OUTDOOR KIDS SUMMER CAMP

1. Health & Safety Policy

The safety and well-being of every camper is our highest priority. Base31 staff are trained in First Aid and CPR, and we follow established protocols for all incidents, from minor scrapes to medical emergencies.

1.1 Minor Injuries (Cuts, Scrapes & Slivers)

For minor cuts, scrapes, and slivers, staff will: remove any debris, cleanse the area with water and mild soap, and apply a bandage. Any additional antibacterial or wound-care treatment beyond standard first aid is the responsibility of the parent or guardian once the child is home. Parents will be notified of any first aid provided during the day.

1.2 Head Injury & Concussion Protocol

If a camper bumps or injures their head, staff will immediately assess the camper and monitor them for signs of a head injury or concussion, including: confusion, dizziness, headache, nausea, or loss of consciousness.

Parents or guardians will be contacted if:

• Any concussion symptoms appear or are suspected.

• Staff determine that further monitoring at home or evaluation by a healthcare professional is necessary.

Upon being notified, it is the parent’s or guardian’s decision whether to leave the child in camp care or arrange early pick-up, based on the information provided by staff. Camp staff will document all head injury incidents.

1.3 First Aid & CPR Authorization

By registering their child, parents and guardians authorize First Aid/CPR-certified Base31 staff to provide necessary First Aid or CPR in emergency situations.

1.4 Emergency Medical Authorization

By registering their child, parents and guardians authorize Base31 staff to seek emergency medical attention (including calling 911 or arranging transport to hospital) if needed. Parents agree to cover any associated medical or ambulance fees. Parents will be notified of all major and minor incidents in a timely manner.

1.5 Sun Safety & Heat Management

Camp programming takes place predominantly outdoors. To protect campers from sun exposure and heat-related illness:

• Campers must arrive with sunscreen applied. Staff will prompt campers to re-apply sunscreen during the day; however, parents should speak with staff if their child requires hands-on assistance with application.
• All campers are expected to wear a sun hat and light-weight, full-coverage clothing during outdoor activities.
• Reusable water bottles must be brought daily. Refill stations are available on-site. Staff will actively encourage regular hydration throughout the day.
• Programming will be adjusted during extreme heat or UV warnings to include more time in shaded areas or indoors.
• Campers showing signs of heat exhaustion (dizziness, excessive sweating, nausea, pale skin) will be moved to a cool, shaded area and parents will be notified.

1.6 Bug Spray

Families are encouraged to apply insect repellent to their camper before drop-off. Campers may bring their own bug spray in a labelled container for re-application during the day. Staff will not apply bug spray to campers unless express written consent has been provided at registration.

1.7 Inclement Weather

Base31 monitors weather conditions daily. In the event of thunderstorms, severe weather warnings, or other unsafe outdoor conditions, all camp activities will move indoors or be modified accordingly. Families will be notified of any significant schedule changes resulting from weather. Camp is not cancelled due to rain; families should ensure campers have appropriate rain gear.

ℹ Note for Families
Please ensure your camper arrives with: sunscreen already applied, a sun hat, a labelled reusable water bottle, and appropriate clothing for outdoor play in all weather conditions. A full change of clothes is recommended daily.

2. Illness & Communicable Disease Policy

2.1 Keeping Your Child Home

To protect the health of all campers, staff, and families, children must stay home if they are potentially ill with any communicable condition. Please keep your camper home if they are experiencing any of the following:

• Fever (oral temperature above 38.5°C / 101.3°F)
• Diarrhea (3 or more loose stools within a 24-hour period)
• Vomiting
• Undiagnosed, non-regional skin rash
• Open sores or blisters
• Persistent coughing or sneezing
• Discharge from eyes, nose, or ears
• Difficulty breathing, shortness of breath, or rapid breathing
• New or unexplained loss of smell or taste
• New or worsening nasal congestion (not explained by seasonal allergies)
• Infestations such as lice, pinworms, or scabies
• Conjunctivitis (pink eye) or unexplained jaundice
• Any other potentially communicable condition

If parents become aware that their child has been exposed to a communicable illness, please notify summercamp@base31.ca so that we can take appropriate precautions.

2.2 Return to Camp After Illness

Campers must be fever-free for 24 hours without the use of fever-reducing medication before returning to camp. For other conditions (e.g., lice, conjunctivitis), campers should be cleared by a healthcare professional and symptom-free before returning.

2.3 Becoming Ill During Camp

If a camper becomes ill or is identified as unwell during the camp day, parents or guardians will be contacted immediately and are required to arrange pick-up of their child as soon as possible. If parents or guardians cannot be reached, the designated emergency contact on file will be called.

Campers who are sent home due to illness will not receive a refund, credit, or carryover for the missed day.

Important
There will be no discounts, refunds, or carryovers for missed days due to illness or any other reason. Please see the Cancellation Policy in the Camp Handbook for registration cancellations.

