Camp Information Packet - Camp Birch Trails - Outdoor Extravaganza

Dear Parents, Guardians, and Troop Leaders,

Thank you for choosing Girl Scout Camp! At Camp Birch, campers will explore nature, learn new skills, gain independence, and have fun in a safe, girl-led environment.

Camp Birch Trails has so much to offer woods, water adventures, and everything in-between. Be sure campers are ready (and you are, too) by reading this confirmation packet.

See you at camp!

Lisa “Puck” Freeman Camp Director, Camp Birch Trails

Please visit gsnwgl.org/camp for more information.

□ The final payment is due three weeks before the camp session begins. Please mail to: GSNWGL 4693 N Lynndale Drive, Appleton, WI 54913 or call Customer Care at 888.747.6945.

□ CampDoc.com GSNWGL is again partnering with CampDoc.com to serve our campers and staff better this summer. CampDoc.com is our electronic health record system and replaces our Camper Confidentiality Form and Camper Release Form. CampDoc profiles must be 100% complete three weeks before the camp session begins. Campers will not be able to attend without their CampDocs profile fully completed. These documents are called your campers' Health Profile from here forward

□ Provide all necessary items on the packing list.

□ Label all medications and pack them in original containers (your camper must give these to the troop leader or adult in charge upon arrival at camp). Medications will be secured in a lock box while at camp.

□ Trading post funds are kept with troop leaders or adults

□ Meals are provided.

What to Wear/Bring Parent Checklist

□ Clothes that are appropriate for the day’s weather and activities (clothing may get dirty or stained)

□ Socks and closed-toed shoes (no sandals, flip-flops, or jellies)

□ Sweatshirt, jacket, or raincoat (if needed)

□ Backpack with a water bottle, non-aerosol insect repellent, sunscreen, lip balm

Arrival/Departure

Arrival

• The camper’s parents or guardians provide arrival and departure from camp

• Ensure your camper eats before arriving. A light snack will be provided at the evening meeting.

• Arrive by 6:00 PM to complete check-in, including health screening and medication drop-off

• Leaders will get a map and schedule. They can drive to the living area to drop off campers and bags.

• All vehicles must be parked in the parking lot for the duration of the weekend.

• Gather in the dining hall at 7:00 PM for a welcome and instructions.

Parent/guardian pick-ups & Camper check-out

• Camp departure is Sunday at 9:00 AM.

• Groups must clean their space after their overnight stay before they leave (sanitizing beds and high-touch areas, sweeping floors, emptying garbage, cleaning bathrooms, etc.).

• Please complete the camp evaluation before departure.

• The Trading Post will be open during this check-out period.

• Vehicles can be driven to the living areas to pick up all campers and luggage.

Attendance

If your camper is not attending camp, please inform the staff as soon as possible. If your camper arrives late, please have them check-in at the admin building upon arrival. If picking up early, please coordinate with your troop leader.

Adults Attending Camp

For the safety and security of all attendees at our camp weekends, troop days, and Outdoor Extravaganza, all adults must be registered Girl Scout members and complete a background check.

Health & Wellness

While we take every precaution at camp, illnesses and injuries can occur. All staff members are trained, at a minimum, in basic First Aid/CPR, but many staff also have higher-level and lifeguard certifications. All trip leaders are certified in all mentioned, plus Wilderness First Aid. Our health director is responsible for the well-being of everyone at camp. All visits to the health supervisor are documented parents and guardians will be notified of incidents beyond basic cuts and scrapes.

CampDoc | Health Profile

Parents and guardians can complete their camper’s health profile and submit information electronically. Please submit all camp forms through CampDoc.com. Paper forms are no longer accepted.

The security and privacy of health information are important to us. The CampDoc.com site is secure, encrypted, and password protected. Only GSNWGL camp health staff and directors have access to camper health information.

• After signing up for camp, you will receive an invitation email from CampDoc.com.

• Click on the green “accept invite” link within the email to

• create your CampDoc.com account.

• Enter your full email address and click continue to set your password.

• Log in and select your camper’s name, then click the health profile link to complete the information.

• Required questions will be marked with an * and outlined in red.

• Upload any required documents to your CampDoc.com account.

o If you’re on a mobile device, you can take a picture to upload the document.

