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Summer Camp Policies
For online purchases made prior to May 1, 2014, clients must pay 50% or more of the program price. The remainder will be
charged automatically on May 2, 2014. By enrolling in a program, it is understood
that all policies here and on our website have been read and
Pre-camp paperwork is mandatory for your child to attend camp, and must be completed one week prior to the start of the camp. Campers will not be allowed to attend camp until all necessary paperwork has been completed in our online system. Camp days missed for this reason are non-refundable.
3. CANCELLATIONS & REFUNDS - DAY & OVERNIGHT CAMPS
Prior to May 1, 2014: Cancellations made prior to May 1, 2014 will result in a $100 cancellation fee, with the remainder refunded in the form of a check.
After May 1, 2014: Cancellations made after May 1, 2014 receive no refund, with the following exceptions:
Short term illness or injury: If a short term illness or injury prevents the camper from attending the scheduled camp, the client may reschedule another camp, during the same summer season only, for a transfer fee of $35 (unless the new camp is of a greater value), provided that the desired camp has available space. If the new camp has a higher value than the original camp, the client must pay the additional difference in tuition. Refunds will not be provided for transferring into a camp of lesser value.
Long term illness or injury: Cancellations made after May 1st due to long term illness/injury must be accompanied by a doctor's note for a $100 cancellation fee with the remainder refunded by check. A doctor's note must be received prior to
before a refund will be issued.
Existing waiting list requests: For cancellations made after May 1st, if there is a waiting list request for a space in the camp, then the cancellation may result in a $100 fee with the remainder refunded by check, only after the vacated space in the camp has been filled.
4. CANCELLATIONS & REFUNDS - TEEN EXPEDITIONS
Expedition deposits of 50% are non-refundable. For registrations made
after May 1, 2014, payment is due in full. Applications received after
May 1, 2014 should include payment in full and are not eligible for a
5. CAMP SESSION TRANSFERS
After May 1, 2014 a Camp Transfer fee of $35 will be assessed for each camp session change. No Camp Transfers are allowed within two weeks from the start date of your camp session (except in the case of illness or injury documented by a doctor's note). Expedition registrants can only transfer into other Expedition camp sessions or tuitions are forfeited.
Those transferring to a lesser valued camp program (Overnight Camp to Day Camp) will have a $35 Camp Transfer fee assessed, and the difference in tuition will not be refunded.
Those transferring to a greater valued camp program must pay the additional tuition for the new camp, but will not be charged the transfer fee.
6. TUITION REBATES
We do not issue tuition rebates for weather conditions, late arrival, early withdrawal,
short term illness/injury, accident, or dismissal during any of our
camps or expeditions. Transportation costs accrued due to early withdrawal/
dismissal will be assumed by the parent(s).
7. BEHAVIOR REGULATIONS
Campers are expected to adhere to all safety instructions at all times. Refusal to follow safety instructions may result in immediate dismissal.
Disruptive behavior, physical aggression, violence of any sort, inappropriate language, the use of alcohol, drugs, tobacco products, weapons of any kind, or disrespect towards others and/or their property will not be tolerated and may result in immediate dismissal from the program.
Transportation costs due to early withdrawal/dismissal and/or equipment damage due to misbehavior will be assumed by the payee. Parents are also responsible for traveling to the campers' location for pick up, regardless of the distance or time of day/night the dismissal occurs.
8. INCLEMENT WEATHER
Adventure Links camps run rain or shine. If a scheduled activity can be safely facilitated outdoors, then the scheduled itinerary will be implemented as planned.
Camp days will not be cancelled due to common weather conditions such as rain, thunderstorms, heat, high winds, etc. Camp itineraries may be altered in these instances on a case by case basis, and scheduled activities may be replaced entirely if necessary.
Parents/Guardians are responsible for sending campers to camp adequately dressed and prepared for a variety of weather conditions.
In the event of extreme and highly unusual weather conditions or other natural disasters such as flooding, earthquake, hurricane, etc., a camp day may be ended early, postponed, or cancelled. Refunds will not be provided under these circumstances.
In the event of a thunderstorm, campers will be moved to the nearest safe indoor location and participate in teambuilding and initiative games. If campers are not located near a shelter, the group will follow appropriate lightning safety procedures until the thunderstorm passes.
Adventure Links staff will monitor weather reports and may make changes to the planned itinerary to provide the best experience possible for campers, however schedule changes are not always possible, and inclement weather may result in the day's camp activity being altered or replaced.
Alternative activities during inclement weather may include the following, based on schedule and availability:
- Initiative games, team building activities, or outdoor living skills activities adapted for indoor facilitation
- A visit to a local museum
- Indoor rock climbing
Our camps run rain or shine and Adventure Links follows the
program itineraries as closely as possible. We do halt an activity and
move to the most protected area in the event of lightning, severe
rain, or high winds. Occasionally, unpredictable weather conditions,
permit status, group dynamics or other circumstances necessitate
itinerary modifications. Adventure Links reserves the right to alter
sites or activities when necessary and provide appropriate substitute
activities or locations.
10. PROGRAM CANCELLATION OR EARLY TERMINATION
Adventure Links reserves the right to cancel a program. In the very unlikely event that this would occur, Adventure Links will refund tuition paid or a free camp transfer will be available.
