Parent Handbook

All information noted here is enclosed in Hidden Valley's Parent Handbook, sent to families after they register for camp. The Handbook also includes additional information, as well as forms which need to be completed prior to camper arrival. Please call or email us with any questions.

COMMUNICATION WITH CAMP

MAIL is very important to campers, so please write often! Even a postcard makes a difference in your child's day. We'll require him/her to write you once a week. Pack stamps, please.

Our address is: "Camper"; Cabin Name (once you know it); Hidden Valley Camp, Freedom, Maine 04941. During camp's first week, a letter from us will tell you the cabin name.

FAXES: Dial 207-342-5685 and limit letters to two pages. These will be delivered with regular mail within 24 hours. Outgoing faxes from campers can be arranged, especially to overseas.

E-MAIL/WEBSITE: Outgoing email is unavailable...For incoming messages (no photos or attachments please) address is summer@hiddenvalleycamp.com with camper name in subject line, delivered with regular mail within 24 hours... Also please note that our virtual correspondent, Justin, provides daily News Reports From Hidden Valley

CARE PACKAGES should contain only non-edibles like books, games, puzzles etc. Please inform relatives and friends of our non-junk food policy, and tell them not to send candy, gum, etc.! And please work together to limit care packages to two per camper per month. (Many of our campers receive no packages due to a range of family circumstances; over-indulgence on your part contributes to cabin tension, jealousy, etc.)

OUTGOING CALLS: With almost 400 people in residence here, we obviously need to limit phone use. Campers may call home once during the month to say hello. Additionally, we can easily bring you together for birthdays, other needs, etc.

• We ask that you limit calls to one per session. Of course, should any circumstances require that additional conversations are required, we can make these arrangements. If you have a particular concern about your child's progress or want to "check in" with Meg or Peter, call us at 207-342-5177. If we are involved in camper activities or meeting with staff, leave a message and we'll call back shortly.
• If you have potentially upsetting news to discuss with your child, please tell us first so that we can provide support after the phone call. This approach is also helpful should upsetting news be included in a letter.

IN GENERAL MAIL AND EMAIL ARE BEST: To best facilitate your child's camp adjustment, we suggest writing often. Former campers tell us that mail "lasts longer" than calls, as letters can be carried around camp and re-read in the cabin. Phone calls - while providing parents with immediate contact - disrupt campers from friends and active routines.

PACKING FOR CAMP

A suggested packing list can be found here

SHIPPING... It's best if luggage accompanies children by car, bus, or plane...

Options to Maine: USPO, Fedex and UPS are options as is "Camp Trucking" which covers only some dates and some areas. Details at www.camptrucking.com

To home: If you use a shipper, you must make all pickup arrangements and payments ahead of time.

STORAGE...

• We will store musical instruments in our office.
• Camp is not responsible for lost items.

TRANSPORTATION PLANNING

PLANE TRAVEL: Please call or email to discuss... Please be informed about airline policies regarding unaccompanied minors and overweight luggage... Our counselors will meet children at the gate at the airports... We keep return tickets in safe-keeping.

FLIGHT INFORMATION

• We expect to receive your blue transportation form by March 1st. Thank you!
• Please send us a detailed itinerary so that we have full information for children’s flights both to and from camp.
• Some arrivals and departures can be coordinated with other families. Please call to discuss.

TIMING OF FLIGHTS and CHOOSING A DESTINATION:

• Flight arrival at Portland Jetport is best if timed between 10 a.m. and 2 p.m. on the first day of camp.
• Flight departure from the Portland Jetport is best if timed between 9 a.m. and 1p.m. on the last day of camp
• West Coast families: We suggest you arrive in Portland only (not Boston) on Friday evening. Please arrange to have your camper arrive in Portland by 9 p.m.
• Boston: Note that we will pick up and drop off a small number of campers at Boston’s Logan airport, if absolutely necessary.
  ~Please arrive at Logan by 2 p.m. on the first day of camp to allow for the subsequent 4-hour ride to camp.
  ~Trip home: Departure must be after 3p.m. to allow for travel from Maine and check-in.
  

Airport Transfer Info

If you schedule as we request, then no transfer fees charged.

If you reserve as follows, extra transfer charges will apply:

Portland flights at times/days other than noted: $75.00

Boston flights at times/days other than noted: $150.00

Airport Pickup

Portland'sJetport accommodates all aircrafts, but is small enough that we can easily meet all flights. Our counselor groups spend the day at the airport greeting campers at the gates; we can obtain gate passes. We pick up luggage, offer snacks to all, and then travel to camp in large touring busses or our modern vans. Meanwhile, back at Hidden Valley. .. Our office staff will call you at home as soon as we hear from the airport that campers have disembarked (about 30 minutes after landing.)

DRIVING CHILDREN TO CAMP: Directions are noted on the hard copy of the HVC Parent Handbook. Please plan to arrive between 9:30 a.m. and 11:30 a.m.