3. Medication Policy

Base31 staff follow strict guidelines around the storage and administration of medications to ensure the safety of all campers.

3.1 Over-the-Counter Medications

Staff are not permitted to administer over-the-counter (OTC) medications, including but not limited to: fever reducers (e.g., acetaminophen, ibuprofen), cough and cold medications, antihistamines, or medicated creams (unless prescribed). If a child requires OTC medication to manage their symptoms, they are likely unwell enough that they should remain at home for the day.

3.2 Prescription Medications

Base31 staff may administer prescription medications with the following requirements:

• The medication must be in its original, labelled prescription container.

• A completed Medication Permission Form must be submitted to camp administration prior to administration.
• Medications must be administered only as directed by the prescribing physician.

• Parents agree to provide all prescribed medications required for the camp day.

Please contact summercamp@base31.ca prior to your camper’s first day to arrange submission of the Medication Permission Form and to discuss any specific needs.

3.3 Medication Storage

Medications must be given directly to a camp staff member upon drop-off. Under no circumstances should medications be left in a camper’s backpack or personal belongings where the child or other campers may gain access. Staff will store all medications securely and return them to the parent or guardian at pick-up.

3.4 Sunscreen & Bug Spray as Non-Medication Products

Sunscreen and insect repellent are not considered medications and do not require a Medication Permission Form. However, if parents would like staff to apply these products to their child, written consent must be noted at registration. Camp recommends applying sunscreen and bug spray at home before drop-off.

4. Anaphylaxis & EpiPen Policy

Anaphylaxis management is a shared responsibility involving allergic campers, their parents/guardians, camp staff, and the entire camp community. Base31 is committed to providing a safe environment for campers with life-threatening allergies.

4.1 Important Note on Food at Camp

Base31 is not a nut-free facility, however we aim to maintain a nut-sensitive environment. Families are asked to avoid sending any food containing nuts or nut products. If your child has a life-threatening nut or other food allergy, please contact us before camp begins so we can work together on an individual allergen management plan.

4.2 Parent / Guardian Responsibilities

Parents and guardians of campers with a diagnosed anaphylaxis risk must:
• Educate their child on allergen avoidance strategies and the steps to take in the event of accidental exposure.
• Inform camp staff of all known allergies before the first day of camp and provide updates if any changes occur.
• Provide a current, non-expired epinephrine auto-injector (e.g., EpiPen) for the child’s use at camp, clearly labelled with the child’s name.
• Complete an Anaphylaxis Emergency Plan (AEP) that includes: the child’s photograph, allergy and trigger information, emergency contact details, the emergency protocol to follow, parent/guardian signature, and (if applicable) the healthcare provider’s consent for epinephrine auto-injector use.
• For children with food allergies, review with the camp administration on day one of camp to discuss allergen management and menu options.

4.3 Camper Responsibilities (Age-Appropriate)

Campers with a known anaphylaxis risk are encouraged to:
• Inform a staff member immediately if they accidentally consume or come into contact with a known allergen, or if they experience any symptoms.
• Refrain from sharing food or utensils with other campers.
• Wash hands with soap and water before and after all meals and snacks.
• Wear medical identification (e.g., MedicAlert bracelet) identifying their allergy.
• Carry their auto-injector when age-appropriate, as specified in their individual plan.
• Be familiar with how to use their auto-injector before attending camp.

4.4 Base31 Camp Administration Responsibilities

Base31 staff and administration will:
• Collect a completed Anaphylaxis Emergency Plan (AEP) from every family whose child has a life-threatening allergy.
• Work with the parent/guardian to develop an individual management plan for the camper.
• Ensure that all staff members have access to and are aware of each camper’s allergy information and emergency protocol before the session begins.
• Store each camper’s labelled auto-injector in a location that is readily accessible to staff and out of reach of other campers.
• Consult with parents before posting the child’s AEP in staff areas, to protect the camper’s privacy.
• Communicate with all camp families if a camper with a life-threatening allergy is enrolled, to ensure appropriate food and items are not brought to camp (without disclosing the specific child’s identity).

• Ensure all camp staff complete anaphylaxis training based on recommendations from the Canadian Society of Allergy and Clinical Immunology (CSACI) prior to the start of camp.

• Call 9-1-1 immediately in the event of an anaphylactic reaction, administer the auto-injector as per the AEP, and notify parents/guardians without delay.

Action Required Before Camp
If your child has a life-threatening allergy, please contact summercamp@base31.ca BEFORE your camper's first day to submit the Anaphylaxis Emergency Plan and discuss allergen management. A current, labelled EpiPen must be on file with staff at all times during the camp session.

5. Pick-Up & Drop-Off Policy

The safety of our campers begins and ends at the door. Please follow all drop-off and pick-up procedures to ensure every camper is safely signed in and out each day.

