Adventure Time Camp4Kids Kelowna Financial Policies and Procedures

Initial, sign, and date the bottom to indicate that you have read, understood, and agreed to these policies and handed them into your center manager.
No child shall be in attendance at Adventure Time Camp4Kids Kelowna without prepayment.

Registration Payments

All weekly fees are due on or before the first day of each week. Prepayment/deposit/payment plan holds your child’s spot. Your child is not registered without a deposit and payment plan chosen on the online registration software. There will be a $25.00 charge for any payment reversal or declined payments.
Our fees include all onsite activities, and most out-trip fees. Occasionally there are extended enhanced programs such as STEM projects, arts and crafts, or special more expensive out trips etc. If your child needs financial aid to participate in an added fee activity, please let your manager know.

No refunds for summer fees are given for withdrawal for any reason unless cancelled with 30 or more days notice.
Adventure Time Camp4Kids Kelowna does accept BC Camp Fees Supplement. Please contact the office regarding these options. (It is the parent’s responsibility to confirm compliance with subsidy eligibility).
https://www2.gov.bc.ca/gov/content/governments/policies-for-government/bcea-policy-and-procedure-manual/general-supplements-and-programs/camp-fees-supplement
Refunds and Withdrawal

If it becomes necessary to withdraw your child from summer camp weeks, you must give 7 days notice, in writing to the registrar, (adventuretimekelowna@hotmail.com) or pay the fees in lieu of notice. No refunds will be given for any withdrawal reason without 7 days notice. No refunds or credit will be given for change of registration or attendance including full-time, drop-in, day camp days without 7 days written notice.
Delinquent Accounts and Your Child’s Ability to Continue Attendance at Adventure Time Camp4Kids Kelowna

Once a payment is missed or late, you will be required to provide weekly payments until caught up for continued attendance of your child. You will need to arrange this amount with the registrar at the head office (adventuretimekelowna@hotmail.com) who will seek board approval for the requested exemption.
Example: Bob’s July 1st payment has declined. Adventure Time Camp4Kids Kelowna finds this out on July 5th. The registrar speaks to Bob that day and agrees on an amount that must be paid by the end of the week for his child to return for the next week. Bob agrees he will pay a minimum of $50.00 by Friday and every week following until caught up. He follows through and his child continues to attend Adventure Time Camp4Kids Kelowna. The following weeks there is the same expectation until Bob’s account is paid in full.
If Bob fails to bring in the weekly payment, he will be notified that his child will not be able to be in attendance until the weekly payment amounts are made or a new financial agreement is made with the registrar. At this time, the child’s spot is held and not given away. Amounts owing remain the same; no discounts or refunds will be made for their absence due to unpaid fees.
Parents experiencing financial crisis may apply for an Adventure Time bursary towards their child’s care, but ALL PARENTS are required to stay current with contributing some level of fees according to their ability. Access to applications for financial assistance can be requested from the registrar. Subject to availability.
Late Pick-Up Policy

It is the responsibility of the parent/guardian to pick children up by center closing time (5:00 PM, or 6:00 PM for extended care). In an emergency, you must make alternate arrangements to have the alternate person listed on your registration form pick your child up or make other suitable arrangements and have these arrangements cleared with your center supervisor.
Late pick-up fees are subject to if a child has extended care or has not set up late pickup arrangements. The center staff work until 6:00 PM (for extended care). It is against regulations to leave any child unattended. Because of this, we will enforce the following late pick-up policy. For any child without extended care picked up after 5:00 PM (regular hours) or 6:00 PM (extended care), there will be an additional charge of $10.00 from the first minute to ten minutes, and will go up accordingly in 10-minute intervals ($10.00/10 minutes late). This amount will be invoiced weekly.
If the parent/guardian is late picking up a child more than three times, the child may be subject to having his/her registration in the center cancelled.
Re-payment Policy

No refunds are given for any reason for any withdrawal with less than 7 days written notice (exempt from medical situations). If there is an unexpected mid-month facility closure, Adventure Time Camp4Kids Kelowna will refund or credit (parent’s choice) fees from the date of closure until date of re-opening.

