Frequently Asked Questions

How can I register my child for camp?

All registrations require a non-refundable deposit – $100/overnight camps and $50/day camps per session.

My child is registered for camp but we need to switch dates. How can we do that?

All transfer requests must be in writing/email and must contain camper name, date of birth, original program/date and new program/date requested.

Transfer emails can be sent to: admin@bwccampsandretreats.com

If you have already registered your child and need to change your child’s camp date or program, please contact our office; if spaces are available you may transfer your child to a different program or different week at the same camp location without any financial loss.

If you need to transfer your child to a different site (i.e. West River to Manidokan), please contact our office. If spaces are available you may transfer your child to a different location with a $20 transfer fee/per camper/per transfer. This fee is separate from the cost of the camp program. Transfer fees are non-refundable and non-transferable.

My child is registered for camp but I keep getting emails from CampDoc, what have I missed?

Upon registering, you will receive a confirmation email from CampDoc.  You will then receive weekly emails concerning your account balance and Camper Health form.

Once your balance is paid in full, balance emails will stop.

Once your Camper Health form is complete (100%), those emails will also stop.

Do you offer before and after care for Day Campers?

We do not offer before/after care for day camps. Please adhere to the drop off and pick up times.

Do you offer a sibling discount?

At this time, we do not offer any type of sibling discounts.  We do offer scholarships through your local United Methodist Church. Please click here for more information.

What does the lock-out date on CampDoc mean?

Each program is assigned a “lock-out date” so that our staff and nurses can review all incoming camper records after that date knowing the information is final and will not be changed.

If your Camper Health form is UNDER 100% completed you can log on AT ANY TIME and complete the information, even after the lock-out date.

If your Camper Health form is completed and at 100% then you can make changes (if needed) UNTIL the lock-out date. After the lock-out date you will not be able to make changes upon login.  If changes are needed you may contact our offices and request the camper record to be unlocked.

If a program/camp is full, do you have a waitlist?

We can “waitlist” campers for the choice of camp if that program has filled.  This is first-come, first-served basis and you can elect to be waitlisted for a program on the CampDoc system or you can send an email to admin@bwccampsandretreats.com with Camper Name, Date of Birth, Gender, Email and Phone number, program(s) you want to be waitlisted for.  We do not guarantee any available spaces and your credit card will not be charged if you are not moved into a program.

What happens if I need to cancel my registration?

All cancellations and refund requests MUST be made in writing/email form. We will not take cancellations over the phone.

If a camper cancels prior to one month before the start of camp OR if we can fill the camper’s space with someone from the waiting list, then a 100% refund (minus $25 processing fee) can be requested.

If it’s within a month of the start date, a 50% refund (minus $25 processing fee) can be requested.

If it’s within 2 weeks of the start date, no refunds can be requested with the exception for documented medical/family crisis. These will be considered on an individual basis.

If a camper leaves early from camp due to health, homesickness, family emergency or discipline issues there will be no partial refunds.

What should I expect at camper check-in on the first day?

The first day we will check in each camper, make sure all balances are paid, visit with the nurse/staff to be sure all health information is accurate and medications are turned in and for overnight campers you have a chance to visit the camp store.

 

Depending on the number of campers checking in, we can have some long lines.  To help move things along quickly please be sure to have the following information:

 

  • Pay all balances prior to the start of camp.
  • Complete all health information in CampDoc – this includes either scanning your health insurance card OR bring a copy of it front and back with camper’s name written on the copy.
  • Have all medications in original bottles with prescription labels or for over-the-counter meds have campers name written on the bottle. Having all medications in a zip lock bag with camper’s name on it is very helpful to our staff.   ALL medications must be turned into the nurse so please have these out of luggage and ready to be turned in.

Check in times:

 

West River Overnight Camps – Sundays at 3pm

 

West River Grandparents’ Camps – Mondays at 10am

 

West River Day Camps – Mondays at 8:50am

For a suggested packing list for overnight programs click here.

What should my camper bring to camp?

Campers will need basic items such as comfortable clothing, swimsuit/beach towel, personal toiletries, linens/sleeping bag and pillow, etc.  For a full suggested packing list for overnight programs click here.

Please note we do not allow cell phones, tablets or devices that can connect to the internet.

What if my camper has food allergies or dietary issues?

Here at West River we take dietary needs and allergies very serious.  We are a nut-free facility and always have different food options for those camper with allergy/dietary needs listed in advance.  We take all the standard food service precautions to prevent cross contamination in our food service spaces. We tell summer campers not to bring in outside food items in order to eliminate unwanted allergy exposure when a guest is in our care.   We ask that we are made aware of those specific needs at least 1 week prior to arrival so that we have time to plan and source the appropriate items. If we find out about a dietary need during an event, we will do our best to accommodate that guest for the remainder of their visit.

Please note that if your child has an anaphylaxis risk to any allergen, they must bring an epi-pen to camp. They will not be admitted without an epi-pen available. This is a new policy!

Emergency medications (Inhalers, Epipens, etc.) that need to be closer to camper may be kept by the immediate counselor. Two sets of medication must be brought to camp and the camper must be able to self-administer and parents AND physician given signed permission.

Can I send my camper a package?

Campers may receive packages / letters from home, that is part of the fun while they are here at camp.  Please know a few things before ordering or packing that care package:

  1. West River is a NUT FREE facility!  We prefer no outside food/candy be sent in order to eliminate unwanted allergy exposure when a guest is in our care.    Candy can also be a pest-attraction if it is in the cabins, so we strongly encourage other items in a care package like puzzles, games, books, jokes, cards, small toys, etc.
  2. West River staff will check the mail on a daily basis, letters/packages are delivered to campers at meal times.  With nearly 200 people on site each week it is possible that a package may get misplaced or delivered incorrectly, therefore we ask that you do not send anything of special value.  West River staff cannot be held responsible for items misplaced or missing/late deliveries of packages.
  3. Make sure you have the correct address!
    1. Mail going through the USPS system should be address to:  Camper FULL Name, Program Name, West River Center, P.O. Box 429, Churchton, MD 20733
    2. Mail going through Amazon/UPS/FedEx/other deliver should be address to:  Camper FULL Name, Program Name, West River Center, 5100 Chalk Point Road, West River, MD 20778.
Can I request a roommate?

Yes, there is a space on the Health Form that you can request a roommate.  Roommates must be registered for the same program/same site to be considered.  For the West River Ultimate Middle School Camp, each camper must list the other in order for roommate requests to be complete (i.e. Johnny requests to room with Brandon and Brandon requests to room with Johnny).