• Return to CampDoc.com anytime to change or update the camper’s health information before camp begins. CampDoc.com sends out reminder emails for incomplete health information. These notifications will come from CampDoc.com. Add this to your safe sender list to avoid vital information going to your spam folder. Please note that CampDoc.com supports the current and previous releases of Chrome, Firefox, Microsoft Edge, and Safari, which provide improved security and performance for sensitive information. Good news—your camper’s information will save from year-to-year, so once you complete it on CampDoc.com, you won’t have to start from scratch next year.

It should take approximately 20 to 30 minutes to complete the forms online. You can input immunization records and insurance cards into your camper ’s health profile. CampDocs must be completed three weeks before your camper’s session Parents must complete CampDocs Health Profiles for campers to participate in camp. Failure to do so entirely will cancel your camp registration, and you will forfeit all camp fees. Report everything that may affect your camper at camp: recent illnesses, injuries, allergies, etc. Omitting items will keep us from giving the best care while at camp.

If your child has special health needs, please contact the camp director at least two weeks before their camp program. This will help us ensure your camper has a great experience and allow us to serve your child better.

Medication

By law, the adult in charge of your group must collect all medications (prescription, over-the-counter, homeopathic, topical ointments, and vitamins) upon check-in The health supervisor may only dispense medications listed on the health profile, so please note all medications your camper brings to camp.

• Keep medications in the original containers , including inhalers, epi-pens, vitamins, etc., which identify them as your camper’s medication, the instructions for dispensing, etc. Put all medications in a zip -lock bag with your camper’s name. Medications that are not in their original containers will NOT be dispensed.

• Medication labels must match health profiles and must be current. Expired medications will not be accepted.

• Campers may not keep medications in their possession. The health supervisor will keep medications, vitamins, ointments, etc., in the health center. These will be sent with counselors if your camper is on a trip.

• Inhalers, bee sting kits, and other necessary items will be kept with campers/staff as determined by the health supervisor and as noted on the health profile.

• If your child has specific health needs (injections, specialized equipment, dietary concerns), please contact the camp director before your camper ’s session so our staff can prepare to meet their needs.

The health supervisor will ensure that your camper receives their medication. Emergency medications, like those required for allergies, are kept close at hand by the counselors if needed.

NOTE: Even if your camper is not taking prescribed medication at camp, you MUST inform staff of their condition.

Illness, Communicable Disease, Lice

We continue to follow the guidance of the CDC, American Academy of Pediatrics, American Camp Association, and local health experts in managing Girl Scout Camp most safely. Help us provide a safe and healthy experience for campers, staff, and families by mitigating risk before arriving at camp, limiting the chance of exposure to communicable diseases whenever possible.

Pre-screening

With your partnership, we can keep campers, staff, and families safe and healthy this summer. Girl Scout Camp is an inclusive space open to youth from all backgrounds and abilities. To ensure camp remains a healthy space for all, caregivers must thoroughly screen campers for symptoms or signs of illness or lice before arriving at camp. We will continue to screen all campers and staff members for communicable diseases upon arrival to camp and at times throughout their stay. Participants with any signs or symptoms must be picked up by a parent/guardian

Camp Birch Trails has a no-nit policy. We will not allow anyone with lice or nits to remain at camp. If head lice have been detected, the camper will be sent home, and they cannot return until 24 hours after treatment is complete. We will expect the parent/guardian to pick up the camper as soon as possible.

Any camper experiencing symptoms or illness that could potentially be contagious must stay home. GSNWGL will work with families to find another camp session or offer a refund. Any camper who begins presenting symptoms at camp must go home. It is the caregiver’s responsibility to ensure campers are healthy before drop-off. Failure to do so will result in staff sending campers home and losing camp fees.

Everyone is screened upon arrival; any child with lice or communicable disease must leave camp.

I can’t go to camp if:

• I have a fever | a temperature of 100.2 or higher

• I have been vomiting | within the last 24 hours

• I have a runny nose | with yellow/green discharge

• I have a persistent cough / croup-like cough

• I have had diarrhea | within the last 24 hours

• I have a rash | Impetigo, ringworm, or any rash with itching or fever

• I have head lice | itchy head, active head lice, or nits

• I have an eye infection | redness, itchiness, or “crusty” drainage from eye(s)

• I have a communicable disease | flu, measles, MRSA, COVID-19, etc.