If Adventure Time Camp4Kids Kelowna chooses out of necessity to discontinue care of a child, Adventure Time Camp4Kids Kelowna will refund all fees from the date of discontinuation and cancel pre-authorized payments from this point forward.
● All refunds due to the above reasons will be issued within 30 days of written notice.
● Daily refund amounts will be based on the regular weekly fee amount ($230 per child per week for members) and NOT on any discounted amount provided through care bursaries or drop-in rates. No refunds will be given if there are any fees owing from previous care.

Adventure Time Camp4Kids Kelowna Financial Policies and Procedures

Initial, sign, and date the bottom to indicate that you have read, understood, and agreed to these policies and handed them into your center manager.
No child shall be in attendance at Adventure Time Camp4Kids Kelowna without prepayment.

Registration Payments

All weekly fees are due on or before the first day of each week. Prepayment/deposit/payment plan holds your child’s spot. Your child is not registered without a deposit and payment plan chosen on the online registration software. There will be a $25.00 charge for any payment reversal or declined payments.
Our fees include all onsite activities, and most out-trip fees. Occasionally there are extended enhanced programs such as STEM projects, arts and crafts, or special more expensive out trips etc. If your child needs financial aid to participate in an added fee activity, please let your manager know.

No refunds for summer fees are given for withdrawal for any reason unless cancelled with 30 or more days notice.
Adventure Time Camp4Kids Kelowna does accept BC Camp Fees Supplement. Please contact the office regarding these options. (It is the parent’s responsibility to confirm compliance with subsidy eligibility).
https://www2.gov.bc.ca/gov/content/governments/policies-for-government/bcea-policy-and-procedure-manual/general-supplements-and-programs/camp-fees-supplement
Refunds and Withdrawal

If it becomes necessary to withdraw your child from summer camp weeks, you must give 7 days notice, in writing to the registrar, (adventuretimekelowna@hotmail.com) or pay the fees in lieu of notice. No refunds will be given for any withdrawal reason without 7 days notice. No refunds or credit will be given for change of registration or attendance including full-time, drop-in, day camp days without 7 days written notice.
Delinquent Accounts and Your Child’s Ability to Continue Attendance at Adventure Time Camp4Kids Kelowna

Once a payment is missed or late, you will be required to provide weekly payments until caught up for continued attendance of your child. You will need to arrange this amount with the registrar at the head office (adventuretimekelowna@hotmail.com) who will seek board approval for the requested exemption.
Example: Bob’s July 1st payment has declined. Adventure Time Camp4Kids Kelowna finds this out on July 5th. The registrar speaks to Bob that day and agrees on an amount that must be paid by the end of the week for his child to return for the next week. Bob agrees he will pay a minimum of $50.00 by Friday and every week following until caught up. He follows through and his child continues to attend Adventure Time Camp4Kids Kelowna. The following weeks there is the same expectation until Bob’s account is paid in full.
If Bob fails to bring in the weekly payment, he will be notified that his child will not be able to be in attendance until the weekly payment amounts are made or a new financial agreement is made with the registrar. At this time, the child’s spot is held and not given away. Amounts owing remain the same; no discounts or refunds will be made for their absence due to unpaid fees.
Parents experiencing financial crisis may apply for an Adventure Time bursary towards their child’s care, but ALL PARENTS are required to stay current with contributing some level of fees according to their ability. Access to applications for financial assistance can be requested from the registrar. Subject to availability.
Late Pick-Up Policy

It is the responsibility of the parent/guardian to pick children up by center closing time (5:00 PM, or 6:00 PM for extended care). In an emergency, you must make alternate arrangements to have the alternate person listed on your registration form pick your child up or make other suitable arrangements and have these arrangements cleared with your center supervisor.
Late pick-up fees are subject to if a child has extended care or has not set up late pickup arrangements. The center staff work until 6:00 PM (for extended care). It is against regulations to leave any child unattended. Because of this, we will enforce the following late pick-up policy. For any child without extended care picked up after 5:00 PM (regular hours) or 6:00 PM (extended care), there will be an additional charge of $10.00 from the first minute to ten minutes, and will go up accordingly in 10-minute intervals ($10.00/10 minutes late). This amount will be invoiced weekly.
If the parent/guardian is late picking up a child more than three times, the child may be subject to having his/her registration in the center cancelled.
Re-payment Policy

No refunds are given for any reason for any withdrawal with less than 7 days written notice (exempt from medical situations). If there is an unexpected mid-month facility closure, Adventure Time Camp4Kids Kelowna will refund or credit (parent’s choice) fees from the date of closure until date of re-opening.

