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2022 Camp Information is now Live! Registration is Now Open.

A COVID19 vaccination is required to participate in camp. Click on the red circle icons below to expand the section for more information. All families, including returning families should review 2022 updated policies BEFORE registering their camper for camp.

2022 Policies & Information

Behavior Agreement

Summer at Madeira is an inclusive community where individual differences are valued, where people are supported in reaching their goals and accomplishing challenges, and where everyone can have fun. Creating such a community requires the commitment of all participants including staff, caregivers, and campers. In the camp forms section of registration, we ask caregivers to sign and acknowledge that they have discussed the Behavior Agreement with their camper and acknowledge and accept the responsibility to meet these behavior expectations outlined below.

I Will Show Respect for Others  

  • I will respect other people’s ideas and values, even if they are different from my own. 
  • All my actions and language will have a positive impact on others in the Summer at Madeira community. 
  • I understand that any behavior that could harm (physically or emotionally) a camper or staff member, or which is disrespectful, is unacceptable in the Summer at Madeira community.  

I Will Show Respect for Myself  

  • I will take care of myself by drinking lots of water, washing my hands often, using sunscreen and insect repellant when needed, telling an adult if I am hurt or unwell, and sharing with an adult if I am having problems at camp.  
  • I will make the most of my opportunities at Summer at Madeira by participating fully in camp activities.  I will try new things and have a positive attitude. 
  • I will not allow exclusive relationships (like those with friends from home or school) to prevent me from getting to know other people at camp, or from including others in activities. 
  • I will stay with a buddy when moving around camp and always ask a counselor before leaving the group.  

I Will Show Respect for Everyone's Health and Safety  

  • I understand that the possession and use of recreational drugs, alcohol, tobacco products, or weapons of any kind at camp is prohibited. I will not have and/or use these at camp. 
  • I understand that weapons of any kind including fireworks, firearms, and pocketknives are not allowed. I will not bring these to camp. 
  • I will abide by all safety standards explained by the staff. 
  • I understand that physical and emotional bullying or violence may result in my immediate dismissal from camp. If I am dismissed from camp, my tuition is forfeited, and my caregiver is responsible for picking me up immediately. My behavior at camp will not include violence or bullying.  

I Will Show Respect for Camp 

  • I understand that all community members are expected to share responsibility for keeping personal and community areas neat and clean, and I will help with these tasks. 
  • I will take care of Summer at Madeira’s facilities, program supplies, and equipment. I will put equipment away when I finish using it and will leave any area that I use better than I found it. 
  • I will not bring my cellular phone, music player, video games, radio, or other electronics to camp, because they detract from enjoyment of and interaction with others and with the natural world.

If a camper has difficulty following Summer at Madeira’s behavior expectations, Summer at Madeira staff will: 

  • remind the camper of expected behavior 
  • review the Behavior Agreement above 
  • discuss ways staff members can support the camper in making necessary behavior improvements 

If a pattern of inappropriate behavior continues, Summer at Madeira staff will work with the camper to set specific, appropriate behavior goals and outline consequences for continued inappropriate behavior. Summer at Madeira staff may ask caregivers for suggestions to help improve behavior or create a written behavior contract.  

Continued inappropriate behavior or severely inappropriate behavior (such as physical or emotional violence, bullying, or possession of prohibited items) will result in immediate dismissal from camp and forfeiture of camp fees.  

 

 

Camp Fees

Camp Program Fees 

  • A per-camper, per-session deposit is required to secure your spot at camp. Deposit amounts vary by camp and are applied towards the final camp balance.  
  • Deposits are non-refundable and non-transferable. For the complete cancellation and refund policy, see below.   
  • Full payment is due at least four weeks prior to the start of the camp season (May 16th). Summer at Madeira offers a variety of payment options to help finance your campers' summer experience.
  • Families who register with less than four weeks until their first day of camp, are required to pay in-full at the time of registration.  
  • The deposit for Camp Greenway programs is $100 per camper, per session. The deposit fee for Riding Workshop and Girls First is $200 per camper, per session. Deposits go towards your total camp fees, and are non-refundable. Please check camp dates agains other obligations and vacations before registering your camper. 

Administrative Fees

  • A one-time, $25, per-camper administrative fee is applied at registration. This fee is non-refundable in the event of cancellation or withdrawal by the caregiver or the Madeira School.  

