Parent Information Package

For all registration questions and concerns, please contact the office.

Keep reading for everything you need to know for the 2026 camping season at Willowgrove Day Camp!

Looking for a specific section? Click the links below.

 Registration and Refund Policy

Camp registrations require a $200 deposit per person. Full payment is required by June 1, 2026. Payment plans are available, but alternative payment arrangements must be discussed with the camp and confirmed in writing. Registrations made after June 1, 2026, must be accompanied by full payment. Limited financial assistance is made available through our Helping Hand Subsidy program.

A camp-t-shirt, tuck, and guided swimming activities are included in the camp fee.

You will receive a confirmation email upon registration. Please call the office if you have not received an email confirming your registration.

Switching/Cancelling Weeks

If your summer plans change, we will do our best to accommodate your child in another camp week. If this is not possible, refunds will be provided if notice is given one month prior to the withdrawal from a camp week. A refund will be provided after the one month deadline with a medical note.

Medical refunds can be provided for absences in response to Public Health recommendations or with a note from a physician, nurse practitioner or registered nurse. Medical refunds will not be issued for participants who have missed programming due to a visit to Willowgrove's Health Center. For information on Health and Wellness at camp, please see the bottom of this package. 

Credit Card Charges

Credit Card charges will appear on your statement under the name WILLOWGROVE. Outstanding balances after September 1, 2026 (without an agreed upon payment plan) will be charged interest of 1% per month.

Unless other payment arrangements have been made, any additional charges for additional goods or services used during your child’s camp experience (i.e. extended care) will be charged to the credit card provided, either at the time of use or upon completion of your child’s stay at camp.

Processing Fees

As of Oct. 6, 2022, businesses are now able to pass on credit card processing fees to the consumer. This added charge comes alongside already record-high inflation rates, creating many financial barriers for many families.

Although these rising costs also pose unique obstacles for not-for-profits, charitable organizations must do what they can to benefit their communities. Therefore, believing in the importance of our mission, and knowing that these additional charges could further limit accessibility to our programs, Willowgrove has decided to continue absorbing credit card fees for the duration of the 2026 season.

Declined Transaction Fee

In order to mitigate the increasing administrative costs associated with declined credit cards payments, we have implement a small ($10.00) Declined Transaction Fee. This fee functions like a NSF charge for returned cheques, and will only be applied when a scheduled payment installment transaction is declined. To avoid these charges, please

1. advise us when your credit card information changes, and

2. ensure your credit card can accommodate the entirety of a scheduled payment.

You can find your scheduled payment installments detailed in the “Payment” section of your “Household Statement.”

Promotional Photos

Each summer, our communications staff are tasked with taking pictures of our campers. These photographs are used for our social media, website and, on occasion, for the Ontario Camping Association. Capturing these moments is an important part of our camp experience, and so by attending WDC, families and campers accept that their photo may be taken for these purposes, and that no compensation will be provided for using one’s likeness. If you and your child/children do not want to appear in these pictures, please ensure that you let us know by contacting office@willowgrovedaycamp.ca.

Camper Code of Conduct

We believe that everyone has the right to feel safe, both physically and emotionally. We are aware that some of our campers and staff may be coming with past histories of physical and/or emotional abuse. All campers, employees, and volunteers are to be treated with dignity and respect.

Our Values

Since 1968, Willowgrove has offered camping, outdoor education, and recreation programs year-round to our community and beyond. In pursuit of our mission, Willowgrove Day Camp seeks to nurture the social, emotional, spiritual, and physical growth of young people by providing transformative outdoor experiences. Willowgrove is committed to the following values:

Nurturing Growth

We facilitate physical, emotional, spiritual, and social development.

Welcoming Community

We embrace diverse relationships, accountability, acceptance, and belonging.

Building Peace

We champion justice, hope and healing.

Honouring Land

We participate in conservation, sustainability, reconciliation and conversation.

Cultivating Learning

We encourage inquiry, discovery and transformational education.

