Dear Attendees,
Welcome to Camp Birch Trails
Thank you for choosing to attend the Volunteer Retreat Weekend at Camp Birch Trails! Attendees will explore nature, learn new skills, earn certifications, and have fun in a relaxed environment. Camp Birch Trails has so much to offer—woods, water adventures, and everything in-between. Be sure you are ready by reading this confirmation packet.
Check-in: August 8 6:00 PM Check-out: August 10
AM (with a possible extension causing you to leave at noon)
See you at camp!
Sandra “Mystery” Weber Camp Director, Camp Birch Trails
Pre-Retreat Checklist
CampDoc.com—GSNWGL is again partnering with CampDoc.com to serve our attendees and staff better this summer. CampDoc.com is our electronic health record system. CampDoc profiles must be 100% complete three weeks before the camp session begins. Attendees will not be able to attend without their CampDocs profile fully completed. These documents are called your Health Profile from here forward. Provide all necessary items on the packing list.
Label all medications and pack them in original containers. Meals are provided.
What to Wear/Bring
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
• Ensure you eat before arriving. A light snack will be provided at the evening meeting.
• Arrive by 6:00 PM to complete check-in. Earliest check-in begins at 5:45 PM.
• Attendees will get a binder when arriving. You can drive to the living area to drop off luggage.
• All vehicles must be parked in the parking lot for the duration of the weekend.
• Gather in the dining hall at 6:30 PM PM for a welcome and instructions.
Attendance
Check-out
• Camp departure is Sunday at 9:00 AM. There are a few activities that go till noon, but everything must be packed up and out of housing before then.
• 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 Friday night at check-in and Saturday during Rest Hour.
• Vehicles can be driven to the living areas to pick up all luggage.
If you are unable to attend camp, please inform the staff as soon as possible. If you arrive late, please have them checkin at the dining hall upon arrival. If leaving early, please let us know.
Adults Attending Camp
For the safety and security of all attendees at our camp weekends, troop days, Outdoor Extravaganza, and Volunteer Retreat Weekend 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.
CampDoc | Health Profile
Attendees can complete their 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 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. 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 your 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 information will be saved 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 health profile. CampDocs must be completed three weeks before your session. Attendees must complete CampDocs Health Profiles 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 you at camp: recent illnesses, injuries, allergies, etc. Omitting items will keep us from giving the best care while at camp.
If you have special health needs, please contact the camp director at least two weeks before your camp program. This will help us ensure you have a great experience and allow us to serve you 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. Please note all medications you are bringing to camp.
• Keep medications in the original containers, including inhalers, epi-pens, vitamins, etc., which identify them as your medication, the instructions for dispensing, etc. Put all medications in a zip-lock bag with your name.
• Medication labels must match health profiles and must be current.
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
Any attendee experiencing symptoms or illness that could potentially be contagious must stay home. Any attendee who begins presenting symptoms at camp must go home. It is the attendee’s responsibility to ensure they are healthy before check-in. Failure to do so will result in staff sending attendee home and losing camp fees.
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 attendees 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.
Life at Camp
Camp Staff and Volunteers
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 and Volunteers 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.
We will have a campfire Saturday night and would love people to participate by sharing a talent, song, or skit!
Friday Evening
Arrive by 6:00 PM
Activity 1—6:30 PM
Saturday Breakfast—8:00 AM
Session 2—9:00 AM
Session 3—10:15 AM
Lunch—12:30 PM
Rest Hour/Shop—1:30 PM
Waterfront—2:45 PM
Session 4—4:00 PM
Dinner—6:00 PM
Campfire—7:30 PM
Housing
Sunday Breakfast—8:00 AM
Evaluations—8:45 AM
Packing, Clean-up, Heading Home— 9:00 AM
Session 5—9:00AM
Attendees 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 the housing survey. If you require special accommodation because of a medical need, please contact camp staff at least two weeks before arrival.
Meals
Meals are provided for Volunteer Retreat Weekend participants. Gluten-free, vegetarian, vegan, and dairy-free food will be provided for attendees who require that diet. Attendees needing an alternative food option will need to go into the kitchen during the meals for items they need. Should you have other food needs besides gluten-free, dairy-free, vegetarian, or vegan, email Karissa Hill at khill@gsnwgl.org regarding dietary needs. Dietary needs must be discussed before you arrive at camp. You are welcome to provide your own 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.
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
Medications in the original container within a zip-lock with their name on it.
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
Equipment
Sleeping bag or blankets
Pillow with pillowcase
Flashlight (new batteries)
Water bottle
Backpack
Clothing
Raincoat or poncho
Jacket or sweatshirt
Swimsuit
Pajamas
Tennis shoes & water shoes
T-shirts
Optional Items
Quiet games or books
Disposable camera
Hat or bandana
Sunglasses
Shorts
Long-sleeved shirts
Jeans or long pants
Underwear
Socks
DO NOT BRING
Personal sports equipment (unless pre-approved)
Pets
Weapons, tobacco, or alcohol
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
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, attendees 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. Attendees should not bring personal equipment to camp without the prior approval of the camp director. Attendees cannot bring curling irons, straighteners, hairdryers, radios, portable DVD players, iPods, iPads, tablets, games, animals or pets, weapons.
CAMP BIRCH TRAILS
W5860 Olivotti Lake Road, Irma, WI 54442
From the North:
• Follow Hwy 51 (south) to County Highway J past Irma.
• Turn right (west) onto County Highway 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.