If Adventure Time Camp4Kids Kelowna chooses out of necessity to discontinue care of a child, Adventure Time Camp4Kids Kelowna will refund all fees from the date of discontinuation and cancel pre-authorized payments from this point forward.
● All refunds due to the above reasons will be issued within 30 days of written notice.
● Daily refund amounts will be based on the regular weekly fee amount ($230 per child per week for members) and NOT on any discounted amount provided through care bursaries or drop-in rates. No refunds will be given if there are any fees owing from previous care.

Adventure Time Camp4Kids Kelowna

Parent Handbook
Email: adventuretimekelowna@hotmail.com

Our Purpose

At Adventure Time Camp4Kids Kelowna, we’re dedicated to creating a safe, fun, and enriching space where kids aged 5–12 can explore, learn, and grow through exciting adventures and play-based skill development.

Welcome to Your Adventure!

This handbook is your guide to everything you need to know about Adventure Time Camp4Kids Kelowna. We’ve organized it into key areas to help you navigate our policies, expectations, and responsibilities. Please review each section and reach out with any questions!

CAMP ESSENTIALS
Operating Hours

When: Monday to Friday, June 30–August 29

Regular Hours: 9:00 AM–5:00 PM

Extended Care (Optional): 8:00 AM drop-off and 6:00 PM pick-up ($250–$270/week)

Arrival Deadline: Kids must be onsite by 9:30 AM unless pre-arranged.

Pick-up Deadline: 5:00 PM (6:00 PM for extended care)—late fees apply after closing!

Programs & Adventures

What We Offer: Daily outdoor fun (hiking, sports, nature exploration), skill-building workshops (STEM, arts, music, dance), and teamwork challenges.

Timing: Activities run until 5:00 PM, including planned out-trips and nearby spontaneous adventures.

Safety First: All out-trips are supervised, pre-planned (check the monthly calendar), and equipped with emergency plans and GPS tracking via the TRACK iPhone app.

Skill-Building Spotlight

We focus on growing life skills like creativity, resilience, and teamwork through:

Outdoor adventures for physical and environmental awareness

Workshops for critical thinking and expression

Group activities for leadership and cooperation

Questions? Chat with our staff about how we nurture your child’s potential!

FAMILY RESPONSIBILITIES
Your Role as a Parent

Drop off by 9:00 AM (8:00 AM for early care) and pick up by 5:00 PM (6:00 PM for extended care).

Notify us by 9:00 AM if your child will be absent or late (email: adventuretimekelowna@hotmail.com).

Complete the online registration form with prepayment and a recent photo.

Sign your child in and out daily—accuracy keeps everyone safe!

Keep your child home if sick and inform us of any communicable diseases.

Share any big life changes that might affect your child.

Pack a healthy lunch, two snacks (per Canadian Health Food Guide), and a refillable water bottle.

Provide labeled extra clothes (or be ready to bring them if needed).

Prepay fees, maintain subsidies, and follow payment plans.

Let us know if your child feels uneasy at camp or if you have safety/program concerns.

Update us immediately with changes to pick-up, contact info, or work status.

No refunds without 30 days’ written notice—even for medical reasons.

If we must terminate your child’s spot for safety, remaining prepaid days will be refunded.

Health authorities may inspect at any time—your info stays confidential.

Arrival & Departure Details

Drop-off: Parents must sign kids in at our sponsor’s designated location.

Pick-up: Only authorized individuals can sign kids out—ID is required for unknowns.

Changes: Email notice is required for pick-up changes; verbal consent is not enough.