Approach to Conflict Resolution

Like any community, upon occasion campers may intentionally or mistakenly hurt another. At Willowgrove, we work closely with staff and campers to take a restorative approach to resolving conflicts. This means examining the ways with which our actions have ripples, listening to understand all sides of the story, and asking who is responsible for making things right, rather than what is the punishment for doing things wrong.

We aim to resolve conflicts, and to teach campers appropriate behaviour for living in a community. With this in mind, there may be times when we are unable to bring the parties involved to a safe and peaceful resolution. As stated in our waiver and registration package, the camp does reserve the right, at the Director’s discretion, to ask a camper to leave if they continue to be harmful to other campers or staff in any way.

Inappropriate Behaviour

Our goal is to provide clear expectations for both campers and staff in regards to behaviour, as well as consistently applying consequences for inappropriate actions. When deciding on consequences for inappropriate actions, the unique circumstances to every camper/situation will be considered. Alcohol, drugs, and smoking are strictly prohibited. Any camper taking part in, or possessing these items will be immediately dismissed from the program at the parent’s expense. Any violation of the laws of the Province of Ontario will also result in automatic dismissal from the program.

Willowgrove reserves the right to dismiss a camper who, in their opinion, is a hazard to the safety or rights of others, or who appears to have rejected the reasonable expectations of the organization. Prior to action being taken, all attempts will be made with the camper and their parents/guardians to rectify the situation. At Willowgrove, we work closely with staff and campers to take a restorative justice approach to resolving conflicts. 

Examples of inappropriate behaviour include but are not limited to: 

• Physical Violence towards staff or other campers 

• Repeated bullying or targeting individuals 

• Hateful language 

• Theft or vandalism to camp property or other’s belongings 

• Intentional damage to nature or ecosystems 

• Possession of weapons, drugs, tobacco, vapes or alcohol

• Refusing to cooperate with camp staff or ongoing behaviour that is not resolved through appropriate behaviour management techniques. 

• Other unacceptable behaviour as determined by the Camp Director

  As stated above Willowgrove aims to solve conflict through restorative justice and teaching moments. We understand that young people do not always understand the weight of their words/actions and while not acceptable there is a need for communication and education. Staff will always do their best to redirect campers to more appropriate behaviour and remind campers of expected behavior. The following steps will be taken if behaviour continues. 

  • 1st offense: A discussion will be had with a member of the leadership team about why the behaviour was inappropriate. Parents of the camper will be informed. 

  • 2nd offense: Have a discussion with the Camp Director about why the behaviour was inappropriate. Parents of the child will be contacted and informed of the situation. Camper will be sent home for the remainder of the day*. A plan for returning to camp and future consequences will be outlined. 

  • 3rd offense: Camper will be removed for the remainder of the program. Parents will be asked to promptly pick up their child. 

  *At the Camp Director’s discretion depending on the incident. Depending on the severity of the incident campers may be removed immediately.

  Please note that in every situation we take into account the potential needs of the camper.

  No refund will be given for campers whose camp experience is terminated due to inappropriate behaviour.

  Should your camper need extra support at camp, please apply for our Helping Hands Inclusion and Behavioural Support program or contact Sarah (sarah@willowgrove.ca) to discuss best options. The more we know about your camper the more success they will have!

Bullying

In living out our Mission Statement, Willowgrove Day Camp strives for a safe, encouraging and supportive environment. We believe that camp is a place where campers can learn, make mistakes, and challenge themselves; however, there is no place for bullying here.

At Willowgrove, we define bullying as behaviours which fall in under four categories:

Verbal: When someone persistently victimizes another person verbally

Physical: When someone persistently victimizes another person using physical harm

Cyber: When someone persistently victimizes another person online or through digital communication

Social: When someone persistently victimizes another person by deliberately excluding them from games/group activities.