I’m ready for camp when I am:

• Fever-free | for 24 hours without the use of fever-reducing medication

• Free from vomiting | for at least 24 hours and have had at least two solid meals

• On required antibiotics | for at least 24 hours and cleared by my doctor with a note specifying my continued symptoms are not contagious

• Free from diarrhea | for at least 24 hours

• Free from rash, itching, and open sores | I have been evaluated by a doctor if needed

• Free from lice and nits | treated with lice treatment at home and proof that I no longer have lice or nits.

• Evaluated by a doctor, begun appropriate medication, or have a doctor’s note stating I may return to camp.

• No longer contagious, and the incubation period for any communicable disease has passed.

Vaccinations

Girl Scouts of the Northwestern Great Lakes requires campers to comply with the recommended childhood immunization schedule published annually by the American Academy of Pediatrics (AAP), the Advisory Committee on Immunization Practices of the Centers for Disease Control and Prevention (CDC), and the American Academy of Family Physicians before attending their camp session.

GSNWGL supports medical exemptions to specific immunizations for each camper (e.g., congenital conditions, compromised immune systems, or taking specific medications) when accompanied by a physician ’s note. Nonmedical exemptions to required immunizations are not accepted. Girl Scout health and safety are always first and foremost. Immunization requirements for participation provide a safe environment for all.

After Camp

Campers should be monitored for any signs or symptoms of a communicable disease after they return home from camp. If a camper tests positive within eight days of returning home, please contact GSNWGL immediately so we can take appropriate measures.

Behavior

Camp staff will help campers adjust to camp life. Campers are expected to follow the Girl Scout Promise and Girl Scout Law while at camp. Council policy states that campers and adults may not use weapons, alcohol, unprescribed drugs, or tobacco products, including e-cigarettes and vaporizers, etc., at Girl Scout functions or on Girl Scout property.

Every effort will be made to correct the issue and ensure a positive camping experience for all if a situation arises. Camp Birch Trails reserves the right to send home anyone who consistently exhibits inappropriate behavior, endangers the camp community, or acts unacceptably towards others. This is at the expense of the parent/guardian; we will not grant a refund of session fees.

Occasionally at camp, campers may share private, salacious, or sensitive information with their peers that may be potentially upsetting to other campers. We encourage you to speak with your camper about conversations and interactions with peers before they arrive and what is appropriate or inappropriate to share with others while at camp. Please encourage your camper to report any upsetting conversations or topics to their counselor or other staff members while they are at camp. Counselors will work with campers to understand appropriate boundaries and coach campers to resolve these issues.

The following are the expectations of all campers:

• Respect and cooperate with campers and counselors in your unit and throughout camp. Try to get to know campers in your unit and find ways to include everyone.

• Tell a counselor about any problems at camp. It’s okay to tell if you (or someone you care about) are having trouble getting along with another camper, are frightened, don’t feel well, or miss your family.

• Disagreements at camp will be settled by talking through the problem. Adults at camp will help campers discuss their differences and find solutions.

• Offensive or abusive language is not permitted. Harassment and teasing will not be tolerated.

• Pets and animals cannot be on the camp property.

• Theft, physical threats, physical violence, aggressive behavior, destructive behavior, or threats of destructive behavior will be taken seriously and not tolerated at camp, on field trips, and outside of camp.

• Self-destructive or abusive threats or actions will be taken seriously.

• Campers are not allowed to drive a vehicle to camp.

• Campers will sign a Camper Code of Conduct Agreement upon arrival to camp to ensure the safety and well-being of every camper is at the forefront of their experience.

• GSNWGL/Camp Birch Trails reserves the right to search any camper’s property should the need arise.

Homesickness

It is natural for children to experience homesickness while away from home and their routines. Talk to your camper about things that will be different. Prepare campers to expect to compromise with other campers, help with clean-up, and share the counselor’s attention. Talk about all the great things that will happen at camp: making new friends, learning new skills, and having fun. Do not make promises that they can go home whenever they want. DO NOT send along a personal cell phone or smartwatch.

Please encourage your camper to have the confidence to enjoy the experiences at camp and have the courage to be open to new friends and activities. Most importantly, talk to them about how excited you are for them to go to Girl Scout camp and all the fun they will have. Do not tell them how sad you will be without them and how much you will miss them. While this is okay to do in a small amount, it only makes them think about how sad you are without them and that they might miss out on something at home, making them more homesick.

