Registration and fees 

Registration 

Camp spaces are limited and registration is completed on a first come, first served basis. Registration is not considered complete until payment and all required forms have been submitted. 

Parents/guardians are responsible for ensuring all emergency contacts, medical information, allergies and pick-up authorizations are accurate and up to date.  

 

Cancellations and Refunds 

Cancellation requests must be received at least 10 business days prior to the registered camp date to receive a full refund or to avoid charges for unpaid registrations. Cancellations received with fewer than 10 business days' notice, missed days, or no-shows remain the financial responsibility of the registrant and are not eligible for a refund. Outstanding balances must be paid before additional Recreation Centre registrations or bookings can be processed. 

 

Fees 

Payments may be made by debit or credit card. Receipts are available upon request. 

 

Late pick-up fees 

Day camp ends promptly at 4:30 pm. 

Late pick-up fees are as follows: 

• 4:31 – 5:00 pm: $25.00 

• Every additional 10 minutes: $10.00 

Late fees apply per child and are payable at pick-up. 

 

Camper ages 

Camp participants must be between 4-12 years of age at the time of participation. 

 

Individual needs and inclusion 

We strive to provide an inclusive environment for all campers. Families are encouraged to communicate any developmental, behavioural, medical, or support needs during registration.  

While we will make reasonable efforts to support campers, accommodations are dependent on program capacity, staffing, and safety considerations. 

 

Safety and security 

Camper supervision ratios 

A minimum staff-to-camper ratio of 1:10 will be maintained during camp programming. 

 

Drop-off and sign-in procedures 

For the safety and supervision of all campers, parents/guardians are required to bring their child inside the facility and sign them in directly with a Day camp staff member each morning.  

Campers may not be dropped off outside the facility or left unattended before staff sign-in has occurred. 

 

Pick-up and sign-out procedures 

Campers will only be released to authorized pick-up individuals listed on the registration form.  

If a person not listed on the authorized pick-up list is picking up a camper, a completed Alternate Pick-up Authorization Form must be submitted by the parent/guardian. Verbal authorization provided by a parent/guardian or child will not be accepted. 

Parents/guardians or authorized pick-up individuals are required to sign campers out directly with Day Camp staff before leaving the facility. 

Day camp staff may request government-issued photo identification from any individual picking up a camper to verify their identity. 

If there are concerns regarding the identity of the individual attempting to pick up a camper, staff reserve the right to contact the parent/guarding before releasing the child. 

 

Walking home permission 

Campers will only be permitted to walk home independently if a completed Walking Home Authorization Form has been submitted by the parent/guardian. 

The authorization form must clearly indicate: 

• Whether the authorization is for a specific date or for all registered camp dates; 

• The approved departure time; and 

• The parent/guardian signature and contact information 

Verbal permission, text message, and notes will not be accepted. 

Once a camper has been released in accordance with a valid Walking Home Authorization form, they are no longer under the supervision or responsibility of Evolution Recreation Centre Staff. 

 

Injuries and incident reports 

Any staff responding to a major or minor injury will follow the guidelines outlined in the camp policies and procedures manual. 

Incident reports will be completed by the staff member(s) directly involved in or witnessing the incident and must include all relevant, accurate, and factual information. 

All incident reports must: 

• Be signed by the staff member completing the report 

• Be reviewed with the parent/guardian 

• Be filed and maintained on record 

Parents/guardians will be notified as soon as reasonably possible regarding any significant incidents involving their child. 

 

Illnesses 

To help protect the health and safety of all campers and staff, children who are ill are required to stay home from camp. 

Children must not attend camp if they are experiencing: 

• Fever 

• Vomiting 

• Diarrhea 

• Contagious illnesses 

• Significant cold or flu symptoms 

• Any illness preventing safe participation in camp activities 

Children must remain symptom-free for at least 24 hours before returning to camp. 

If a child becomes ill during camp hours, a parent/guardian or emergency contact will be required to pick-up the child immediately. 

Children with contagious illnesses may be required to remain home until written medical clearance is provided by a physician confirming the illness is no longer contagious. 

 

Severe allergies and medical concerns 

All allergies, medical conditions, medications, and emergency care instructions must be disclosed during registration.  

Although reasonable precautions will be taken, the Evolution Recreation Centre cannot guarantee allergen-free facilities. 

Parents/guardians of children with severe allergies or medical concerns may be required to meet with camp leadership prior to participation.  

 

Nut awareness 

Camp programming is nut aware. Families and staff are strongly encouraged to not bring peanut or nut products into camp. 

However, families should be aware that the facility itself is not guaranteed nut-free. 

 

Medications 

Camp staff are not permitted to administer non-emergency medication to campers. If medication is required during camp hours, parents/guardians may be required to attend camp to administer the medication themselves. 

Emergency medications such as EpiPens, inhalers, or other medically necessary emergency medications must be disclosed during registration and discussed with supervisory staff prior to participation. These medications must always remain readily accessible. 

