Frequently Asked Questions
These are answers to our most commonly asked questions.
If you have any other questions just ask!
Cancellation Policy
Cancellations received in writing at least 28 days (4 weeks) prior to the start of the program will receive a refund minus the $50 registration deposit.
Cancellations received within 28 days (4 weeks) of the program start date are not eligible for a refund.
Program fees are not refundable due to illness, injury, homesickness, behavioral issues, weather, or voluntary withdrawal after the program has begun.
We strongly recommend that families consider purchasing travel or program insurance to protect against unforeseen circumstances.
Payment and Non-Payment Policy
Full payment is due no later than 28 days (4 weeks) prior to the program start date unless a payment plan has been arranged in advance and confirmed in writing. Accounts with outstanding balances after this deadline will be assessed a $50 late fee.
If full payment (including any applicable late fees) is not received at least 14 days (2 weeks) prior to the program start date, and no approved payment plan is in place, we reserve the right to cancel the registration and offer the space to the next participant on the waiting list.
Late fees will be waived for families awaiting confirmed scholarship funding upon timely communication with our office.
Payment
A $50 deposit is required upon registration. Full payment is due 4 weeks prior to the start of your session. If you wish you may pay in installments, so long as full payment is received at least four weeks prior to the start of your session.
Health and Attendance
In order to protect the health and well-being of all campers and staff, please keep your child home if they are experiencing symptoms of illness. Please ensure your child has been free of symptoms (fever-free without the use of medication, vomiting or diarrhea, or other contagious conditions) for 24 hours prior to arrival at camp.
Forms
The forms required to complete prior to camp are all necessary to protect your child and to help make their camp experience the best possible. Remember when completing the medical form, that your child has already been accepted to camp and answers will not affect their status as a camper. The more complete the information we have about a child, the better we may be able to meet their needs.
Please complete the online forms at least 4 weeks prior to the start of your first session. You only need to complete these forms once per year, even if you attend multiple sessions.
Homesickness
A small period of homesickness or missing home is common with most new experiences. We do our best to orient campers quickly so they feel comfortable in the camp environment. Our staff is trained to support campers as they adjust to being away from home, and families play an important role in this process as well.
Some hints for you to consider:
- A positive pre-camp attitude is often the key to a successful camp experience. Before camp, talk with your child about the things they can look forward to: making new friends, songs and stories, learning about the natural world, good food, swimming, and more.
- It’s also helpful to avoid promising that they can come home “at any time” if things feel hard. Adjusting to camp can take time, and encouraging your child to work through those early feelings helps build confidence and resilience.
- Writing letters is a wonderful way to stay connected. Bright, upbeat news shows your interest in their camp experience and gives them something to look forward to. Try to avoid sharing how much you miss them or how quiet things are at home, and instead focus on how excited you are to hear their camp stories when they return. Please remember that mail can take a few days to arrive, and campers may depart before mail is delivered on their final day.
If you receive a letter from an unhappy camper, please don’t hesitate to call us. Working together, we can support your child through this transition—often leading to increased independence, self-confidence, and positive growth.
Birthdays
We do our best to make birthdays at camp extra-special, and we ensure counselors are informed about any campers who have a birthday during the camp week.
Can our camper bunk with friends?
We attempt to place friends together in bunkhouses or cabins when requests are indicated on the registration form or communicated to us prior to arrival at camp. Bunkmate requests can only be accommodated for campers attending the same camp program and session.
Campers who are close in age or grade will usually be able to bunk together, as cabins are assigned by age group. Because of this structure, we are not always able to accommodate requests for siblings or friends with larger age differences.
Bunkhouse rooms are limited to four campers, and cabins are limited to a maximum of twelve campers. While we do our best to honor appropriate requests, placement ultimately depends on program enrollment and age groupings.
Remember, camp is a wonderful place to make new friends, and many campers form strong friendships during their time here.
Who are the counselors?
Our staff are chosen for their maturity, experience with youth, enthusiasm, and love of the outdoors. Some are former campers, many are from Maine, many are college students and all are excited about camp. They participate in at least one week of staff orientation which includes safety/first aid, child development, program planning. All staff have thorough background checks through the University of Maine.
What if I have an accommodation need?
The University of Maine system is an equal opportunity institution committed to nondiscrimination. Recognizing all individual needs are varied, our sincere desire is to have a comfortable and welcoming living arrangement for all our campers. Campers who would like individual consideration regarding housing, please contact the camp directors at 207.665.2068 or via email at registration.bp@maine.edu.
Can campers do laundry?
Laundry facilities at camp are for bed wetting or extenuating circumstances. Please send enough clothing to last the entire one or two-week session. Our four-week session will have the opportunity to use a laundry facility.
