YMCA of Greater Vancouver Outdoor Education Program This guide is designed to help you prepare for your outdoor education experience at YMCA Camp Elphinstone. It includes: - An organizer s checklist - Getting Ready for Camp and Heat Room letters for your participants, chaperones, and parents/guardians. - Acknowledgement of Risk if you are participating in rock climbing, high ropes, rappelling, and/or ropes & belays programs, please distribute this letter to your participants and their guardians - Please let us know if you would like these letters as separate documents Contact us if you have any questions: elphinstone@gv.ymca.ca or 604-886-2025
YMCA Camp Elphinstone Organizer s Checklist Submit all documents, questions, and communication to elphinstone@gv.ymca.ca or fax 604-886-2363 Within One Month of Receiving your Rental Agreement: Pay 1 st Deposit of $500 Sign and return the Guidelines and Expectations (pages 2 & 3 of the Rental Agreement) Two Months before Rental: Pay 2 nd Deposit of 20% total rental cost at least 60 days before your rental begins Make your Luggage Dolly & Group reservations with BC Ferries for BOTH directions of travel o Note: Luggage will have to be carried on-board by hand if this is not completed! Confirm ferry times with Camp Elphinstone (please note: ferry times are subject to approval. You will not receive your schedule until we have your ferry times and 2 nd deposit) One Month before Rental: Confirm final numbers Sign and return the Booking Confirmation (page 7 of the Rental Agreement) Disseminate the Getting Ready for Outdoor Education document to your participants If you are selecting your own menu or having a banquet meal, submit your choices Minimum Two Weeks before Rental: Submit your dietary needs by using the form found in your Rental Agreement (pages 8 & 9) Ensure your Chaperone team is aware of and understands our Guidelines and Expectations especially the following: o They are responsible for behaviour management and must be present & available in each group during programming. Camp staff is responsible for program facilitation & schedule management, but expect that chaperones will address poor behaviour immediately o They will provide 24 hour, in-cabin supervision unless other arrangements have been made o There will be one adult at each table during meals and this adult helps keep meals on time o Please refrain from the use of cell phones & electronics, especially in front of students Confirm your First Aid vehicle will be available during your stay Organize your students and chaperones into their cabin/lodge groups and activity groups o Cabins sleep 12 in total. Lodges sleep 32 in total in 8 bedrooms, each with 4 beds o Activity groups of 15 maximum students and minimum one chaperone On Day of Arrival: Ensure group luggage is Heat Room ready before arrival at the Langdale Ferry Terminal (i.e. all items not appropriate for the heat room are placed at the top of bags for quick removal) o Tip: Your First Aid vehicle is a good place to store items not meant for the heat room On Day of Departure: Complete the Camp Elphinstone Experience Survey provided by YMCA Staff Submit your Booking Request for next year to ensure your dates are saved! Be prepared to have all luggage packed and out of accommodations after breakfast unless departing on an early ferry. Your schedule will include a move-out block.
YMCA Camp Elphinstone Getting ready for camp The following list is a guide to help prepare for your upcoming experience at YMCA Camp Elphinstone. Please try to keep baggage to a minimum. It is important to note the use of hockey bags or large duffel bag and suitcases are not necessary for trips up to a week in length. As well, bags need not weigh more than 18 kg (50lb) for a trip of this length if only the required items are brought. What to pack: Sleeping bag Pillow (optional) Toiletries (such as toothbrush, toothpaste, face cloth, soap, deodorant and shampoo) Towel Flashlight Reusable water bottle Laundry or garbage bags for dirty laundry Camera and insect repellent (optional items) School supplies if required by teachers (e.g. exercise books, pencils, etc.) Complete change of clothes that suits the length and weather of your stay (see below) What to wear: Be sure to check the weather before packing for camp and pack clothes that you can be active in. Ex: Jeans can really slow down the ability to participate in many activities once they are wet. Avoid cotton if possible; synthetic materials and wool are best for outdoor activities. Pants Shorts T-shirts Sweater or warm jacket Rain gear (an inexpensive poncho works great!) Bathing suit and towel (if participating in waterfront activities) Sturdy shoes: sneakers or light hikers are best (new footwear just for camp is not necessary) Extra shoes or rubber boots (if rain is forecasted) Sandals (for waterfront activities) Pyjamas Socks and underwear Sun hat and sunscreen Please Do Not Bring the Following Items: Camp Elphinstone will not be held responsible for lost or damaged items. Items listed will be removed for animal/human safety and security reasons. Knives or other weapons/pocket tools Money or other valuables Any electronics: ipods, cell phones, gaming devices, radios, etc. Food or drinks (except for water) Please be sure to properly label your belongings with both your name and group name. Items left behind will be kept and held for 2 weeks, after which will be given to those in need.
