Residential Camp FAQs

Residential Camp Caregiver Handbook
Downloadable Packing List
Sample Daily Schedule
Register for Camp

The Registration Process

  • If you register for a waitlisted session, the deposit will not be processed. There is no financial obligation to be added to the waitlist. No charges occur unless your camper is moved off the waitlist and enrolled in the session. We will contact you if a spot opens to see if you are still interested before enrolling.

    We are sorry, but we cannot predict the chances of getting off the waitlist. It can happen at any time!

  • All camp fees including the deposit are non-refundable. A deposit of $125 per child, per session, is required with registration and will be credited toward the camp fee.

    • If cancellation is made before May 1, all paid fees (except the $125 Non-Refundable Deposit) will be refunded.

    • If cancellation is made between May 1 and two weeks prior to the session attending, Phantom Lake YMCA Camp will refund 50% of all paid fees.

    • If cancellation is made within 2 weeks of session, Phantom Lake YMCA Camp will retain all paid fees.

    • In the event of cancellation due to misconduct or homesickness, Phantom Lake YMCA Camp will retain all paid fees.

  • Parent Authorization
    Must be printed and uploaded to your Camper’s Account once completed. This form requires a signature from the parent/guardian and a copy of insurance card.

    Health History Form and Immunizations
    Electronically signed by Parent/Guardian

    The information on this form is gathered to help us provide safe and appropriate health care to your camper. Please make sure immunizations are filled in and updated.

    Behavior and Policies Agreement
    Filled out by both parent/guardian and camper

    Parents and campers must complete this form before coming to camp. Use this as a time to have a conversation with your child about our behavior and other policies at camp.

    Camper Photo
    Please upload a current photo of your camper. If you are a returning family, make sure your camper’s photo is not outdated.

    Tentmate Requests (2 request maximum)
    Changes can only be made until June 1.

    Requests must be mutual and contain first and last names spelled correctly. If you make more than two requests we will go by the first two names listed and disregard the rest. Campers must be within one year of age and be in the same session and program. See our caregiver handbook for the complete Tentmate Request policy.

  • With our registration portal, we have to go in once your camper application is complete to finalize your camper’s enrollment for the selected sessions. Once we have completed the enrollment process on our end, your payment will be processed. Typically, we are able to process the enrollment within 24 hours of the application submission.

  • Pay by Debit/Credit Card
    This payment option is preferred by most families as there is a limited waiting period between the time of application and the time the payment is processed. We accept Visa, MasterCard, and Discover.

    Pay by Check
    Checks are valid payment options as well if you would prefer. Checks must be received within 5 days of application submission in order to retain your camper’s spot in the selected session(s).

    Financial Assistance and Payment Plans
    We understand that some families may not be able to pay the fee of camp in full at the time of application submission. We do offer payment plans through our Business Office. Please email office@phantomlakeymca.org if you are interested.

    Financial assistance through camper scholarships are also available for camper families. Click here for more information on Financial Assistance.

Preparing for Your Camper’s Session

  • Full Week Campers (Campers Ages 8+)
    Drop-Off (Sunday)
    Sunday check-in for campers will be staggered by age between 2:00pm and 3:30pm.

    • Ages 7-10: 2:00-2:30pm

    • Ages 11-12: 2:30-3:00pm

    • Ages 13+: 3:00-3:30pm

    If dropping off more than one camper, please drop off at the time of the time slot of the youngest camper. If you arrive after the assigned time, staff will bring your camper to join the rest of their tent group at their tent.

    Pick-Up (Saturday)
    Saturday check-out occurs between 9:15am and 10:00am on Saturday morning. Medication pick-up will happen in the Upper Parking Lot with the camp health team. You will sign your camper out at the tent. BRING YOUR ID WITH YOU! Campers are released only to people who are authorized to pick up.

    Make sure to check the lost and found located in the Carman Welcome Center before you leave!

    Magnificent 7&8’s (Campers Ages 7-8)
    Mag A’s (Sunday Arrival, Wednesday Departure)
    Arrive between 2:00pm and 2:30pm on Sunday. If siblings are being dropped off as well, please arrive at this time no matter their age. Departure is Wednesday at noon and will take place in the Upper Parking Lot.

    Mag B’s (Wednesday Arrival, Saturday Departure)
    Arrive at 1:30pm on Wednesday at the Carman Welcome Center. Departure is on Saturday between 9:15am and 10:00am. Follow the traditional camp pick-up instructions.