Should we bring money?
Campers will not need money during their programs. Each site has a small camp store during signout at the end of each session. Parents can bring cash or a credit card to pick up if they would like to purchase souvenirs
What should I do if my camper lost something while at camp?
While we do try to ensure campers go home with all of their belongings, inevitably, some things remain. Please remember to label your camper’s belongings. Any items that are found are taken to our main office, and the owners of labeled items are contacted. All unmarked items are held till the end of the summer camp season.
If you discover that your child is missing anything, please contact us with a description of the item.
What if my camper needs to take medication while at camp?
Each site has a healthcare provider who oversees all aspects of camper healthcare. All camper medicines are checked into the health care provider by parents/guardians during registration and are kept in our health center at all times (exceptions for inhalers and Epi-pens your child’s counselor will be assigned to carry these). Counselors are informed when their campers need to take medicines, we have a streamlined process for medication distributions.
Medical Care
In addition to a health care provider on site, we work closely with a local physician, and staff are trained in emergency care. If emergency hospital care is needed, we will take campers to the nearest hospital or call 911 for support. You will be notified if your child requires hospitalization or if they are ill.
What first-aid/safety provisions do you have?
The majority of our staff are Wilderness First Aid Certified, Many are also Wilderness First Responders. The balance of our staff are Red Cross first aid certified. All staff are CPR / AED certified. All field staff teams carry a med kit on their person.
All swimming activities are overseen by certified lifeguards; and boating activities by a small craft safety instructor or lifeguard.
For activities that take place off-site, our trip leaders are trained in Wilderness First Aid. Each trip itinerary contains local emergency contact information including the camp director, camp health care provider, landowners, and local hospitals. Each itinerary also contains evacuation plans and routes. If emergency hospital care is needed, we will take campers to the hospital nearest to the trip. In the event of an emergency, the camp director will notify parents.
Can I send a letter to my child at camp?
Yes of course! Receiving letters/cards from home can mean a lot, even if your child is only at camp for a short time. Sometimes it can take a while for mail to reach us, so sending letters a little prior to you child arriving at camp can be useful!
Campers also have the opportunity to send mail home from camp.
For campers at Bryant Pond, address mail to: [Child’s name], University of Maine 4-H Camp and Learning Center at Bryant Pond, PO BOX 188, Bryant Pond, ME 04219
In some extreme cases, such as communication from family overseas, please email the camp director, and they will print and pass on your letter to your camper.
Can I call my child at camp?
If you have an emergency or concern for your child’s safety or well-being, please call the camps emergency phone 207.890.8627
Can I visit my child at camp?
To help campers fully engage in the camp experience and maintain a consistent daily routine, families are not permitted to visit while camp is in session. Limiting visits also supports the health and safety of our campers and staff.
If a visit or early dismissal is necessary, prior arrangements must be made with the camp director, preferably in writing.
Can I bring our dog to drop off or pick up?
For the safety and comfort of our campers, staff, and guests, dogs are not permitted on camp property during drop-off or pick-up. This policy helps protect individuals who may have allergies or fear of dogs and ensures a safe, predictable environment for all campers.
My child has food allergies.
In most cases, we can accommodate food allergies, provided our kitchen staff are given advance notice. Please contact us to discuss your specific needs.
Nuts
- Due to the increased prevalence of nut allergies, we have instituted a policy of not serving nut products in the meals we provide and ask all participants to refrain from bringing nuts or nut-related products into camp.
- Due to the variety of programs and activities taking place at camp, we can not guarantee that we are a nut-free facility for those with severe allergies but we are doing our best to significantly reduce the risk of nut-related reactions. Please feel free to discuss your specific needs or our policies.
What if my camper has specific dietary needs?
Please make sure to complete the health history form in detail and contact us to discuss your camper’s needs. Our cooks are able to create options suitable for most dietary needs.
What if my child can be a “fussy eater?”
At each meal, we have a large number of options available, and counselors are on hand to help campers find something to their taste. It is very rare for a camper not to find anything to their taste at a meal.
Why can’t my child bring food to camp?
We ask that no food is brought (or mailed) to camp. The main reasons for this request are:
- Some campers have severe food allergies
- Food stored in cabins and our bunkhouse can attract wildlife
We have a wide selection of food available at mealtimes together with healthy snacks during recreation times, plus additional energy-rich food & snacks provided for those on hiking trips or other extended adventure activities.
Can my child have a cell phone at camp?
Although we understand that many of our campers have cell phones, they are not allowed to have them at camp for a variety of reasons. Parents that needs to contact their child my call our office. This policy is for the safety of your camper.