Camp Kirkwood Policies

We want every camper to have a positive experience while at YMCA Camp Kirkwood. To create this environment, we expect our campers to follow our 4 rules of camp:

• Make Safe Choices
• Be Kind
• Be Respectful
• Have Fun!

Campers who do not adhere to camp behavior expectations and rules will be addressed on an individual basis. Every camper and situation is different, and we strive to find the best solution for each and every camper. We believe in teachable moments at camp. However, YMCA Camp Kirkwood will not tolerate bullying of any kind. Although very rare, severe or frequent behavior violations can result in a camper being sent home from the program at the discretion of the director. No refunds will be issued. We want our campers to understand how important it is for everyone to have a great week of camp. Our camps core values are Respect, Honesty, Responsibility, Caring and Faith. We are here to support all campers in building upon the core values. In addition, understanding the importance of community is very important to us at camp. Talk to your camper about helping us achieve this goal. Let them know to ask for help and support while at camp. Our team is here to help your camper with anything they need.

Community Health Plan

Please help us keep a healthy environment for all our campers. If a child cannot participate in the program due to illness, the child must be kept at home. Please do not send a sick camper to camp. All campers must be fever-free, lice-free, and symptom-free without the use of fever reducers for at least 48 hours prior to the start of camp. Should your child become ill while at camp, our Camp Nurse will reach out to you, and pick-up arrangements may need to be made. In the event of no response, we will continue to contact others on the emergency contact list for pick-up. Small cuts and scrapes will be treated by our CPR/First Aid-certified staff using standard first aid procedures. In cases of serious illness or injury, the Camp Director or Camp Nurse will contact parents immediately. Our licensed Camp Nurse will support the overall health of all our campers and will be on-site throughout the entire week. We continue to take the health of our campers and staff very seriously and will follow all CDC, ACA, and Pender County Health Department recommendations as it pertains to all community health aspects. Refunds will not be issued if your child is required to return home due to illness or injury.

CampDOC

*All campers are required to complete their online CampDoc profile and include a signed physical. CampDoc is our secure web-based system for campers’ health records. All families will receive an email invitation to complete their campers’ health forms and profile information. 100% completion of your camper’s profile is required 2 weeks prior to their first week of camp. Families may decide who is authorized for pick-up, share information regarding allergies, make group requests and so much more, all in CampDoc. Campers’ profiles will stay with them year after year. No need to print or send any paperwork to camp.

Forms/Medications

We do require a physical signed by a medical professional be uploaded into each camper’s CampDoc profile. As an ACA accredited camp, this is a requirement. If your child requires medication, please provide those items directly to the camp nurse at drop-off.

• All medications, Rx and OTC, will be kept and handled by the Camp Nurse during the duration of the camper’s stay.
• Medication must come in its original container. Unmarked medication will not be dispensed.
• Please make sure you have only provided enough medication for the stay of camp. We will send you home with any extra at check in.

On your CampDoc account, you will see a list of over-the-counter (OTC) meds that may be administered by our Camp Nurse if necessary. No need to send OTC meds unless they require them daily.

Overnight Camp

Check-In | Sunday 3:00pm - 4:00pm

Check-in begins at 3:00 p.m. If you arrive before 3:00 p.m., you will have to wait at the gate while the staff is busy preparing camp. In an effort of mindfulness to community health and a seamless drop-off process, we ask all families to remain in their cars during check-in. Once the gate is opened, you will sign your camper in and verify authorized pick-ups. Then you will be directed to the nurse station. At the nurse station, you can drop off any medication and any packages or mail you may have for your camper. Staff members will be there to greet each camper and help them carry their belongings to their cabin. Campers will go as a group with counselors back to their cabins. Caregivers will say final “see you laters” at the car during drop off. Please have your camper dropped off by 4pm. If late drop off needs to be arranged, please communicate a week in advance.

Check-Out | Friday 3:00pm - 4:00pm

We are excited to announce a new addition to our end-of-camp celebrations: our Closing Ceremony, where we will come together to honor the hard work, dedication, and achievements of our campers throughout the week, and we would love for you to join us. It will be a meaningful time to celebrate the experiences our campers have had, the friendships they've formed, and the growth they've achieved. This special event will take place on Fridays at 2:30pm at the chapel. Gates open at 2pm. Campers will not be released until camper pick up at 3pm. 