The following are researched suggestions from camping professionals at the American Camp Association:

Before Camp:

• Kids are more likely to have a positive experience if you prepare for camp together.

• Pack their favorite stuffed animal.

• Practice nights away from home before coming to camp.

• Do not tell your child you will ‘rescue’ them from camp. Don’t bribe the reward will be self-confidence and independence. Don’t tell your camper they can call you or that you will call them. These promises only increase homesickness since that becomes all a homesick child can think about.

• Acknowledge you will miss them but reinforce that you know they will have fun and be safe at camp.

• Ask your child if they think they will get homesick.

• Acknowledge their feelings regarding camp before they leave.

• Let them know things at home will be taken care of pets will be fed, etc. It’s tough for kids to feel worried or guilty for being away from home.

During camp:

• Avoid the temptation to pick up your child early.

• Don’t feel guilty about encouraging your child to stay at camp.

• Trust your instincts; most homesick incidents will pass.

Life at Camp

Every camper who channels their wild side at camp will get to shoot archery, learn team-building skills, play field games, learn about nature, make art, and cook over the fire how they do each is up to them and their fellow campers!

Camp Staff

Camp Birch Trails is proud to have staff from Wisconsin, Michigan, and worldwide! Bringing together people of different backgrounds allows our staff and campers to learn and experience new things. The staff undergoes thorough training to learn how to work with our campers. They learn games and songs, teambuilding activities, conflict management, age- level development, how to help with homesickness, and much more.

Activities

We will be offering a variety of activities for troops while at Camp Birch Trails. Camp Staff will lead activities in archery, nature, boating (canoeing or kayaking), team building, field games, and arts and crafts. These activities introduce the different things campers can do while at camp and ensure your group is having a great time! We will have a brief meeting on Friday night once all groups are at camp to go over expectations for the weekend and discuss the schedule and any other needs that groups might have. Activities will begin, and the weekend will go by quite quickly. Leaders and parents are responsible for their campers between activities and other scheduled times. Camp staff is always willing to help where needed. Be sure that campers are prepared for activities they are doing during the day – going to and from your living areas takes away from activity time that cannot be made up if you are late.

We will have a campfire Saturday night and would love troops to participate by sharing a talent, song, or skit! Each unit has a fire scar and firewood, and troops are welcome to use them for fires. Free time is generally before or after meals; this is a great time to work on badges or relax.

Housing

Troops will be housed in cabins, yurts, or the lodge. Yurts have a wooden floor and canvas sides. They are in a unit with pit toilets and a washstand. Cabins and yurts have four bunk beds and typically sleep eight. Cabins have wood floors and roofs, and screened sides. The lodge, cabins, and yurts are all equipped with electricity.

Housing is assigned at check-in. Placements are based on camper age, group size, and medical needs. If you require special accommodations because of a medical need, please contact camp staff at least two weeks before arrival.

Meals

Meals are provided for Outdoor Extravaganza participants. Gluten-free, vegetarian, vegan, and dairy-free food will be provided for campers who require that diet. Campers needing an alternative food option will need to go into the kitchen during the meals for items they need. Should your camper have other food needs besides gluten-free, dairyfree, vegetarian, or vegan, email the camp director at lfreeman@gsnwgl.org regarding dietary needs. Dietary needs must be discussed before you camper arrives at camp. Parents and caregivers are welcome to provide their camper’s food for the weekend if needed for special dietary restrictions.

Bathroom Facilities

Camp Birch Trails has two bathroom facilities equipped with showers, electricity, hot running water, and flush toilets available for men and women All living areas have outhouses. Groups living in the lodge for the weekend are the only ones allowed to use those facilities.

Telephone

Camp Birch Trails has a phone line for business purposes only. Campers are not allowed to make or receive calls at camp. Please do not send a cell phone or smartwatch with call/text capabilities to camp, as we want to focus on creating a healthy team environment. Cell phones distract from this process and create homesickness problems for the entire group. We will hold personal phones in the office until the end of camp.