Participant Dismissal

Willowgrove reserves the right to dismiss a camper who, in their opinion, is a hazard to the safety or rights of others, or who appears to have rejected the reasonable expectations of the organization. Prior to action being taken, all attempts will be made with the camper and their parents/guardians (if under 18) to rectify the situation. At Willowgrove, we work closely with staff and campers to take a restorative justice approach to resolving conflicts.

No refund will be given for campers whose camp experience is terminated due to inappropriate behaviour.

Willowgrove’s Welcoming Diversity Statement

Willowgrove commits to treating all program campers and staff equitably and with respect, honouring the diversity of race/colour, religion/creed, gender, sexual orientation, age, ability, or economic background.

The purpose of camp is to foster a safe and enjoyable environment for both campers and staff. Camp is dedicated to learning, playing and exploring. All viewpoints that promote respect for others are welcome. Our camp staff are trained to approach potential sensitive conversations with respect and to redirect the conversation to a more camp friendly topic. 

Camp Tours and Open House

Leading up to the start of camp, tours will be available for all camp families. Registered families will be contacted in the spring to schedule a time to visit.

In May, Willowgrove will be open to the public for our annual open house. Registered families and interested families are invited to visit to come and see what day camp at Willowgrove is all about. More information will be sent to families in the Monthly Newsletter and posted on our social media accounts.

Health Form

When you registered online to attend Willowgrove Day Camp you filled out the necessary health information we require in order to provide a positive and safe experience for your child. We understand that some parents may be hesitant to disclose information about their child’s behaviour, or past experiences. Please know, our staff uses the information that you provide to ensure your child settles in and has a smooth transition into camp routines. Having prior knowledge about a learning difficulty, recent loss, or major family change makes a difference in helping us to be understanding and supportive of your child’s needs - especially in the first few days of camp.

The more we know about your child in advance, the better equipped we are to provide a positive experience. If you need to add any information to the health form, or there are changes to your child’s health information leading up to their time with us at camp, please inform our office. You can email office@willowgrovedaycamp.ca or call our office at 905- 640-2127. Information on camper forms are kept confidential and only shared with the people who need this information to ensure the wellbeing of your child.

What To Bring To Camp

Each day please send your child with:

• Bathing suit

• Towel

• Hat

• Sunscreen,minimum of SPF 30; Aerosol sunscreen is recommended to get those hard to reach places

• Bug spray

• Creek shoes or rubber boots

• Lunch and snack - peanut and treenut free please!

• Shoes and clothes that can get wet and dirty - we recommend wearing good all purpose shoes, like running shoes or crocs, as we do a lot of walking

• Refillable water bottle, there will be opportunities to refill throughout the day

• Rain gear, light jacket, or sweater on cold or rainy days

• Spare set of clothes

How To Dress For Camp

At Willowgrove, we are outside for most of the days, so please note the weather and dress appropriately. It is important that children wear clothes that can get wet and/or dirty so they can participate fully without worries. Some of our programs require specific clothing requirements for the safety of campers. Please make sure to check your child’s schedule each day and send the appropriate clothing/items with them.

Willowgrove Unplugged

While we know we live in a world filled with technology, our desire is for children to be present while participating in our programs to maximize their experience. We believe that it is important for all of us to unplug and allow ourselves to be fully immersed in the experience and benefits our programs provide. Staying connected through texts, calls, and messaging can be great at times, but we believe it hinders the camp experience. We strongly recommend that all campers unplug and leave their cell phones at home. Furthermore, as we are outdoors most of the day, these devices can easily be broken or lost.

We understand that older campers may want to stay connected throughout the day. Therefore, we allow our Senior Division campers to use their phone during lunch and tuck time. If a senior camper chooses to use their phone during these designated times, they must keep their devices to themselves and not share with others. For the rest of the day, phones should be stored in a bag and kept out of sight. If a camper cannot keep their phone away during program times, it will be securely stored in the office and returned at either lunch or the end of the day. Please note that Willowgrove is not responsible for any broken, lost or stolen devices.

