ACTIVITIES & PROGRAM
CHECKLIST & REMINDERS
FIRST TIME CAMPER GUIDE
health and welfare
LIFE AT CAMP
packing for camp
policies and procedures
travel & lodging
Great care and consideration is taken when assigning groups of cabin mates. This is why the bunk requests forms are due March 1. We want plenty of time to review the requests and create successful groups. Any bunk requests made one week prior to the start of your camper’s session will not be accommodated. Cabins are assigned based on grade level. We work hard to honor all requests and assign cabins based on mutual requests. In addition, we assign groups of campers from small towns and big cities together so that each cabin has a nice mix of campers from different areas. All cabin placements are revealed upon arrival and are considered final.
***Please note – Cabin assignments will not be made until all of your camper’s forms have been returned to the Lonehollow office. Be sure to login to your Lonehollow account and click on Forms and Documents to ensure that all forms have been received. ***
Specific bed placements are determined upon arrival by counselor assignment. Should you need to request a bottom bunk to accommodate sleep or medical issues for your camper, please note it on your bunk requests form.
In addition to camp tuition, a camp store fee is included on your invoice. The fee is $150 for two-week campers, $200 for four-week campers, and $75 for one-week campers. Items and services deducted from this pre-paid account include laundry, camp store purchases and class fees (i.e., ceramics, jewelry making, woodworking).
We recommend you have a conversation with your camper prior to summer regarding your expectations of his/her spending habits, if any, in our store. Should you prefer your camper not spend his/her camp store money on items such as flashlights, yo-yo’s, etc., please communicate these expectations to him/her prior to arrival at camp. Our camp store staff will email you a copy of your camper’s store invoice if he/she is getting close to spending over their store limit. At that time, you can decide to add additional funds or not. Final camp store statements will be emailed two weeks after the close of your camper’s term. The unused portion, if more than $5, will be mailed back one to two weeks after the close of the term. If a camper charges more than $5 over the amount in his/her camp store account, balances due will be charged two weeks after the receipt of the emailed statement to the default credit card on file. If you would like to arrange for an alternate method of payment, please contact the camp store prior to the close of your camper’s term.
In the event of a voluntary withdrawal there will be no refund on any portion of camp fees. If you register your camper for a month long term and change to a two-week term, you are responsible for the full month tuition after March 30th. Deposits are refundable and transferable up to and including, but not later than, January 1, 2019*, and camp fees are refundable and transferable up to and including, but not later than March 1, 2019, with written notice of cancellation to the office. Lonehollow reserves the right to request the withdrawal of any camper considered detrimental to the total camp welfare. In these rare instances, no refund will be given on any portion of camp fees.
*While we are fully confident that your children will have the “best summer of their lives” at Camp Lonehollow this coming summer, we understand the significance of this change for some families. Therefore, Camp Lonehollow’s cancellation policy will be lifted for two weeks beginning March 1, 2019 and ending March 15, 2019. During this time, families may request a full refund of deposit and tuition payments and forfeit their reserved camp spot(s). Request must be submitted in writing attention Jennifer Burrier at the Camp Lonehollow office. Beginning March 16, 2019 the cancellation policy will be reinstated and no refunds will be issued.
Insurance is available to families who wish to protect their non-refundable investment. Tripmate is one of a number of sources, not affiliated with Camp Lonehollow, from which insurance coverage may be purchased. The Protection Plan insurance provides coverage for: program cancellation prior to the start of camp for covered reasons (including injury, sickness, terrorist incidents, job termination, and transfer of employment of 250 miles); program interruption for covered reasons (same as before); medical expenses/emergency assistance; baggage; and medical records on-line. More information is available by calling Tripmate at 1-800-423-3632 and the code you will need to provide for Camp Lonehollow is LONE0826TX. Please ask for Tim, Jackie, or Courtney and refer to plan numbers F530S and F530E.
On Closing Day, you will have the opportunity to pre-register for next summer or you can pre-register online even before Closing Day. Look for an email in your inbox once it gets closer to your camper’s Closing Day with a link to pre-registration. We highly encourage this registration, not just for the cool t-shirt you will receive, but also because we have seen tremendous growth at Lonehollow, and we don’t want our returning families to miss out! It’s also risk-free until January 1.
Our pre-registration process is outlined below:
• Returning campers will be guaranteed a spot in their CURRENT term ONLY if you register on or before CLOSING DAY. If you have not registered by this date, your spot can no longer be guaranteed in your term. Signing up on or before Closing Day is risk free as you can still cancel by January 1 and receive your camper’s full deposit back!
• Returning campers can pre-register for a term that is different from their current term on Closing Day. However, you will not be notified about whether or not your request has been accepted until September 1 when we release returning camper spots. You will not lose your spot in your CURRENT term.
• Returning campers who register after Closing Day will be guaranteed a spot at Lonehollow until September 1. However, the term that the spot will be offered will depend on availability at the time of application.
• New siblings of returning campers can register at any time. However, sibling reservations will not be confirmed until October 15.
Visitors are invited to come on Closing Day. Unfortunately, we are too busy having fun and cannot accommodate them at other times.
The only time campers leave camp grounds is for camp-sponsored trips, doctor appointments, and when camp concludes. Anyone who needs to leave during the term for another reason must notify the camp office before camp begins. Dates and times for departure and arrival will need to be pre-approved by our camp office. We don’t want our families on the hill country roads late at night or early in the morning due to windy roads and wildlife.
In a perfect world, all items that were packed for camp would return home ... and to the right home. We have a lost and found table located on the front porch of Headquarters. Any items that do not have names or were found after campers are gone will be located on the lost and found table. Please check it before you leave and take what is yours. Then if you get home and find only one Chaco, extra room in your duffel from the missing helmet, no toiletry bag, or even that Dad (or Mom, of course!) didn’t pick up the laundry bag (believe us, it happens!), please call within two days of camp closing as all of the unclaimed items will be donated. We will ship these items back to you via United States Postal Service and add the charge to your camper’s camp store account. Large items such as backpacks, sleeping bags, laundry bags, or duffels left behind will automatically be mailed and charged to your camp store account.
Each camper will receive a list of cabin mates’ names, addresses, and parents’ emails in his/her closing packet. We hope this helps your campers stay in touch with camp friends until next summer. One yearbook per child is included in your camp tuition fees. They will be mailed to your home in the fall. In addition to the yearbook, your camper has the option to purchase a summer highlight video. Campers can order summer videos while at camp and charge them to their camp store accounts. Delivery of the video will also be in the fall.
We do ask that campers do not drive their vehicles to camp for their session.
For information about how we handle heath and wellness concerns please visit the Health and Welfare section of our website.