What We Wish We Could Help Parents Understand ⎯ Notes from the Office

Calleva’s Core Office Team is invested in your camper having a memorable experience at camp. We truly believe camp is an investment in their growth and development. Given the unique nature of our camps, there are a few things we’d love to help you understand as you’re picking your camper’s Calleva summer fun.

The Office is the group that will send you reminder emails. We also send those prodding emails for paperwork, transportation selection and Med Authorization forms. We created these as a direct result from previous challenges. We’ve encountered it all. So we are trying to prevent you from facing the same issues as parents in the past. I have compiled some advice from our office crew who have decades of camp experience for your benefit.

Understanding the Calleva Experience

We are a TRAVELING day camp! So, whether your camper is at Riley’s Lock, Calleva Farm or Calleva Virginia, they are only in an easy-to-access location for a short period of time each morning and afternoon. Most Calleva campers load their equipment and themselves onto a bus and travel in pursuit of adventure.

What that can look like is an Explorer arriving at the Calleva Farm, participating in a morning council, and then getting on a bus to head to Adventure Island. Adventure Island is located in the middle of the Potomac (23 miles away “as the crow flies” from the Calleva Farm). This makes it logistically impossible to pick up your camper early for a 1:30 pm Doctors appointment. Likewise, dropping your camper off after 9:30 am would also be logistically impossible.

• No Late Drop-Offs: Campers cannot join after 9:00 a.m. as their group may already be en route to their adventure spot for the day.
• No Early Pick-Ups: Retrieving campers before the day ends is challenging, especially if they’re on the water or off-site.

We want to ensure your child has a full day of adventure, so please plan appointments and other commitments outside of camp hours.

Preparing for All Weather Conditions

Campers are outside all day, rain or shine. On blazing hot days and chilly rainy days they are outside in the weather. We have been in the camp game for over 30 years, and have tried and true action plans in place for inclement weather at each location we visit. Safety is our first priority.

We know how to keep campers cool (AND having fun!) when the sun is out in full force. Hydration and sunscreen are our best friends.

• Hydration & Sun Safety: Counselors encourage campers to stay hydrated through games like the “waterfall” drinking game. (Ask your camper about this one!) Per State of Maryland Health Department rules, campers reapply their own sunscreen regularly.
• Weather Preparedness: With over 30 years of experience, we’ve developed action plans for all weather scenarios.

We recommend packing extra layers, a rain jacket, a sunhat, sunscreen, and a reusable water bottle to keep your camper ready for any conditions.

Transportation Logistics

We prioritize getting the campers to camp on time, so they can have a full day of adventure. We post bus stop times on our website for general planning purposes, those are not the accurate bus times for your camper. One week before your camp week, you’ll receive an email that confirms your correct bus departure time. Even if your child has attended camp previously during the summer, always check that email for any updates or changes to bus times. Please help by getting your camper to their designated bus stop on time so they don’t miss out on the day’s activities.

• No Additional Stops: Once on the road, our drivers may NOT stop the bus to allow a late camper to board. Simply put: our drivers are not licensed to pick up at alternative locations.

• No Waiting for Late Comers: Your camper’s bus will leave the bus stop promptly at the time noted in that email, and this schedule is essential for keeping the entire camp day on time and running smoothly.

Why We Need Paperwork Early

When we are pestering you for your campers Health History well in advance of camp it’s because we review hundreds of health history forms every week of camp!

We take seriously our responsibility to understand your camper’s needs prior to their arrival at camp! This ensures we can head off any issues we see in advance. The Office team all have children and understand life is busy. At the same time, we must ensure that our staff are familiar with your camper’s specific needs for the weeks they will be with us.

If your camper is bringing ANY medication to camp with them, we also need Medical Authorization forms (with your doctor’s signature!) for EACH med on their list. This includes over the counter medications, like melatonin, Advil, Benadryl, hydrocortisone creams, etc. We know it isn’t always easy to get in touch with your medical provider. However, both the State of Maryland and the American Camp Association require a doctor’s signature for any medication that is being administered while your camper is in our care.

We would love to let it slide, except that would put our accreditation in jeopardy. This is why we try to get your Med Authorization forms weeks prior to your campers attendance.

• Health History Forms: With over 300 forms weekly, we need this information in advance so we can review camper needs and address potential concerns.
• Medication Authorization: Maryland law and the American Camp Association require doctor-signed forms for any medication (even over-the-counter items like melatonin or Benadryl).

Submitting these forms early ensures we’re fully prepared to care for your child.

The Office Team: Your Support System

The Calleva Office team is a small group. We know you and your family, if only on paper. We are happy to help parents understand what to expect as Calleva camp parents. It is a big deal sending your kid to camp. We want you to be comfortable sending your crew to learn new skills, create new memories, and have fun this summer.