Cabin Photos and Weekly Pictures

At the end of each camp week, families will receive an email with a link to that week’s photos. The photo album is password-protected and will only be sent to parents listed in the camper’s household. In this album, you will find your camper’s cabin group for the week.

While we do our best to take photos of every camper, we cannot guarantee that every child will be photographed.

Cabin Friend Requests

If you wish your child to be in the same cabin group as a friend, we will do our best to make that happen. In order to accommodate a friend request:

• both families should make the same request to ensure campers are placed together

• both campers should be in the same Division 

• If campers are not in the same Division, we will work with families to move one of the campers. They must be within 1 year of the Division grade (i.e. going into Grade 2 to be moved to the Division for campers going into Grade 3/4). We will often contact parents in these cases to confirm the new Division will be a good fit.

Divisions by Grade

Primary Division | JK & SK

Junior Division | Grade 1 & 2

Intermediate Division | Grade 3 & 4

Sophomore Division | Grade 5 & 6

Senior Division | Grade 7 & 8

Please contact us as soon as you complete the registration so we can address your request to change; as Divisions fill up we may not have the availability to move your child.

Staff to Camper Ratios

Willowgrove Day Camp is an accredited member of the Ontario Camps Association (OCA).We adhere to the standards set out by the OCA to ensure best practices at camp, which includes guidelines on camper to staff ratios. 

Primary (JK - SK) → 1:5 ratio

Junior (Gr. 1 - 2) → 1:7 ratio 

Intermediate/Sophomore (Gr. 3 - 6) → 1:8 ratio

Senior (Gr 7 - 8) → 1:8 ratio

Lost & Found

On a regular basis we try to comb through the Lost & Found bin to reunite articles with their owners. To make the process easier, please clearly label everything your child brings to camp. Despite our best efforts to return lost articles to their owners during the summer, there are always - inevitably - several bags of Lost & Found at the end of the season.

Items from previous sessions can be picked up at the Lost & Found Tent any time throughout the camp season. Items from the current week only will be in a bin outside of the office, the bin will be placed in the tent Friday afternoon for pick up. 

After the summer, Lost & Found will set out for families to look through on designated days after camp. Items remaining after this time will be donated to a local charity.

Car Travel To and From Camp

Drop Off

To help us with a smooth drop off process, please remain in your vehicle until a staff member has checked in your camper. Once signed in, campers will be escorted to their cabin group area. As the week progresses, older campers who are comfortable with walking themselves, will be allowed to do so. Please give any notes, forms or medication to the check-in staff.

Please note that you and your child must remain in your vehicle until our check-in staff are available to assist you. Please do not leave your child at the check- in area without first signing them in with a staff member.

Families that require an earlier drop off can enroll their children in our extended care program.

Pick Up

Participant pickup will happen at the same location as drop off. We require all people picking up campers to show ID that matches their name on our authorized pickup list. Participants will only be released to members on the authorized pickup list. Any changes to this list must be made through your email address we have listed on file. To make pickup go as smooth as possible, please have your ID ready for our check-out staff.

Early Pick-Up at Camp

We have a huge property full of fun programming for your child. In order for us to ensure safety and prepare your child in a timely manner, Camp personnel require appropriate notice before releasing a child from our care. Your child’s word that you are coming is not sufficient notice for a change in routine. Early departures must be arranged in advance by emailing office@willowgrovedaycamp.ca or calling our office 905-640-2127. Participants who are being picked up early will be brought to the office. We do not allow early pickups after 3:00pm as it interferes with our afternoon camp wide programming. Please arrange early pickups before this time or wait for pick up to begin at 3:45pm. 

Absences

All absences must be noted by the office. Please call us as soon as possible to let us know if your child will be absent. Our office will phone home for confirmation if your camper is absent without notice. 

Late Pickup

Participants who are not enrolled in our after care program and picked up after 4:15 pm will be charged a fee of $12.00, and the child will be walked to the after care location.