Camper Pick-Up

Our Friday check-out begins at 3:00 p.m. Caregivers will be required to show proof of ID, be listed as a trusted contact and sign out your camper. This summer with the return of closing ceremony caregivers will park and come into camp to pick up their campers from closing ceremony. Campers' items will be at their cabins.

*We ask that families refrain from early pick up unless absolutely necessary. For those requiring early pick-up, please contact YMCA Camp Kirkwood to make arrangements at least 48 hours in advance.

Day Camp

Bus Pick-Up & Drop-Off

Buses arrive at scheduled times each day and cannot wait for late campers. A Y team member will be on board to sign campers in each morning. Guardians must sign campers in and out daily, and only approved contacts with valid ID may pick up. For early pick-up or late drop-off at camp, notify us at least 48 hours in advance. Campers must be on the weekly roster and have no outstanding balance to ride the bus — contact the camp office if needed. If your camper needs medication, give it to the Y team member at check-in with clear instructions. Medication must be in its original container, include only what’s needed for the week, and be listed in CampDoc.

Make sure your camper knows their assigned bus and review the behavior guidelines below. Buses run to Wilmington, Hampstead, and Rocky Point. Families may not switch bus locations or use multiple pick-up/drop-off sites during the week. Due to limited space, changes are not allowed.

Bus Rules

• All campers must remain seated and facing forward while bus is in motion. Hands must be kept inside the bus at all times.
• Campers must remain on the bus until a parent has signed them out.
• Inappropriate language or physical violence will not be permitted on the bus. If a camper fails to follow the instructions of Y team members or driver while on the bus, the camper will not be permitted to ride for the remainder of the week.
• All trash must be thrown away. Please help us keep the bus clean.
• The bus can only pick up campers at designated stops. Please do not try to “catch the bus” if it has already left. We cannot pull over. During an emergency stop, all campers will follow the staff to a safe location while the driver stays with the bus. The bus location determined at registration cannot be changed during the week of camp.
• Spots are limited. If you would like to request early pick-up at YMCA Camp Kirkwood or would like to drop off directly at camp, please provide camp staff 24-hour notice.
• Electronics are not permitted at camp unless for a medical purpose, therefore no electronics should be on the bus.

Individual Pick-Up & Drop-Off

Families may drop off campers at YMCA Camp Kirkwood each morning if they prefer not to use the buses. There will be a counselor, and a sign posted at the Day Camp pick-up area. Be sure to sign your camper in with the counselor each day. 

Drop-off begins at 7:30 a.m. Please do not arrive early, as there will not be a counselor ready until 7:30 a.m. Breakfast begins at 8:15 a.m. Car Pick-up is between 4:00 p.m. and 5:00 p.m. If you wish to pick up your camper prior to 4:00 p.m. You must notify camp 48hrs in advance. You must park your vehicle in designated parking and come into the office for pick up. Please be prepared to wait as campers and staff are spread out in camp. To make arrangements, call our office at 910.726.9789 or email [email protected].

*A late pickup fee of $1 per minute per child will be charged for children who are picked up after the scheduled program end time. This fee will apply for each minute the child is not picked up. Please ensure that you are on time to pick up your child to avoid these additional charges. Emergency contacts will be called after 15 minutes of no communication. At one hour of no communication from guardians or emergency contacts the proper authorities will be contacted. If you are running late, please call ahead.

Drivers of all YMCA vehicles are thoroughly screened and authorized by the YMCA based on experience and good driving records. Each driver has a current CDL license and participates in YMCA driver training. The YMCA ensures all of our vehicles are regularly maintained and inspected daily by our drivers before use. Upon registration, you have given the YMCA permission to transport your child to the appropriate YMCA or on field trips.

Bus Rules

• All campers must remain seated and facing forward while bus is in motion. Hands must be kept inside the bus at all times.
• Inappropriate language or physical violence will not be permitted on the bus. If a camper fails to follow the instructions of Y team members or driver while on the bus, the camper will not be permitted to ride for the remainder of the week.
• All trash must be thrown away. Please help us keep the bus clean.
• The bus can only pick up campers at designated stops. Please do not try to “catch the bus” if it has already left. We cannot pull over. During an emergency stop, all campers will follow the staff to a safe location while the driver stays with the bus.
• Electronics are not permitted at camp unless for a medical purpose, therefore no electronics should be on the bus.

