the package on Tuesday after lunch. We ask that you send your camper letters and/or postcards; however packages may not arrive at Camp before your camper leaves on Saturday 

How do I see photos of my campers while they are at Camp?  

Photos of campers are posted to Waldo Photos. We will provide a code for your use in your “Welcome to Camp” email before your time at Camp. 

Our online photos provide you with a snapshot of life at Camp. Photos will include images of activities and programs. Due to our extensive activities, we cannot guarantee photos of your camper every day but will do our best. These snapshots of Camp may reflect the previous day’s events or other special moments during the week.

You can also follow us on social media @campkanata for additional pictures!   

Can I give my child’s counselor a gift?
In accordance with the American Camp Association guidelines, we follow the policy that monetary and expensive gifts should not be given to Camp staff by parents. If you want to recognize a counselor’s performance, we recommend you send the Camp Director a letter of appreciation that will be shared with the counselor and placed in their staff file. Contributions can also be made to Camp’s Annual Campaign in honor of the counselor.  

 

Emotional and Physical Safety

How can I help you to best work with and mentor my child? 
The best place to provide information for how we can work best with your child is in the Camper Information Form which you will complete in the Camper Online Forms Portal.  

If your child is currently receiving treatment or counseling for emotional or behavioral issues please email Ryan Eves.  Provide details and strategies for how we can best support your camper and manage any issue. This includes, but is not limited to autism, hyperactivity, depression, self-harm, or an eating disorder. We’re in this together. We also ask that you let us know about any learning difficulties, bed-wetting issues, or a recent loss or major change in your child’s life, including any experiences related to the COVID-19 pandemic. This makes a significant difference as we work to meet their needs. Together, we can make certain that your child has an amazing experience while at Camp.  

What happens if my camper doesn’t follow the rules?
At Camp, we believe that when participants do not follow the rules or demonstrate appropriate behavior, we can use the opportunity to help them learn and grow. Our staff promotes behavior guidance and discipline through creating a positive environment, developing structure and clear limits, promoting social and emotional learning, reinforcing our core values, and addressing challenging behaviors. 

Staff will redirect or problem-solve with the camper rather than restrict behaviors. When problems do arise, the Camp staff may consult the parents/guardians so that together, they can develop a plan for behavior management and success for the camper. We believe that this approach focuses on the needs of the participants and positively contributes to their overall well-being and development. 

Do campers ever get sent home from Camp?  
There are times when dismissal from Camp is necessary. Campers who require a disproportionate amount of a staff member's attention or need constant one-on-one support and therefore detract from the attention given to others in the cabin, may be asked to leave. 

Other behaviors directly linked to the health, safety, or well-being of your child or others may also be grounds for dismissal. These include, but are not limited to: 

  • Harming or threatening themselves or others 

  • Bullying behavior including intimidation, teasing, name-calling, racial slurs, threatening looks, and rumor spreading 

Campers sent home for any reason will not receive a refund of any fees paid. Parents will be responsible for all transportation coordination and costs. 

What is the Code of Conduct? 
At Camp, we do what is right. We are committed to building a safe, inclusive, and welcoming environment for everyone where we treat one another with respect and dignity. Each camper is a critical part of creating a place where people feel welcomed, valued, and safe. Your child will be asked to abide by the tenets of the Camper Code of Conduct. At the beginning of the session, the Code of Conduct will be reviewed and discussed in each cabin, at which time each camper will be asked to sign the form. We encourage you to review the Code of Conduct with your child before Opening Day and engage in meaningful discussion about living with integrity and reaching their full potential at Camp. 

What are Camp’s Social Media guidelines? 
The safety and well-being of your child at Camp is our first and most important priority. In today’s online and plugged-in society, we recognize that campers take part in social networking sites such as Facebook, Instagram, Tik Tok, Twitter, Snapchat, and others. While Camp is electronic-free, we would like to encourage parents to be aware of their child’s online activities. We instruct our staff that any contact with campers outside of our programs, whether in person, online or by phone, can only happen with the express approval and involvement of the camper’s parents or guardian. 

We do not tolerate online bullying or inappropriate online content. We reserve the right to refuse acceptance of any child involved in these similar activities. 

Will my child have to take a swim assessment? 
Yes. You can visit our website to understand everything about the assessment. Remember that the swim assessment takes place in the pool and must be completed without goggles. Our website also has information about areas and privileges that accompany each swimming level. 
 

Medical Information

Are there medical professionals on-site at Camp?
Our Health Center is staffed by two registered nurses 24 hours a day.  

There is no charge for routine medical care provided at Camp’s Health Center. If a camper requires medical attention at a medical facility other than ours, all charges will be billed to the parents unless the facility files your insurance as a courtesy.

Our campers are encouraged to visit the Health Center any time they are not feeling well while at camp.  Our nurses will assess the camper and determine the best plan of care for them and whether they should remain at the Health Center or rejoin their cabin and the Camp program.    

Is Camp able to accommodate special dietary needs? 
Yes. Camp offers a menu approved by nutrition specialists and will also arrange individual meals for pre-documented, pre-existing health conditions noted on the Health Form. Visit our Dining page for more information. 

How do I manage my child’s prescriptions while at Camp?  

  • Prescription medications must be in original pharmacy containers and labeled with participant's first and last name and with medication names and correct dosage instructions.
    • Dosage will be given exactly how it is written, any change in dosage will require a doctor's prescription
  • Non-prescription drugs including vitamins, herbals and over-the-counter medications will NOT be accepted without a doctor’s order or prescription.
    • All such medications, vitamins, and over-the-counter medications must be in original containers and with current expiration dates. Once again, we cannot accept over-the-counter medicines without a doctor’s prescription.
    • The camp health center stocks Benadryl, Ibuprofen, Tylenol, Sudafed, Robitussin, Pepto-Bismol, Immodium, Milk of Magnesia and other common over-the-counter medicines. 
  • Campers are NOT permitted to keep any type of medication, vitamins, herbal preparations, prescription creams and/or over-the-counter preparations with them in the cabins.
    • Exceptions are made on a case-by-case basis for inhalers for asthmatics and epi pens. This will be permitted ONLY if a second inhaler or epi pen has been provided to the Health Center as a back-up should one get lost. If you have any questions, please contact Ryan Eves.

What if my camper feels sick while at Camp?  
Our campers are encouraged to visit the Health Center any time they are not feeling well while at camp. Our nurses will assess the camper to determine the best plan of care for them and whether they should remain at the Health Center or rejoin their cabin and the Camp program.   

Will I be notified by the Health Center if my child is sick? 
It is imperative that you provide the contact information for any parent with custodial rights.  The primary contact (the registering parent/guardian) will be notified first, then we will call emergency contacts in the order listed.  

Parents will be promptly notified by our Health Center when

  • Your child is seen for the same issue more than twice. 

  • Your child is ill or has been injured and has been transported to the Emergency Room. 

  • Your child is exhibiting symptoms of COVID-19.  

  • Your child is identified as having a temperature of 100.4 degrees or higher. 

Parents will not be notified when  

  • Your child receives regular first aid treatment for bug bites or minor cuts.  

  • Your child rests in the Health Center during Activity Period.  

  • Your child receives basic health care for common colds, coughs, stomachache, etc. 

Preventative Measures

  • Campers will shower daily 

  • We will wash hands before eating and any time we return to the cabin. 

  • Regular breaks for hydration are provided throughout the day. 

  • Regular encouragement to apply sunscreen throughout the day. 

Please note that we do not offer Camp Health and Accident Insurance. However, we do recommend that campers carry this coverage.