Can I drop by during the day to visit my child?

All of our staff and volunteers that are on property throughout the day have gone through an extensive interview process and are required to provide Vulnerable Sector Police checks. We are happy to check in with your camper and give you an update over the phone. Please call at 905-640-2127 to arrange this.

Food Allergies

Every summer we have staff and campers with us who have life-threatening food allergies. In no way do we wish to compromise their personal safety during their stay at camp. Because campers or visitors may unintentionally bring food items containing these allergens, we cannot guarantee an allergen-free environment. However, we take every measure possible to keep these allergen products away from our staff and campers.

Please DO NOT send any food to camp that have, or contain, peanuts or tree nuts (walnuts, almonds, hazelnut, pecan, cashew and pistachios), including any item from bulk food that does not come pre-sealed. It is important to read labels carefully for ingredients, although most products that are unsafe will contain warnings on the nutrition label.

Cabin groups that have a camper with a severe food allergy will be alerted prior to the start of the week. The name of the camper will not be disclosed in any communication to the families. Food allergies can include, but are not limited to, peanuts, tree nuts, eggs, and sesame.

For families that would like to send a treat for the whole cabin group for a special occasion like a birthday, please know we cannot accept anything that was not prepackaged. Please contact the office in advance to discuss this and ensure it can be organized with camp staff.

Snack and Lunch Times

Campers in our Primary and Junior Divisions will have a designated time in their schedule for a morning snack, lunch, and Tuck time. During Tuck, campers are provided with a freezie but they are also encouraged to eat one of their snacks if they are hungry.

Campers in our Intermediate, Sophomore and Senior Divisions will have a designated time in their schedule for lunch and an afternoon freezie for Tuck. Campers are welcome to bring a snack to take on the go in between activities.

It is very important that we have all information regarding your campers’ health and behaviour in order for them to be well cared for at camp. If, in the event that any information on the Health or Camper forms need to be updated, please email or call the office.

Remember, in the case of a medical emergency, the information on the health form you provide may be the only resource we have to ensure your child’s well-being. 

Be sure to inform the people you designate as emergency contacts of any unusual or serious medical concerns your child may have, and make sure they know how you would want situations handled if the need arises.

Medication

If your child will be bringing any medication to Camp, please observe the following:

• Medication must be brought to camp in the original container. It is not legal for our health care providers to dispense medication from any other container, including weekly pill organizers.

• Please fill out the Medication Administration form and send it with your child’s medication or email it in advance to our Camp Director, Sarah, at sarah@willowgrove.ca. Include clear and detailed instructions including time medication should be taken, dosage and any other special instructions.

• Verbal instructions cannot be accepted.

• Be sure to provide enough medication for your child’s time at camp.

Any medication should be given directly to the check-in staff at drop off. Ensure all medication is clearly marked and labeled with the child’s name. Once it reaches camp, all medication is stored, refrigerated if required, and locked until dispensed as directed.

In the medical form completed during registration, you indicated which over-the-counter medications your camper is permitted to receive from our Wellness Coordinator. Prior to administering any over-the-counter medications at camp (such as ibuprofen (Advil), acetaminophen (Tylenol), anti-nausea medication, or antihistamines), we will contact you to update you on your child and inform you of the medication being given and the reason for it.

EpiPen Policy

Any camper who carries an EpiPen must bring two (2) of their own EpiPen’s to camp with them. One EpiPen will be stored in the Wellness Center in case of an emergency; the other must be carried by the camper in an epi-pen pouch at all times. Each camper who requires an EpiPen will be given a Willowgrove pouch for quick identification of the EpiPen in the event of an emergency.

If campers are too young to be responsible for their belt bag, then their counsellors will carry it for them. Each day, one EpiPen will be returned home with the camper. Please be sure to send it each day. The remaining EpiPen will be kept in the Wellness Center until the end of the child’s time with us.