Camp is most meaningful when campers are focused on developing relationships rather than looking at electronic devices. Thus, we require all campers to leave electronics at home. Camp will confiscate any cell phones or other electronic devices and return them at the end of the week. Camp is not responsible for any devices. Please do not send your camper with a cell phone or smart watch etc. Our goal is to give campers a week of electronic-free distraction. Help us achieve this goal and prove to your campers they can thrive without their devices! We recommend start limiting their screen & electronic time prior to start of camp so it is not all at once.

While your camper is enjoying all the Kirkwood activities, we will be taking as many photos as we can to try and capture these memorable moments. You will be given a link via email a week before your camper attends camp to view the photos through smugmug.com. We do our best to capture every camper who is willing to be in photos on every day. Our goal is to have the photos uploaded by 8:30AM every day. There are days when it may take longer. This probably means we are having so much fun we couldn’t pull ourselves away from the activities!

We believe that every camper deserves meals that are not only healthy and nourishing—but also fun, familiar, and downright delicious! Our food service team is passionate about serving meals that make campers feel right at home while supporting their energy for the day’s adventures. All meals are served family-style, where campers and staff gather around the table, pass dishes to one another, and enjoy shared conversation. This approach supports our goals of building community, teaching cooperation, and encouraging healthy choices in a relaxed, supportive setting. Campers have the chance to try new foods, build independence, and practice table manners, all while feeling included and cared for. Monday-Thursday a healthy snack will be offered to all campers.

We take camper safety and individual needs seriously. Our team uses information provided in each camper’s CampDoc profile to accommodate dietary restrictions, allergies, and special food needs. Whether a camper is gluten-free, vegetarian, or has specific allergies, we work diligently to ensure they receive balanced meals that meet their needs—without missing out on the fun of mealtimes. Our goal is simple: full bellies, happy hearts, and a table where every camper belongs.

Get your camper geared up before they even arrive! Camp merchandise can be purchased in advance through the YMCA Camp Kirkwood Store. If you order ahead, we’ll have your camper’s items waiting for them in their bunk on opening day — what a fun welcome!

During their stay, campers will also have the opportunity to visit the camp store daily. Each day, they can choose up to two snack items, typically ranging from $2–$3 each. Merchandise items will also be available in-store, and prices will be clearly marked. To help you plan ahead, here are suggested spending amounts:

• For snacks only, we recommend sending about $12.
• For snacks and merchandise, we suggest around $50.

We’ll share the store link and details before your camper’s session so you can plan accordingly. If you prefer to send cash with your camper, please note that YMCA Camp Kirkwood is not responsible for any lost or stolen money or personal items.

At The Pool

All swimmers ages 16 and younger are required to pass a swim check before being allowed in the pool without a Coast Guard-approved flotation device (PFD) or without direct one-on-one adult supervision. Swim tests can be administered by a YMCA certified lifeguard.

To pass the check, swimmers must:

• Jump into the deep end of the pool (10ft), wait for permission to begin.
• submerge fully, return to the surface and swimmer will tread for 30 secs and then begin swimming.
• Swim front crawl in a horizontal position on stomach and on top of the water (approximately 25 yards). Without stopping to hold on the side or push off the bottom.
• Exit the pool without assistance of a ladder or stairs. 

Swimmers who pass the test will receive a green wristband and are free to swim without a vest and anywhere in the pool.

Swimmers who are still working toward passing the test will receive a red wristband and are required to wear a Coast Guard-approved flotation device (PFD). We will provide the life jackets, or you are welcome to send one with your camper. Life jackets must be worn in all areas of the pool. Swimmers with life jackets will still have access to all areas of pool. If campers do not wish to take the swim test, that is ok, and they will be issued a red band and life jacket.

At the Waterfront

All swimmers, regardless of swim ability, are required to wear a PFD at all times at the waterfront.