YMCA Camp Elphinstone Heat Room Procedures Dear YMCA Outdoor Education Participants, We would like to inform you of luggage handling procedures at YMCA Camp Elphinstone. Due to the widespread issue of bed bugs in the Lower Mainland, all bags and personal belongings arriving at YMCA Camp Elphinstone must pass through a heat treatment process, which eliminates the concern of bed bugs spreading to our facilities or your home. Our specially constructed heat treatment room heats bags to 125 degrees Fahrenheit/50 degrees Celsius (about the temperature of a clothes dryer) which ensures that any bed bugs and/or eggs that may be contained within participants belongings are killed prior to moving into accommodations. Although the heat treatment is safe for most items, a few items should not pass through the heat treatment room as it may cause damage. Items that should not be heated are: Plastics, such as toiletries and cosmetics Cameras and any other electronics (should be left at home) Medicines Aerosols Food, including pop cans (should be left at home) Candles and wax (should be left at home) Photographs Some care will need to be taken when packing, to ensure luggage is prepared for the heat treatment process. All items that should not be heated must be packed in a zip-lock bag and placed at the top of the luggage so it may be removed prior to treatment. Please ensure zip-lock bags are well labelled with the participant s name and group name. Zip-lock bags will be placed in bins and redistributed to campers at the time they collect their treated luggage. If you have any questions regarding these procedures contact us at elphinstone@gv.ymca.ca or 604-886-2025. We appreciate your support in this matter. Sincerely, Lenea Grace Manager YMCA Camp Elphinstone
YMCA of Greater Vancouver YMCA Camp Elphinstone Acknowledgement of Risk YMCA Camp Elphinstone The well-being of all participants and staff at YMCA Camp Elphinstone is our top priority. The YMCA takes reasonable precautions to ensure that programs and activities at YMCA Camp Elphinstone are conducted by qualified staff in a responsible manner. Choosing to come to camp has many benefits, and it also has particular risks. Participation in camp activities entails known and unanticipated risks that could result in physical or emotional injury to participants and or property. Participants/families need to know the risks associated with a camp and outdoor education experience at YMCA Camp Elphinstone, and to accept that they are taking risks. We are proud of our record in caring for children, youth and families, and we are proud of our ongoing work focused on this goal. If you have any questions or comments we would be pleased to hear from you. Safety & Risk Management YMCA Camp Elphinstone accepts that there are inherent risks associated with all of our programs and we take specific actions to reduce or control those risks. We manage risks so that they will be encountered at a level that is tolerable. Riding a bicycle, for example, has associated risks but, by wearing a helmet and respecting transportation laws, most people decide that the risk is tolerable. Therefore, rather than guaranteeing safety, we use a risk management approach to our programs and services. There can be no doubt that some of the risks of camping are intrinsic to the enjoyment and growth experienced at camp. For instance, there is some emotional risk involved when meeting new friends, and there is physical risk involved in a hiking trip. At YMCA Camp Elphinstone, we manage these risks with planning, training and equipment. We manage the emotional risks of meeting new friends by training with child and youth care practices, and we adopt fun, inclusive programs where young people can grow together with guidance. We manage the risks of mountain hiking by deciding upon goals, by reviewing a destination, by supporting trained staff, by carrying appropriate equipment, and by operating our hiking program within the Out Trip standards of the BC Camping Association. Risks Encountered in YMCA Camp Elphinstone Programs Any of the activities at YMCA Camp Elphinstone involve certain emotional and physical risk. Activities at or organized by YMCA Camp Elphinstone shall include recreational or educational activities, including, but not limited to: wall climbing, canoeing, kayaking, sailing, participation in activities in or near water (including swimming and boating), archery, use of the high- and low- rope courses, outdoor cooking and camping, hiking, participation in team-initiative tasks, and participation in sports or games at or organized by YMCA Camp Elphinstone. Camps comply with all relevant provincial and federal government legislation pertaining to health, food service, water quality, transportation, boat safety, building codes, fire codes, labour laws and human rights. YMCA Camp Elphinstone is also accredited with the BC Camping Association. Accredited camps must also meet the additional standards set by their provincial camping association.
YMCA of Greater Vancouver YMCA Camp Elphinstone Inherent Risks of outdoor activities shall mean those dangers or conditions which are an integral part of outdoor activities, including, but not limited to: 1. The effect of inclement weather on outdoor activities, causing hazardous conditions at activity sites, such as lightning, precipitation, temperature, cold weather, and the effects thereof. 2. Environmental risks unique to each activity, such as the presence of water and water hazards, trees and roots, loose rocks or holds, and fire and wild animals such as cougars and bears. 3. Activities are also performed at various heights and water based activities contain some element of risk, regardless of safety measures taken. 4. The potential risk for equipment failure, even when used according to manufacturer s guidelines. 5. The potential risk a participant acts in a negligent manner in a group or individual activity that may contribute to injury to the participant or others, such as participating in activities in an unauthorized manner or without proper supervision, instruction, or safety measures and equipment. All YMCA Camp Elphinstone programs are challenge by choice which means participants are able to limit their participation in any way they deem appropriate. YMCA Camp Elphinstone Risk Management Here is a short list of points that are part of our larger risk management approach: Staff have program-appropriate First Aid certification and training. A l l Staff and volunteers have Criminal Reference checks. All YMCA Camp Staff participate in a minimum of 40 hours of staff training. YMCA of Greater Vancouver trains staff on Child Protection and performs annual audits of training. YMCA Camp Elphinstone is accredited by the BC Camping Association, and has regular accreditation audits. YMCA Camp Elphinstone participates in regular accreditation visits, and program inspections including annual high ropes inspections. Training for high ropes and climbing is provided to our staff by professionals in the industry. Specialized certifications are required by staff in areas such as climbing, waterfront activities, lifeguarding, driving and high ropes. All participant surveys are reviewed by YMCA Management. YMCA Camp Elphinstone receives support and oversight by the YMCA Manager, Enterprise Risk Management. Contact Us We encourage participants/families to share questions or comments concerning risk management at YMCA Camp Elphinstone. Please feel free to speak with a Camp Director/Manager about any aspect of the inherent risks of camping, and about our risk management plan. Lenea Grace Manager YMCA Camp Elphinstone lenea.grace@gv.ymca.ca or 604.886.5152