5.1 Drop-Off

Drop-off takes place daily at Moir House (Building 42) between 8:45 am and 9:00 am. Counsellors are on-site beginning at 8:45 am; please do not bring campers before this time. A responsible adult must accompany their camper to Moir House and initial the sign-in sheet each morning.

5.2 Pick-Up

Pick-up takes place between 4:00 pm and 4:15 pm at Moir House. If you need to pick up your child before 4:00 pm, please notify the Camp Leader in advance, in person or by emailing summercamp@base31.ca.

5.3 Identification at Pick-Up

All individuals picking up a camper — including parents and guardians — may be asked to present valid government-issued photo identification (e.g., driver’s licence, passport) at the time of pick-up each day. This is required to confirm the identity of the person collecting the child and is in place to protect every camper.

5.4 Authorized Pick-Up Individuals

Only individuals listed as authorized contacts on the child’s registration form will be permitted to pick up the child. To authorize an additional individual who is not on the original registration:

•Provide written or verbal consent to the Camp Leader prior to the pick-up, or
•Email summercamp@base31.ca in advance of the pick-up day.

Any unauthorized individual who arrives to collect a child without prior authorization will not be permitted to do so until staff can confirm consent from the registered parent or guardian.

5.5 Emergency Contacts

In the event that a parent or guardian is unavailable, an authorized emergency contact may be called to arrange pick-up. The emergency contact must have prior consent from the parent or guardian noted on the registration form. The emergency contact will be asked to present valid government-issued photo ID upon arrival.

5.6 Special Circumstances & Custody Arrangements

If there are custody orders, restraining orders, or other legal arrangements that affect who may pick up a child, it is the responsibility of the parent or guardian to inform Base31 in writing before camp begins. Camp staff will follow the instructions provided, but cannot enforce legal orders without documentation on file. A copy of the relevant order must be provided to Base31 administration.

5.7 Late Pick-Up

Camp ends promptly at 4:00 pm. Pick-up must be completed by 4:15 pm. Base31 does not offer extended care before or after camp hours.

If a camper has not been picked up by 4:30 pm, the following will apply:

•Camp staff will maintain supervision of the camper at Moir House.
•Parents or guardians will be contacted immediately, followed by the emergency contact on file.
•A late fee of $15 per 30-minute increment will be charged beginning at 4:30 pm.

Repeated late pick-ups will result in a review of the family’s camp participation. Please contact summercamp@base31.ca or call 613-243-6564 (Camp Administrator) as soon as possible if you anticipate being late.

6. Camper Code of Conduct & Behaviour Policy

Base31 is committed to providing a safe, inclusive, and positive camp environment for every child. We expect all campers to treat each other, staff, and the camp facilities with respect.

6.1 Expected Behaviour

Campers are expected to:
• Treat fellow campers, staff, and visitors with kindness and respect.
• Follow directions and instructions from camp staff at all times.
• Participate in activities with enthusiasm and encourage their peers.
• Care for camp facilities, equipment, and the natural environment.
• Report any unsafe situations or concerning behaviour to a staff member immediately.

6.2 Prohibited Behaviour

The following behaviours are strictly prohibited at Base31 camp and will result in immediate intervention by staff:
• Verbal bullying, harassment, name-calling, or discriminatory language.
• Use of profanity or inappropriate language.
• Deliberate damage to camp property or another person’s belongings.
• Leaving the designated camp area without permission from a staff member.
• Use of electronic devices during camp hours (see Section 8).

6.3 Behaviour Management Approach

Our camp staff use positive, supportive behaviour management strategies. When a camper is struggling with behaviour, staff will:
• Document the incident and inform parents or guardians at pick-up.
• Speak with the camper calmly and privately to understand the situation.
• Redirect the camper to an alternative activity or a quiet space if needed.
• Work collaboratively with the family on strategies to support the camper.

6.4 Dismissal from Camp

The Camp Leader reserves the right, at their discretion, to withdraw any camper whose behaviour is deemed unsafe, disruptive, or incompatible with the camp community, or who will not abide by camp rules and policies. This decision will be communicated to parents or guardians as soon as possible.

If a camper is dismissed from camp for behavioural reasons, no refund, reduction, or transfer of fees will be issued for any remaining camp days.

7. Clothing, Equipment & Personal Belongings

7.2 Handmade & Non-Certified Structures

Base31’s camp environment includes handmade structures and naturalized play elements that are not certified for use in a standard licensed childcare facility. These elements are central to our camp ethos of nature-based, exploratory play and informed risk. By registering their child, parents and guardians acknowledge this and provide a General Release of Base31 Partners Inc. and affiliated parties from any and all related claims or liabilities.