Please note: Lifeguards have the discretion to require a swimmer to wear a PFD at any time or to require a swim test for any swimmer at any time. Camp Kirkwood does not offer a Swim Test during the summer.

Because the YMCA is a not-for-profit organization that relies on fees and charitable contributions and is led by a volunteer board of directors, we work very hard to manage our limited resources thoughtfully and prudently. For each program series, classes are carefully planned according to the number of participants — staff/participant ratios are determined to ensure safety, program supplies are purchased and prepared, and staffing is finalized. Once a program series begins, these expenses are incurred by the organization.

Our refund and system credit policy is intended to maintain the overall fiscal health of the organization and YMCA community and is part of our efforts to be good stewards of our organization’s resources. We appreciate your understanding.

To receive a refund the participant or parent/guardian must cancel 14 days prior to the program start date. Non-refundable deposits/registration fees will not be refunded. $10 administrative fee will apply for processing. 

• Program fees are non-refundable, when requested less than 14 days prior to start date.
• A YMCA pro-rated system credit may be issued when a medical excuse is presented and accompanied by a doctor’s note. Requests can only be made during the current session; credits will not be issued once the session is over. YMCA system credits are applicable toward any YMCA program, are valid for 6 months from the date of issue and are not redeemable for cash.
• Not attending the program does not entitle a participant to a credit or refund. When enrolled the participant is reserving space, time, and staffing regardless of whether the participant attends the program or not.
• The YMCA will not provide refunds for inclement weather.
• It is the responsibility of the member/participant to report to the YMCA any financial transactions that seem to be incorrect within 30 days.
• Requests to terminate YMCA memberships or change draft amounts require a 30-day notice. Please allow 7 business days for the Y to respond to requests.

Please note that system credit requests may take up to 10 business days to process. Credit card or check refunds may take up to 30 days.

Day Camp

Day campers will carry their backpacks with them during camp to ensure preparedness. Label all items. Please send appropriately sized backpacks and items for your camper. Please apply sunscreen and bug spray to your camper before dropping off counselors will help remind campers to re-apply and can assist with any spray sunscreens provided.

All electronic devices must be left at home, if your camper requires a device for medical purpose, please reach out to our camp team to share your campers' medical requirements. PLEASE BE SURE TO LABEL EVERYTHING WITH FIRST AND LAST NAME!

If your camper forgets something after they leave their camp week, please let us know as soon as possible. If left items are not claimed by the end of the summer they will be donated.

• Backpack
• Water bottle
• Sunscreen and bug spray
• Towel
• Swimsuit and Plastic bag for wet items
• Change of clothes, don't forget extra socks!
• Tennis shoes - NO Crocs please!
• Money for the camp store on Tuesdays and Thursdays

Overnight Camp

When packing for your time at camp, we recommend marking all of your camper’s clothes. Please do not send new clothes to camp since we will be outside all day and items get dirty. All electronic devices must be left at home, if your camper requires a device for medical purpose, please reach out to our camp team to share your campers' medical requirements. PLEASE BE SURE TO LABEL EVERYTHING WITH FIRST AND LAST NAME! Before leaving camp on Friday, be sure to check out the lost-and-found table on your way out of camp. If your camper forgets something after they leave their camp week, please let us know as soon as possible. If left items are not claimed by the end of the summer they will be donated.

• Clothing

  • T-Shirts, Shorts, Underwear, Long Sleeve Shirt, Pants, Socks, Rain Jacket, Swimsuit, Fun Costume on Theme, & More Socks!

• Toiletries

  • Toothbrush, Toothpaste, Soap, Shampoo, Conditioner, Hair Care Items, Deodorant, Skin Care, & Other personal care items. (Glasses, contacts, retainers, feminine care, etc.)

• Linens

  • Shower Towels, Pool Towels, Wash Cloth, Pillow, Blanket, Stuffed Animals, and Sheets (twin) or Sleeping Bag.

• Extras

  • Flashlight, Medication, Hat, Sunglasses, Closed-Toed Shoes, Water Bottle, Backpack, Notebook/Pen, Shower Shoes, Sunscreen, & Sandals with a secure back strap.

• DON'T FORGET: A positive attitude, something for our themed days, & something that reminds you of home!
• LEAVE AT HOME: All technology, bad attitudes, and CROCS!