 

Cancellations/Refunds

Refunds on Program Fees

  • All per-camper, per-program deposits are non-refundable and non-transferable. Refunds for any camp program fees paid beyond the deposit(s) may only be issued when written notice of cancellation and a request for refund is received at least four-weeks prior to the start date of the camp session. 
  • Refund requests that come less than four-weeks prior to the start of the camp session, will not be honored. Summer at Maderia does not issue rollover credits to the next season and families will forfeit all fees paid towards their program. 
  • Refund requests for lunch services and extended care must be submitted in writing at least one-week prior to the start of the camp session.  
  • Administrative fees are non-refundable.  

Cancellations Due to Medical or Emergency Circumstances 

  • In some cases, refunds may be granted after the four-week cancellation and refund period for medical or emergency circumstances only. A written notice of cancellation with explanation of medical or emergency circumstances must be provided for a refund request to be considered. 
  • Additional documentation may be requested by the Madeira School. Partial refunds will be at the discretion of the Madeira School after reviewing the request.  

Inclement Weather 

  • High ropes and water activities may be cancelled when weather conditions are unstable. Alternative activities will be provided. Refunds are not given when activities are cancelled due to inclement weather.  

Program Cancellation 

  • If any program is cancelled by the Madeira School, for any reason, a full refund will be issued on all camp program fees including the non-refundable deposit. The camp administrative fee is non-refundable.  
  • If a program is cancelled due to insufficient enrollment, every effort will be made to place campers in a similar program.  

 

 

Extended Day

For Camp Greenway and Riding Workshop, the camp day ends at 3:00 pm. Pick up concludes by 3:30 pm. For families who need to extend their campers' day, we offer an optional Extended Day program. 

  • Extended Day runs Monday-Friday from 3:00 pm to 5:30 pm 
  • Caregivers may pick their camper up any time during that timeframe
  • Extended day is $200 per week, or $45 daily drop-in rate. 
  • Programming includes a snack, games, crafts, one extra swim block per week, and other fun and relaxing camp activities, and is staffed by our Extended Day team. 
  • A late fee of $25 per camper is incurred if caregivers fail to pick their camper up by 5:30 pm. Late fees increase on a sliding scale based on time of pick up. 
  • Refund requests for Extended Day must be made at least one-week prior to the start of the camp session. 

 

Friend Requests
  • A camper may request one “buddy” per session. Both buddies must register for the same camp, program, and session, and must list each other’s name on the registration forms. 
  • Buddy requests are made at the time of registration. Group placement is done two weeks prior to the start of camp.  The camp director team has final say on camp placement and will contact families in the event buddy requests cannot be accomodated. 
Health & Wellness / Vaccination Requirements

Camper Forms 

New Campers
 
  • All new campers, must complete all required health forms to participate in camp. 
  • Campers are required to have a physical examination within 12 months prior to their arrival at camp and health forms must be completed and signed by a physician each year.  
  • Health forms must be uploaded to the CampBrain portal by the parent or guardian at least four weeks prior to the start of your camp program. 
  • Proof of vaccination against COVID-19 must be uploaded to the CampBrain portal prior to the start of your campers program.
  • Contact healthcenter@madeira.org with any questions you may have about camper forms, vaccination requirements, or general health and wellness while at camp. 

Returning Campers from 2021 Summer Only

  • In most cases, returning campers from the summer of 2021 who submitted updated health forms, will not need to upload new health forms for the 2022 summer. Health forms with a physicial dated less than 24 months prior to the start of their camp will be accepted. 
  • Campers who have allergies, asthma, or take medication at camp must upload new and completed action plan forms, annually. 
  • Proof of vaccination against COVID-19 must be uploaded to the CampBrain portal prior to the start of your campers program.
  • Contact healthcenter@madeira.org with any questions you may have about camper forms, vaccination requirements, or general health and wellness while at camp. 