Trading Post

Want to take your camp love home with you? Our trading posts are filled with toys, cuddly buddies, cozy shirts, tie -dye swags, jewelry, goodies, and more! Don’t forget to get a limited-edition camp t-shirt, sweatshirt, or patch to remember your time at camp! The trading post is stocked with the latest in summer fun, so send your camper with a few extra dollars in their pocket to spend at the trading post.

Trading post funds are purchased on MyGS, or campers may bring cash at check-in After your camper’s time at camp, unused trading post balances over $5.00 will be refunded in cash and sent home. Unused trading post funds under $5.00 will be donated to the Camp Financial Assistance Fund. Fall Bucks and Cookie Dough can be used at the trading post campers must bring their Cookie Dough and Fall Bucks information to redeem it. Online Cookie Dough and Fall Bucks CAN NOT be used at the Trading Post.

Laundry Facilities

We do not have laundry facilities for camper use. Please indicate on your camper’s health profile if they are a bed-wetter (not unusual and nothing to worry about). Campers should talk with their counselor if they have an accident. Staff will take care of laundering bedding and clothing and return them as discreetly as possible.

Change, Cancellation, and Refund Policy

6+ weeks in advance full refund, less camp deposit; deposit may be transferred to a different session. 3-6 weeks in advance 50% refund.

Refunds are not issued for cancellations within three weeks of your camp session. Exceptions for extenuating circumstances, providing documentation of family emergency or health condition, may be considered. Refunds will not be made if a participant is sent home due to homesickness, misconduct, or parent request. If a participant is sent home, a parent or guardian handles and pays for transportation.

Packing List

Please label all items with your camper’s first and last name.

Required items at check-in—to be handed to the troop leader

□ Medications in the original container within a zip-lock with their name on it.

□ Money for trading post, if not mailed beforehand (optional).

o Please place money in an envelope with the amount and your camper’ s name.

Clothing

□ Raincoat or poncho

□ Jacket or sweatshirt

□ Swimsuit

□ Pajamas

□ Tennis shoes & water shoes

□ T-shirts

□ Shorts

□ Long-sleeved shirts

□ Jeans or long pants

□ Underwear

□ Socks

DO NOT BRING

• Food, snacks, drinks

Personal Items

□ Towel & washcloth

□ Soap or body wash

□ Shampoo & conditioner

□ Toothbrush & toothpaste

□ Deodorant

□ Sunscreen & lip balm

□ Non-aerosol insect repellant

□ Comb or brush

□ Tissues

□ Hair ties or headbands

□ Hand sanitizer

□ Other personal toiletries

• Phones, smart watches, radios, electronic devices, electronic games, appliances

• Personal sports equipment (unless pre-approved)

• Makeup, dangle/hoop earrings

• Pets

• Weapons, tobacco, or alcohol

Equipment

□ Sleeping bag or blankets

□ Pillow with pillowcase

□ Flashlight (new batteries)

□ Water bottle

□ Backpack

Optional Items

□ Quiet games or books

□ Disposable camera

□ Hat or bandana

□ Sunglasses

□ Troop activities for down time

Council policy states that campers and adults may not use weapons, alcoholic beverages, non-prescribed drugs, or tobacco products (including e-cigarettes and vaporizers) at Girl Scout functions or on Girl Scout property.

Packing Tips for Campers

Pack clothing/equipment into one duffel bag, tote, backpack, or old suitcase your camper can carry. Campers should help pack their gear to know what they bring to camp. Put the camper’s name on all of their clothing and personal items. Use nametags or a laundry marker. If you bring a laundry bag for dirty clothes, please label that bag.

The packing checklist is for your convenience. Avoid unnecessary purchases. If you can substitute something on the list with an item you already have, feel free to do so. Remember, campers will be outdoors most of the time and need clothing suitable for warm days and cool mornings/evenings and rain. Leave anything of value at home. We cannot be responsible for missing articles or items ruined at camp.

Lost or Damaged Items

GSNWGL is not responsible for the loss or damage to a camper’ s personal belongings. Campers should not bring personal equipment to camp without the prior approval of the camp director. Campers cannot bring curling irons, straighteners, hairdryers, radios, portable DVD players, iPods, iPads, tablets, cell phones, smart watches, fit-bits, video games, animals or pets, weapons, or vehicles.