Late Pick-ups:

After 5:00 PM (or 6:00 PM for extended care), we’ll contact you and your alternates.

If unreachable, the Ministry of Children and Families will be contacted.

Three late pick-ups may result in spot cancellation.

When a Parent Seems Impaired

Staff will address concerns respectfully and may offer to call an alternate or taxi.

If uncooperative, we will notify the RCMP and Ministry.

Impairment includes the influence of drugs, alcohol, medications, or illness.

Withdrawal Rules

To withdraw, email at least 7 days’ notice. No refunds without it.

Keeping Us in the Loop

Keep your contact info, pick-up list, and other important details updated.

Share any home events that might affect your child’s behavior—we’re here to help!

HEALTH & SAFETY
Health & Medication Guidelines

Sick Kids: Stay home and notify us ASAP if your child is sick.

At Camp: Sick children will be isolated (supervised) until picked up.

Emergencies: We will contact you and your doctor/hospital right away.

Injuries: Liability insurance claims are waived beyond our coverage.

Medication: Requires a signed form; meds must be in original packaging—no form, no meds.

Behavior Expectations

Golden Rule: Respect yourself, others, and property.

Positive Reinforcement: Kids earn rewards for respectful behavior.

When Behavior Slips:

Calm redirection and conversation.

Logical, age-appropriate consequences.

Escalation steps:

Staff support and correction.

Explorer’s Break.

Parent phone call.

Immediate pick-up if needed.

One-day break after physical harm.

Termination if safety remains a concern.

No corporal punishment. Communication is key.

Extra Needs: Kids needing higher support ratios must have a certified support worker (contract required).

Reporting Abuse/Neglect

By law, all staff must report any suspicions to the Ministry of Children and Families.

CAMP LIFE
Out-trip Adventures

Purpose: Encourage exploration and community building.

Costs: Included in weekly fee; some special trips may have an added fee.

Timing: Always back by 5:00 PM—early pick-ups require notice.

Participation: All children must join; if not, alternate care must be arranged.

Spending Money: Max $10 on designated days—staff not responsible for lost cash.

Food & Nutrition

Bring lunch, two snacks, and a refillable water bottle every day.

What to Wear

Dress for outdoor play and weather.

Neon green shirts/hats provided and required for out-trips.

Secure sandals or runners—no flip-flops.

Swimsuit and towel daily.

Leave labeled extras at camp.

Tidying Up

Kids participate in clean-up.

Take home projects by Friday—leftovers get tossed.

No Smoking Zone

Smoking is banned on camp grounds during hours. Violators must leave or extinguish.

Our Team

Staff: All counselors are 20+, have 20+ hours of training, first aid, and passed background checks.

Leadership: Director-led, with all staff acting as role models.

Bios are available on our website.

Days We’re Open

June 30–August 29 (excluding stat holidays).

No online registration = we’re closed that day.

Visiting Us

Parents are welcome to visit, but must be screened if they want to stay.

Screen Time Limits

No passive screen time; rare active use only (e.g., dance tutorials).

Active Fun All Day

Goal: 5+ hours of outdoor play.

Includes organized games, team-building, and free play.

Sample Day Schedule

8:00–9:30 AM: Drop-off / early play

9:00–10:00 AM: Free play + rally

10:00 AM: Snack

10:30 AM–12:00 PM: Adventures/out-trips

12:00–12:30 PM: Lunch

12:30–3:30 PM: Team building activities

3:30–4:00 PM: Snack + rest

4:00–5:00 PM: Wrap-up

5:00–6:00 PM: Pick-up / late play

OUR PROMISE
Adventure Time Responsibilities

Keep spaces safe with trained staff and solid gear.

Promote health with rest, play, and mentorship.

Always maintain supervision (10:1 or 15:1 ratios).

Notify you of any emotional or physical concerns.

Call you (or an ambulance) during emergencies.

Handle crises with trained care.

Ensure all staff/volunteers are screened and supervised.

Hire skilled, trained, certified staff.

Notify you of substitutes.

Protect your family’s privacy.

Enforce clear, regulation-based behavior policies.

Deliver unforgettable, adventure-filled days!