  • Once we receive the registration with a deposit and enroll your camper, a Tentmate Request Form will be available. Go to “Forms & Documents” to add your requests (maximum: 2 requests). This form will be available to be amended until June 1.

    All requests must contain first and last names and MUST be mutual. Campers must be within one year and grade from each other.

    We want to make sure that you have time to verify that your requests are registered for camp and that they are also requesting your child.

    Please read our Tentmate Request Policy in the Residential Parent Handbook for more information.

  • Packing for camp is a wonderful time for campers to learn independence. Above is a link to a printable packing list that you can have your camper use when deciding what to bring with them to camp. Please refer to the parent handbook for guidelines on prohibited items.

    Printable Packing List

    Remember that your camper is only attending camp for one week (half of a week for Mag 7&8’s). Keep packing limited to the essentials. All items brought to camp are brought at your own risk.

    Please remember to label everything your camper brings to camp – lost items that are labeled can quickly be returned to their owner. Unlabeled items are turned in to a lost and found area located in the Carman Welcome Center.

    You can order labels right from your CampInTouch Account! Log on to CampInTouch. You will find the link under "Camper Information"

  • Please remember to label everything your camper brings to camp – lost items that are labeled can quickly be returned to their owner. Unlabeled items are turned in to a lost and found area located in the Carman Welcome Center.

    You can order labels right from your CampInTouch Account! Log on to CampInTouch. You will find the link under "Camper Information"

  • Campers sleep in platform wooden tents with screen walls and canvas flaps that can be raised or lowered to protect against weather. There is no electricity inside any of the tents. Bathrooms are located in permanent structures no longer than a five minute walk away from the tent units. Tent units are made up of 3-4 tents of campers of similar ages.

    Campers stay in tents with around 8 other campers and 2-3 staff. All members of the tent will sleep on twin-size wooden bunk beds with camp mattresses. Campers’ belongings must be able to fit under their bunk bed, which is 16” high. Campers are also responsible for bringing their belongings from the check-in location to their tent.

  • Unfortunately, you will not be able to go with your camper to help them set up their bunk. Campers are responsible for transporting their belongings from the upper parking lot to their cabin. Please make sure to limit packing to what your camper can carry by themselves as we cannot guarantee assistance in transporting luggage and other belongings.

Health and Safety at Camp

  • If your camper has medication that they will need to take during their week at camp, please complete our Medication Form (must be printed) and bring it to camp along with properly labeled containers. Medications must be in their original containers/packaging. All medications should be placed in a clear Ziploc bag labeled with your camper’s first and last name for a seamless drop off with our health team.

    We CANNOT accept expired medication.

    All medications must be turned in to the camp health team during check-in. This includes prescriptions, vitamins, and over-the-counter medications (including cough drops). These measures are in place to ensure that each camper receives the proper medication at proper dosage. All unused medications can be picked up during check-out.

    Please do not discontinue medication while at camp to see how your camper responds at camp without it. In most cases, the results are disappointing.

    Contact office@phantomlakeymca.org if you have any further questions about your camper’s medications.

  • Here at Phantom Lake YMCA Camp, we take food allergens very seriously and train our staff on the following skills below to mitigate consumption of dietary restrictions. Based on the information we receive from your CampInTouch forms we are able to proactively plan the week and meet the needs of our campers.

    • Food labeling: We clearly label all food items with potential allergens.

    • Separate preparation areas: We have designated areas for preparing allergen-free meals but can’t ensure cross-contamination does not occur.

    • Trained staff: Our staff are trained in proper food handling procedures (food borne illnesses, cross-contamination, FDA guidelines, etc.)

    • Open communication: We encourage open communication with caregivers and campers about specific needs.

    Phantom Lake YMCA Camp is a completely NUT-FREE facility. All of our provided meals are made free of nut products.

    If you have any additional questions regarding food allergies or dietary restrictions, please contact office@phantomlakeymca.org.

  • Swim evaluations are conducted on Sunday afternoons after check-in. We recommend that your camper wears their swimsuit when they arrive to camp to aid in the transition to the waterfront.

    Swim evaluations are conducted with safety top of mind, and are used to determine which waterfront activities your camper can safely participate in. This evaluation is not pass/fail, but rather follows the swim levels provided by the American Red Cross. Instead of levels 1-6, we use Knee Deep, Bay 1, Bay 2, Bay 3, and Deep. When a camper is using a swimming area outside of their assigned swimming level, they will be required to wear a personal floatation device that is provided by PLYC.

    If you have any additional questions about our swim evaluation process, please contact office@phantomlakeymca.org.