Any medication brough to camp must: 

• Be in the original labelled container 

• Include the child’s name and dosage instructions 

• Be provided directly to staff by a parent/guardian with the Medication Information & Acknowledgement Form 

Emergency medications such as EpiPens and inhalers must always remain accessible to the camper and staff. 

 

Photo and video release 

Photos and videos may be taken during camp programming for marketing and promotional purposes. 

Parents/guardians are responsible for reviewing the release form information carefully before providing consent. 

 

Behaviour management and guidance 

Camp expectations 

Campers are expected to: 

• Respect staff, other campers, and facility equipment 

• Stay with their assigned group 

• Follow staff instructions 

• Use appropriate language 

• Participate safely and respectfully 

Unsafe, threatening, or aggressive behaviour will not be tolerated. 

Examples include: 

• Hitting, kicking, biting, or physical aggression 

• Bullying or harassment 

• Threats of violence 

• Possession of weapons or dangerous items 

Serious behaviour concerns may result in immediate parent pick-up, suspension, or removal from camp without refund. 

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Behaviour guidance procedure 

When behaviour intervention is necessary, staff will: 

• Speak privately and calmly with the child 

• Listen to all parties involved 

• Help the child problem-solve and understand expectations 

• Redirect behaviour using positive guidance strategies 

• Provide warnings with reasonable and natural consequences 

• Remove the child briefly from the activity if necessary 

• Discuss expectations before returning the child to programming 

If natural consequences and redirection are unsuccessful, campers may temporarily lose participation in preferred activities, including a portion of swimming time, when behaviour impacts safety or the experience of others. 

Consequences will remain reasonable, age-appropriate, and connected to the behaviour. 

If behaviours continue or escalate: 

• Supervisory staff will become involved 

• Parents/guardians will be contacted 

• Incident documentation will be completed 

• Immediate pick-up may be required 

Recurring behaviour concerns may require a meeting with parents/guardians to develop a support plan. 

 

Daily life at camp 

Activities 

Camp activities may include: 

• Swimming and swim lessons 

• Bowling 

• Sports and games 

• Crafts 

• Outdoor play 

• Story time 

• Water play 

• Cooking activities 

• Themed programming 

• Free choice activities 

• Movie day 

Programming schedules may vary depending on age groups, staffing, weather, and facility availability. 

 

What to bring 

Campers should bring: 

• Water bottle 

• Lunch and two snacks 

• Indoor shoes 

• Swimsuit 

• Towel 

• Sunscreen 

• Hat and weather appropriate outdoor clothing 

• Spare clothes 

Please label all belongings. 

 

Personal belongings 

The Evolution Recreation Centre is not responsible for lost, stolen, or damaged personal belongings. 

Valuable items, electronics, toys, or money should remain at home unless specifically requested for programming purposes. 

 

Sun safety 

Outdoor activities occur regularly throughout camp. 

Parents/guardians are encouraged to: 

• Apply sunscreen before arrival 

• Provide extra sunscreen for reapplication 

• Send hats and weather appropriate clothing 

Staff may assist younger children with sunscreen application when needed. 

 

Swimming expectations 

Swimming is an important part of camp programming. All campers are expected to always follow aquatic safety rules and staff instructions. 

Unsafe behaviour in the pool area will not be tolerated and may result in temporary or permanent removal from swimming activities depending on severity. 

 

Communication with families 

Staff are available during drop-off and pick-up for brief daily communication regarding camper experiences and important updates. 

For larger concerns or meetings, parents/guardians are encouraged to contact supervisory staff to arrange a private discussion. 

Parents/guardians are expected to: 

• Maintain current emergency contact information 

• Respond promptly to illness or emergency calls 

• Communicate important behavioural, medical, or emotional updates to staff 

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Grievance procedure 

If concerns arise during camp programming: 

• Speak directly with camp staff 

• If unresolved, contact supervisory staff 

• Additional meetings may be arranged if necessary 

We are committed to respectful, solution-focused communication with families. 

 

Confidentiality 

Camper and family information will remain confidential and accessible only to authorized staff directly involved in camp operations. 

Information may only be shared when legally required or necessary for the safety and well-being of a child. 

All information will be stored in a locked cabinet in the office of the Recreation Supervisor. 

 

Emergency procedures 

The Evolution Recreation Centre maintains emergency procedures for: 

• Medical emergencies 

• Lost children 

• Facility evacuations 

• Severe weather 

• Safety incidents 

In the event of an emergency: 

• Staff will respond immediately – following our emergency procedures 

• Emergency services may be contacted 

• Parents/guardians will be notified as soon as possible 

• Incident reports will be completed and filed accordingly 

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Thank you for choosing the Evolution Recreation Centre Day Camp Program. We look forward to providing your child with a safe, active, and memorable camp experience.