Label all items brought to camp with the camper’ s first and last name. Lost and found items will be donated to charity at the end of the camp season. Lost and found is in the dining hall and will be brought to admin during check-out for parents to retrieve lost items. Please be sure to check there before you leave camp.

Frequently Asked Questions

DoIreallyneedtopacktwopairsofshoes?Andwhycan’ttheywearflip-flopsaroundcamp?

When outside, campers can get wet and messy. Sudden downpours happen at camp and can leave a pair of shoes wet, soggy, and smelly. It’s best to plan by packing an extra pair. Flip-flops are not sturdy enough for the activities at camp. Campers will be running, jumping, and having fun at camp. Flip-flops are not allowed at camp to ensure camper’s feet are well taken care of . Flip-flops can be worn to and from the shower house and while showering. Activities like archery, field games, and teambuilding require closed-toed shoes make sure all campers and adults participating plan for this.

Willtherebecoffee?

Of course! We try to make sure troop leaders and adults are up and running in the morning by providing coffee. If you are up before the kitchen staff, we ask that you plug in the coffee pot and start brewing. Otherwise, our kitchen staff will let you know when it’s ready. If we run out of coffee in the pot, have no fear We will brew more! However, please have patience if this is during meal service. We will make more after we’ve finished serving the hot food.

Isthereanydowntime(freetime)atcamp?

Troops will have free time in the afternoon. This is a great time to work on a badge or project together.

Canwebringsnacks?

Troops can bring snacks, but they must be stored in the dining hall for critter control. We do have various snacks. If the campers or adults get hungry, please let a camp staff person know, and they can assist you.

Whydoweneedsomanyadultswithus?Girl Scouts must follow the ratios provided by GSUSA to ensure that campers are safe. Leaders and adults are responsible for campers at night and during their free time. Camp staff will help provide the scheduled activities and mealtime. Leaders are responsible for the behavior of campers while at camp. If needed, camp staff will make sure everything goes smoothly for everyone.

Whathappensifwegetrainorstorms?

At Camp Birch Trails, we are excellent at providing spur-of-the-moment activities and games for kids if we need to move inside. If an activity is canceled due to inclement weather, we will do our best to do something like what you had planned or something the campers would like to do instead. Camp staff is flexible, and troops will also need to be in this case.

Whataretheexpectationsfortroopleadersandparentsfortheweekend?

Our goal is to provide a fun and exciting weekend for your group. Troop leaders and parents attending with their campers are responsible for any time between activities and getting the campers to meals, campfire, and activities on time. Camp staff will follow the schedule provided for the weekend and will do their best to keep things moving. Activities are only open/available when trained camp staff are there. We will not open activities unless they are scheduled. Please make sure your group respects quiet time at night. Our weekend schedules are full of activities, and everyone needs their sleep to prepare for fun camp days! Occasionally our schedule may change due to circumstances outside of our control. Please ensure your group is on time and prepared for the start of activities Before groups leave on Saturday or Sunday, living areas must be cleaned swept, mopped, beds wiped down, garbage removed, and any litter picked up and thrown away. Every Girl Scout leaves camp better than they found it!

Camp Birch Trails

W5860 Olivotti Lake Road – Irma, WI 54442

From the North:

• Follow Hwy 51 (south) to Cty Hwy J past Irma.

• Turn right (west) onto Cty Hwy J and continue for 1.3 miles to Pier St./CTY JJ

• Turn left (south) on Pier St./CTY JJ (the street sign is on the right on the corner of the dirt road) and continue for 3.9 miles to Olivotti Lake Rd.

• Turn right (west) onto Olivotti Lake Rd. The front gate to Camp Birch Trails is at the end of the road.

From the South:

• Follow Hwy 51 (north) to Lincoln Dr.

• Turn left (west) onto Lincoln Dr. and continue for 1/2 mile to the stop sign (Pier St./CTY JJ).

• Turn right (north) on Pier S0/CTY JJ and continue for 2-3 miles to Olivotti Lake Rd.

• Turn left (west) on Olivotti Lake Rd. The front gate to Camp Birch Trails is at the end of the road.

Please note: Most GPS units and maps may not get you to the correct side of the highway. If using Google Maps, type ‘Birch Trail Girl Scouts Camp’ to get the correct directions.

There are TWO Camp Birch Trails in the state of Wisconsin. Please be sure you are heading to our camp using the address above.

Camp Birch Trails