COVID-19 Health and Wellness Policies 

  • Following policies of The Madeira School, all campers must provide proof of COVID-19 vaccination to participate in camp programs. Requests for exemption must be submitted in writing to the health team prior to the start of camp; refunds are not issued due to vaccination status and exemptions are considered on a case-by-case basis. Staff must provide proof of full vaccination for employment.
  • Prior to the start of your camp session, we ask that you contact camp for instruction if there has been any potential contagious illness or COVID-19 in the household leading up to summer. 
  • Caregivers are responsible for screening themselves and their children at home for symptoms of COVID-19 including fever, cough, shortness of breath or difficulty breathing, chills, muscle pain, sore throat, or loss of taste or smell. Anyone with symptoms consistent with COVID-19, including the child, should remain home.
  • Children will not be allowed to attend camp if they have a fever of 100* or aboveCampers cannot return to camp unless they are 72 hours fever-free (without the use of fever-reducing medication).   
  • At this time, following campus policy for The Madeira School, face coverings are required for campers and staff when indoors, regardless of vaccination status. Face coverings should be at least two layers and fit over the nose and mouth. 
  • Children or staff who become sick during the camp day will be separated from the group and isolated in the Health Concerns Center under the care of the nurse team, until picked up. Sick campers must be picked up within one-hour of a call home. 
  • Caregivers must notify camp staff if their child or any household member tests positive for COVID-19, exhibits signs/symptoms consistent with COVID-19, or is awaiting COVID-19 test results. In such a situation, the camper may not return to camp until they can exit self-isolation or self-quarantine under the health guidelines of 14-days. Campers may return to camp after 14 days and only with a doctor note clearing them for participation in activities.  
  • Camp staff will adhere to the same health guidelines as described for campers, including daily health screenings and a return-to-work policy in line with the CDC.

Care of Mildly Ill Campers 

  • A team of healthcare professionals staff the camp health center. Staff is responsible for reporting any signs of illness or injury to the health team, who assess each situation, and may administer over the counter medications if authorized by the caregiver.  
  • A camper requiring any form of antibiotic treatment must refrain from attending camp for the first 24 hours of this treatment.  We reserve the right to require a note from your camper’s healthcare provider indicating he/she is no longer contagious prior to your camper’s return to camp. 
  • Should it be determined that a mildly ill or injured camper should be picked up, a caregiver must pick up their camper within one-hour of a phone call home.  

Lice 

  • If head-lice is detected while at camp, the caregiver will be called to immediately pick their camper up at the Health Center within one-hour of a phone call home.  
  • A child may not return to camp until treated and all nits are removed. Upon returning to camp, the camp nurse must verify that there are no nits for the camper to remain at camp. Refunds are not issued for days missed due to head lice. 

Medications 

  • If your child has been prescribed medication, they will need to bring onto the Madeira campus, you must complete the appropriate Care and Consent form, located in the section below. This includes life-saving medication such as inhalers and epi-pens.  
  • All prescription medications must come to camp in the original pharmacy container, with the prescribing label attachedExpired medication will not be accepted. 
  • The Madeira Health Center is stocked with over-the-counter medications; therefore, campers should NOT bring medications such as Acetaminophen (e.g., Tylenol), Ibuprofen (e.g., Advil), Diphenhydramine (e.g., Benadryl), Antibiotic Ointment (e.g., Neosporin), and TUMS to camp. The Health Center will contact the parents/guardian directly to obtain permission to dispense over-the-counter medications to the camper if necessary. 
  • No camper may carry, keep, or dispense for herself/himself or any other camper any prescription or over-the-counter medications. 

Campers with Special Needs 

  • We make every attempt to offer summer camp opportunities to all campers. We can accommodate most special needs and dietary restrictions. Email summer@madeira.org and a Summer Programs staff member will schedule a call to discuss how we can make your camper’s experience exciting, appropriate, and fulfilling.  
  • The information you share with us will be held confidential, shared on as HIPPA allows, and in accordance with your wishes.  

 

 

 
Lost & Found
  • Lost & Found is located outside of the Camp Office. Counselors and pool staff conduct lost & found sweeps at the end of each day after campers have been picked up.  
  • Label anything your camper brings to camp with their first AND last name and limit the number of items they bring with them. 
  • Do not send anything to camp that is valuable or irreplaceable. Summer at Madeira is not responsible for lost, stolen, or damaged items. 
  • Any unclaimed items will be donated to charity one-week after the conclusion of the summer.  
Lunch Services
  • For Camp Greenway and Riding Workshop, lunch services can be added on for an additional weekly fee of $50 per week. Lunch services are included in the cost of camp for Girls First. Lunch for days camps can be added at any time by logging into your CampBrain portal. Cut off for adding lunch to your registration is one-week prior to the start of your camp session. 