First Aid and Health Policy

In the event that first aid is required, we have a well-equipped Wellness Centre to care for your child.

Your child’s health and safety are very important to us. Providing the best care we can and continually inspecting our grounds is our responsibility. Your responsibility is to provide us with up-to-date medical information that will also help to ensure a successful summer. It is imperative that you alert us IN WRITING of any changes in your child’s health.

Campers Feeling Unwell

At Willowgrove we adhere to York Region’s Public Health guidelines and recommendations when it comes to sending sick campers home. Our staff will send home campers for any of the following reasons: 

• A fever of 38 C or higher

• Vomiting or Diarrhea

• Signs or symptoms of a communicable disease (ex pink eye, rash,) 

• Further medical follow up is needed - for example a potential fracture or concussion

We will contact you by phone and ask that you pick up your camper as soon as possible.

Returning to Camp

To keep everyone healthy we ask that if your child is experiencing symptoms of a communicable disease to please stay home to allow time to recover. To request a refund for days missed, please provide us with a medical note from your doctor. 

If a camper has had a fever they may return to camp after 24 hours of improvements without medication. If a camper has been experiencing vomiting or diarrhea they must be symptom free for 48 hours before returning to camp. 

For further recommendations relating to illnesses or conditions such as head lice, pink eye, chickenpox and more, please refer to York Region’s Guidelines for Common Childhood Illnesses. If you have any questions or concerns, please contact the Camp Director, who will work with you to determine your child’s return to camp.

Sun Safety

We are aware of the dangers of over exposure to the sun and strive to take reasonable precautions to prevent adverse effects of the sun and UV rays. Please help us in this endeavour by packing:

• a hat with a brim and sunglasses

• sunscreen for your child (minimum SPF 30),

• a water bottle with your child’s name on it

Sunscreen is available should campers run out, and drinking water can be found around camp. Participants are encouraged to wear light clothing that covers shoulders and arms when not doing water activities.

Protect your Child from Ticks Bites

As you prepare your child for camp this summer, please be aware of the increase in Lyme disease cases in Ontario and the steps for preventing infection. Lyme disease is transmitted by the bite of an infected blacklegged tick. Ticks are most active in the summer, which makes children who spend time outdoors at higher risk for tick bites.

Do full body tick checks. Ticks are very small, sometimes as small as the period at the end of this sentence. Tick bites are also painless so it is important for campers to perform regular tick checks after being outdoors and at night before bedtime. Teach your child to pay particular attention to their scalp, ankles, armpits, groin, naval, and behind the ears and knees.

If a tick is found attached, remove it safely following the recommended procedure here.

Regular Camp (JK-Grade 8)

Campers experience a little bit of everything. Swimming, Nature, Creek, Archery and lots more! For a full list of camp activities, click here.

Campers in our Sophomore and Senior Divisions will participate in two activities of their choice each morning.

Camper Divisions

Special Event

Every Friday our Program staff plan a different themed event for the entire camp to participate in. Take a look at this year’s events here.

LEAD Experience Youth Program (Grade 9 - 10)

LEAD: Leadership Empowerment & Development. Through fun team-building activities and learning sessions, LEAD participants build confidence, gain skills, and practise in-person communication. By taking on small (but important) camp responsibilities and learning from our camp staff, participants will leave the program with real life skills that will help them find a job in the camping world.

Helping Hand

Our Helping Hand support program provides campers who need additional assistance throughout the day with the support they need. All campers in our Helping Hand program are integrated into our regular camp groups.

Before being accepted into the Helping Hand program, all families will be contacted to set up a time to speak to one of our year round staff members on the phone or to set up a meet and greet at Willowgrove. For campers that need more support than we are able to provide, a worker can be hired by the family to support the camper while they are with us.

All children must be:

• Able to use the washroom independently

• Able to communicate

• Independently mobile

Extended Care

Our extended care programs are available for an additional cost for families that require a bit of a longer day. Pre-registration by week is required.