7.3 Personal Belongings & Liability

Base31 is not responsible for any personal items that are lost, stolen, or damaged at camp. We strongly recommend labelling all of your camper’s belongings with their name to aid in recovery of lost items.
• The following items should not be brought to camp:
• Electronic devices (phones, tablets, gaming devices, smartwatches, etc.)
• Jewellery, designer clothing or shoes, or other high-value items
• Items with sentimental or emotional value that would cause distress if lost or damaged
• Any food containing nuts or nut products

Parents agree to take financial responsibility for any damage to Base31 property caused directly or indirectly by their child’s actions.

7.4 Lost & Found

Staff make every reasonable effort to ensure campers leave with all items they arrived with. Lost and found items are collected and displayed by Camp Counsellors at drop-off and pick-up each day. Unclaimed items of value are stored in a secured area within the Moir House office. Base31 is not able to mail or deliver lost items.

8. Electronic Devices Policy

Electronic devices — including mobile phones, tablets, smartwatches, gaming devices, and any device with a camera or internet access — are not permitted at camp. Our camp is designed to encourage outdoor exploration, creative play, and real-world connections. Screen time is not part of our programming.

If a device is brought to camp, it will be stored securely in the Moir House office for the day and returned at pick-up. Base31 is not responsible for any damage to or loss of electronic devices. Campers who repeatedly bring devices despite this policy may have their camp participation reviewed.

9. Photography & Privacy Policy

9.1 Base31 Photography

Base31 may photograph or video campers during camp activities. Because different uses carry different levels of visibility and permanence, families select a single consent tier at registration. Each tier includes all uses described in the tiers below it; the tier you select sets the highest level of use permitted for your child's image.

• Tier 1: Public Use
Base31 may use images of your child in any public-facing context. This is a single, combined consent covering both time-limited social media content (such as stories and posts) and long-term or printed promotional materials (such as the Base31 website, brochures, signage, advertising, and printed collateral). Your choice is reflected on the Smart Waiver you signed when you registered your child for camp.

• Tier 2: Private Photos Shared with Camp Families Only
Base31 may photograph your child for internal camp purposes and to share camp memories directly with families. Images will not be published on social media, the website, or in any printed or promotional materials.

• Tier 3: No Photography
Your child will not be intentionally photographed or recorded. If your child is incidentally captured (for example, in the background of a group photo), that image will not be used or shared and will be removed or cropped where practical.

Photography consent is obtained at registration. If no tier is selected, Base31 will default to the most protective applicable option. Families may update their consent preference at any time by contacting the Camp Leader at summercamp@base31.ca. All copyright in photography and artwork produced by or for Base31 belongs to Base31 Partners Inc.

9.2 Photography by Families & Campers

As electronic devices are not permitted at camp (see Section 8), campers may not photograph or record other campers or staff during the camp day. Families attending drop-off or pick-up are respectfully asked not to photograph or film other children, and to be mindful that other families may have chosen more restrictive photography preferences for their child. Please do not share images of any child who is not your own without that family's consent.

10. General Terms & Conditions

10.1 Liability Release

By completing registration, parents and legal guardians release Base31 Partners Inc. and its affiliated corporations, employees, agents, volunteers, and supporters from and against all claims, actions, costs, damages, and expenses with respect to damage or bodily injury to their child or property as a result of participation in camp, whether arising from negligence or otherwise.

10.2 Medical Treatment Authorization

In the event of an incident or emergency, Base31 staff are authorized to seek out and administer proper medical treatment to the best of their ability. Parents and guardians will be notified of all major and minor incidents in a timely manner.

10.3 Rules & Instructions

Rules and instructions set by camp staff and administration must be followed at all times by campers and families. Camp staff reserve the right to modify programming, activities, or policies for the safety and wellbeing of all participants.

10.4 Cancellation Policy

The following cancellation terms apply to all camp registrations:
• Within 48 hours of purchase: Full refund, no administration fee.
• Up to 72 hours before the camp start date: Refund or session transfer (subject to availability), minus a $25 administration fee.
• Less than 72 hours before the camp start date: No refund or transfer, including for late arrivals, early withdrawals, or missed days.

To request a cancellation or transfer, contact ticketing@base31.ca or call 613-695-2851.

10.5 Changes to Policies

Base31 reserves the right to update or amend these policies at any time. Families will be notified of any significant changes via the welcome email or through summercamp@base31.ca. The most current version of this document is available upon request.

Contact Information

For the 2026 Season the B31 Crew are:

Camp Administrator: Jennifer Litke

Camp Leader: Madison Smith

Camp Counsellors: Cole & Makayla

For questions about camp policies, health and safety, or day-to-day programming:

Email: jenniferl@base31.ca (Camp Administrator) or summercamp@base31.ca

Phone: 613-243-6564

Website: www.base31.ca

For billing and registration inquiries:

Email: ticketing@base31.ca

Phone (Ticketing): 613-695-2851