  • Campers eat together in the campus dining hall in shifts to reduce volume and allow campers to spread out.  

  • Lunches are provided by The Madeira School's year-round dining team, Merriweather Godsey

  • Menus include one balanced, nutritional, kid-friendly hot entree, sides, fruit, and drinks. Most food allergies and dietary needs can be accomodated, so you can feel safe when your camper dines with us.  Unfortunately, we can not provide full-modifications to camp lunches. Please discuss the camp menu with your camper to ensure they feel confident enjoying the provided menu. 

  • Menus will be updated to the website, and shared out with registered families in March. 
  • Camp Families are strongly encouraged to sign up for the lunch plan but can opt out and choose to send campers with a packed lunch. Packed lunches from home should not require heating or refrigeration.

Lunch Menus

 

Summer at Madeira Cycle 1 Menu
  Monday Tuesday Wednesday Thursday Friday
Always Available Turkey Sandwich
Cheese Sandwich
Turkey Sandwich
Cheese Sandwich
Turkey Sandwich
Cheese Sandwich
Turkey Sandwich
Cheese Sandwich
Turkey Sandwich
Cheese Sandwich
Entree Grilled Cheese Chicken Nuggets Cheeseburger Grilled Chicken Sandwich Cheese Pizza
Vegetarian Entree   Chick'n Nuggets Veggie Burger Grilled Tofu Sandwich  
Side Sun Chips Macaroni & Cheese Chips Tortilla Chips & Salsa Caesar Salad
Veggies Carrot Sticks & Ranch Cucumber Sticks Green Beans Celery Sticks Broccoli Florets
Dessert Watermelon Grapes Cookies Peaches Italian Ice
           
Summer at Madeira Cycle 2 Menu
  Monday Tuesday Wednesday Thursday Friday
Always Available Turkey Sandwich
Cheese Sandwich
Turkey Sandwich
Cheese Sandwich
Turkey Sandwich
Cheese Sandwich
Turkey Sandwich
Cheese Sandwich
Turkey Sandwich
Cheese Sandwich
Entree Hot Dogs Beef Tacos Turkey Club Sandwich Pasta Bar Chicken Tenders
Vegetarian Entree Smart Dogs Veggie Tacos Portobello & Cheese Sandwich   Chick'n Tenders
Side Baked Beans Mexican Rice Chips Breadsticks Tortilla Chips
Veggies Carrot Sticks & Hummus Shredded Lettuce & Cheese Garaden Vegetable Marinated Cucumbers & Tomatoes Guacamole
Dessert Pineapple Cookies Fresh Berries Canataloupe Frozen Treat
Payment Installment Plans

Summer at Madeira provides many options for families to finance their campers summer experience. 

We encourage families to utilize the installment payment plan option for the Summer of 2022.  

  • After securing your space with a non-refundable deposit, caregivers may select a multi-month plan starting on the month they register. Payments are broken up into equal installments with final payment made four-weeks before their campers' first day of camp. 

OR

  • After securing your space with a non-refundable deposit, caregivers may choose to make one lump balance payment four-weeks before their campers' first day of camp

OR

  • Caregivers may pay in full at point of registraion.  

Caregivers can return to their CampBrain portal at any time to make additional payments, review their camp invoice, update credit card information, and add additional services such as cookout, extended day, or lunch. 

 

Registration

Registration for all 2022 summer camps will open at 10:00 am on Monday, January 17th. 

  • All registration is done through CampBrain, the Madeira Schools’ camp management platform.  
  • Caregivers may log in at any time to access their registration information, make payments, change credit card information, add sessions and services, and upload forms.  
Safety Guidelines
  • We follow all safety and risk management guidelines set by the local, state, and federal boards of health, the American Camp Association, and the Madeira School. All staff are trained in First Aid, CPR, and AED; all Lifeguards are American Red Cross Lifeguard certified; all adventure staff are trained and certified by Calleva Outdoors. The Madeira School Health and Wellness center is staff by a team of registered nurses who are employed by the school year-round.  
Snacks
  • One peanut/tree nut free snack is provided for each camper. Snacks are things such as goldfish crackers, pretzels, fruit bars, popcorn, etc.  
  • Campers with allergies or dietary restrictions may opt to bring their own snack. Please  contact the camp director  if bringing your own snack 
  • We ask caregivers to not send snacks to camp for things like birthdays and/or special events. Should your camper be celebrating with us, Summer at Madeira will provide birthday snacks safe for the whole group. 