For all camp programs: Valid picture identification is required at both drop off and pick-up, for each day of camp. Only individuals on the authorized pick-up/drop-off list will be permitted to pick-up/drop-off campers.
In the morning, the Adventure Links staff is instructed to wait 15 minutes past the pickup time to accommodate slightly late arrivals. 15 minutes after the scheduled pickup time, camp vehicles will depart for the day's activity location.
In the afternoon, Parents are expected to pick up their children in a timely manner, with proper identification. In the event that a camper is picked up more than 30 minutes late from a camp, the second occasion will result in an additional $50 late fee, as will any subsequent late pickup of more than 30 minutes.
Drop Off: If a camper is running late for the start of overnight camp, parents are expected to call the Adventure Links office to notify our staff of the anticipated arrival time (Leave a message if necessary).
Pick Up: If a parent is running late for the scheduled pick up time, they are expected to call the Adventure Links office to notify our staff of the anticipated arrival time (Leave a message if necessary).
All Camps: The parent/guardian is responsible for the safety and supervision of their camper while they are present during drop off or pickup times, regardless of whether that camper has been signed in or signed out for the camp.
During travel times, campers are required to remain seated with safety belts fastened when applicable. Instructors reserve the right to assign seats when necessary. Campers are expected to follow basic instructions and behavioral guidelines during travel, instances of "bullying" or other inappropriate behavior may lead to camper dismissal in accordance with our behavior policies.
Adventure Links follows all applicable safety guidelines in accordance with Department of Transportation Standards, including the prohibition of the use of hand held electronic devices while operating vehicles.
Parent/Adventure Links: During a camp program, Adventure Links staff will communicate schedule and/or itinerary changes along with other general information primarily via text messaging. Our mass text message system will use the mobile phone number provided by the parent in the pre-camp paperwork.
Updates may also be provided via e-mail or direct phone calls.
In the event of an emergency, parents will be contacted directly by phone. Parents will also be contacted in the event of any illness or injury that may need advanced medical attention, or has significantly impacted the camper's ability to participate in camp activities.
In the event of an emergency taking place outside of Adventure Links office hours, a parent may contact an on-duty supervisor by calling the designated phone number included in the registration information.
Parent/Child: Campers are instructed not to bring mobile phones or other electronic devices with them to camp. If a parent has an urgent message to be communicated to their child or to the Instructor of his/her camp, they may call the Adventure Links office to relay that message (Adventure Links Instructors are required to carry mobile phones at all times during a camp program. Certain activity locations may not have cellular service available, and messages will be relayed promptly when Instructors travel within range of cellular service). If a camper has an urgent message to be communicated to a parent, or is experiencing homesickness, Adventure Links staff will contact a parent to facilitate this communication. Adventure Links Instructors are directed not to provide their personal phone numbers to clients.
Instructor/Child: There will be no unmonitored communication between Instructor and Child outside of camp activities. Campers are encouraged to communicate with Adventure Links staff using the following channels:
- Send a letter addressed to "Adventure Links Program Director", which will then be forwarded to the Instructor after review by a supervisor.
- "Like" the Adventure Links Facebook page, and send messages to Adventure Links.
- Send an email to firstname.lastname@example.org that will be forwarded to the Instructor after review by a supervisor.
13. PERSONAL BELONGINGS
Adventure Links is not responsible for personal belongings brought to camp by participants, and will not reimburse for lost, damaged, or stolen items.
Campers may use personal adventure equipment such as climbing shoes, helmets or harnesses only after inspection by an Adventure Links Staff member. Adventure Links reserves the right to require use of company-provided equipment in all activities at the discretion of the staff.
Pets and other animals may not be brought to camp. Please call the Adventure Links office if you have questions about a service animal accompanying your camper.
14. PROMOTIONAL RELEASE
Upon enrolling in an Adventure Links program, the parent/guardian
and applicant authorizes Adventure Links to the use of photos,
quotes or video footage from camp programs for the purpose of
The parent/guardian is responsible for any medical expenses
or transportation costs related to a camper's illness, accident or
departure from the program. In addition, Adventure Links is not
responsible for theft, loss or damage to personal property.
For some programs, Adventure Links employs the services of
reputable and professional companies for specific activities. Often
such subcontractors require additional waivers/paperwork from our
17. CONTAGIOUS DISEASE
Adventure Links will take reasonable precautions to prevent and
contain the spread of disease. It is the responsibility of the parent to
inform Adventure Links of any contagious disease your child may be
experiencing and take appropriate measures to treat your child for
the condition. Please refrain from sending your child to camp with a
contagious or infectious disease. Contact the Adventure Links office
as soon as you are aware that your child will not be attending camp.
Adventure Links primarily serves children who have independent
skills in all areas, can follow directions in a large group and work well
with their peers. If your child has special needs or requires support
to follow directions and maintain appropriate behavior and attention
please call the office to see if Adventure Links is right for your child.
Return to the Summer Introduction page.
Summer Camp Inquiry
800-877-0954 - www.AdventureLinks.net
13220 Yates Ford Road
Clifton, VA 20124