 

Staff Selection, Screening, and Training
  • Most staff are 18 years of age or high school graduates and are selected based on their ability to work with young children, teach, share skills, and work as a team.  Junior Counselors are between the ages of 16-18 and always work in teams with older staff.  
  • We conduct background checks on every staff member who accepts a position with Summer at Madeira. Background checks include a general background check that covers state, local and national criminal and sexual offender databasesWe also do a state-specific background check for the Commonwealth of Virginia. Background checks are required annually and include both new and returning staff.  
  • Once hired, staff attend one to two weeks of training to bond as team and gain skills in facilitation, risk management, safety, positive youth development, and interpersonal communication.  

 

Swimming Pool, High Ropes, and Archery

Swimming Pool  

  • Summer at Madeira campers will all get to swim in our indoor pool. Our pool is a six-lane, 25-yard lap pool with depths ranging from 4-feet to 12-feet. For our youngest campers, we provide platforms that raise the depth in part of our shallow end to 2-feet. 
  • Due to COVID-19, your camper may not swim every day during the Summer of 2022. On non-pool days, alternative water-fun activities will be offered.  
  • Each camper is swim tested at the beginning of their session and will wear a wristband color-coded according to ability. Swim levels are at the discretion of the Director of Aquatics and are put in place for the safety of your child based on the depth and size of our pool. 
  • The swim assessment includes 25 yards of continuous, forward-motion swimming and one minute of treading water. 
  • Non-swimmers (Red Zone) will be fitted for a PFD and remain in the shallow end. 
  • Yellow Zone swimmers display less confidence in the water and/or can not complete the swim assessment in its entirety. They must remain in the shallow end. 
  • Green Zone swimmers are able to complete the swim assessment and display coordination, rhythmic breathing, and upright mobility in the pool. They may utalize the entire pool including the diving well. 
  • Campers may repeat the swim assesment session-to-session to advance. 

High Ropes and Archery (Greenway/Girls First Only)

  • Due to safety considerations, high-rope and archery are offered to those campers in rising 4th grade and up.  
  • Alternative out-door activities are offered for those campers’ grades 3 and under.  

2022 Forms

Campers will not be allowed to remain at camp if they arrive on the first day of their program without up-to-date, completed, and signed forms. All camper forms and forms from doctor's offices must be submitted in English. At this time we are unable to accept forms in any other languages. Summer at Madeira health forms are standard across camps. If your camper will be joining us for any combination of Camp Greenway, Girls First, and/or Riding Workshop only one set of forms needs to be submitted per-camper. 

New Campers

  • All new campers, must complete all required health forms to participate in camp. 
  • Campers are required to have a physical examination within 12 months prior to their arrival at camp and health forms must be completed and signed by a physician each year.  
  • Health forms must be uploaded to the CampBrain portal by the parent or guardian at least four weeks prior to the start of your camp program. 
  • Proof of vaccination against COVID-19 must be uploaded to the CampBrain portal prior to the start of your campers program.

Returning Campers from 2021 Summer Only

  • In most cases, returning campers from the summer of 2021 who submitted updated health forms, will not need to upload new health forms for the 2022 summer. Health forms with a physicial dated less than 24 months prior to the start of their camp will be accepted. 
  • Campers who have allergies, asthma, or take medication at camp must upload new and completed action plan forms, annually. 
  • Proof of vaccination against COVID-19 must be uploaded to the CampBrain portal prior to the start of your campers program.

Download the Health Form

Download the Emergency Care Plan for EpiPens

Download the Asthma Action Plan for Inhalers

Download the Medication Consent Form for all Medications

Uploading Your Forms

All health documents should be uploaded by the parent or guardian through the online Registration Portal. Please do not email forms to the camp team. Contact healthcenter@madeira.org with any questions you may have about camper forms, vaccination requirements, or general health and wellness while at camp. 

 

Camp Questions?

Want more information about Summer at Madeira? Contact us at 703-556-8234 or email us.