Good-byes may be difficult for all, so we suggest that during the late morning you have a tour of camp with your child and his/her counselor, meet the llamas, enjoy a picnic lunch with us (served from 12:30 to 1:30), and then allow your child to spend the afternoon getting acquainted and playing games with campers and staff while we await the arrival of camp buses.

Car pickup at the end of the session is Thursday morning between 8:00 and 10:00 a.m. Please arrive on time as children are waiting to join you and hopeful about their next adventure.

Regarding Wednesday...Parent classes (ropes, crafts, etc.) are offered on Wednesday; details sent via snail mail in the spring...

• Departure Weds. night is discouraged as we hope that cabin groups can spend a last night together.

BUS TRAVEL: Look for a reminder a few days prior to your camper's departure and/or arrival...

• Please pack a lunch, snacks, books or games. We'll make stops to purchase beverages for all...
• Chaperones (from among the camp staff) will spend time with each child and introduce campers to one another...
• Luggage goes on buses with campers.

VISITING YOUR CHILD

In General: We welcome youand have no special visiting day, rather suggesting a visit on a"typical day" midway through when you can meet your camper's friendsand staff, take a tour, join us for lunch if you like, or go out withyour child for a meal or to a nearby park for some private time... ~ Please notify us in advance... ~About 1/3 to 1/2 of families are able to visit Maine.

Visitation Policies: Families must leave HVC by 7PM to allow a smooth transition to bedtime... ~Overnight stays will be disruptive to a child's readjustment to camp, according to camp parents... ~ Please visit for 1 day only, this will support the independent routines established by campers... ~We have firm llimits on taking other children out of camp.

Planning your trip; making reservations:
During the summer months, advance reservations at nearby motels or inns are essential. See elsewhere on the website for suggest accommodations and the Kassens' local Vacation Guide

DIET ISSUES

Our kitchen staff puts much effort into providing appealing meals to your child. The menu is full of variety, but please encourage "picky eaters" to try new foods!

• We accommodate most special or allergy sensitive diets, so please let us know your child's needs. We may ask you to ship some specialty itmes to HVC or reimburse the camp for items purchased here....
• Alternatives are available for those campers who are vegetarians prior to arrival here with written parental permission...
• Overall, we carefully monitor each child's eating habits, and are committed to serving balanced, delicious meals.

CAMP HEALTH ISSUES

MEDICAL FORMS: Regulations and common sense require that you return, by May 1st, the green health form completed by a physician during the calendar year, based on a recent exam (24 months,) and signed by a parent...

• Make an appointment for a physical ASAP.

MEDICATION must be kept in our Health Lodge...

• Prescriptions/vitamins must be pre-packaged as outlined by Camp Meds, please visit www.campmeds.com for details. To support our nursing staff, this system must be employed
• Inhalers & Epi-pens can be kept by campers but parents must sign a release. Please contact us..
• Over-the-counter: Do not pack as our Health lodge is fully stocked.

PREVENTION AT CAMP: To best care for your child and other members of the camp community, we must have full information about campers' histories of communicable diseases, inoculations, medical conditions, recent accidents, illnesses, etc. Please take time to inform us about all relevant situations right up until the first day of camp.

COMMUNICATION WITH PARENTS: In the rare instance of injury or an illness requiring an overnight at the health lodge, nurses or Meg will contact you. We can arrange conversations with campers and camp pediatricians as needed.

MEDICAL PAYMENTS: On your child's green medical form, please provided full insurance information to cover summer medical expenses. You are also responsible for payments related to pre-existing conditions (asthma, allergies, orthodontics, orthopedics, etc.)

CLASS CHOICES

Class choices take place during the first day of camp in small groups and with the supervision of Program Directors. If your child has his or her heart set on an activity - or if you have any preferences this winter - we can pre-sign campers for one or two classes before arrival. Please contact us.

BIRTHDAYS

Birthdays are celebrated with balloons, singing, and a cabin party with cake and ice cream. Please send a gift and perhaps something for the cabin group. We'll arrange for a phone call, of course.

LEAVING CAMP WITH OTHER FAMILIES

Written permission is necessary to leave camp with anyone other than a parent or legal guardian. (For example: going out to dinner with grandparents.) So, to avoid disappointment, please anticipate such visits, and send or fax notes to us in advance. Thank you!

• If taking out other campers, only relatives or "pre-existing" friends from home please. And only 1 camper other than your child. This will help us limit disruptions to cabin life.

TOBACCO, ALCOHOL & DRUG POLICIES

While it is inconceivable that campers would bring these items to camp, this policy reminder is a word to the wise. Possession of alcohol or drugs at HVC will result in staff or campers involved in any incident leaving camp immediately.

• Hidden Valley also has a no-smoking policy for everyone at camp, including visitors. Campers in possession of tobacco will be sent home. Live-in staff are required to leave camp in order to smoke on off-time only.

TIPPING

SPENDING MONEY & SUPPLIES

We do not charge for incidental or program expenses. Free of charge, we provide standard items such as an HV t-shirt, trip fees, post-camp DVD, etc. Additionally, campers can obtain stamps, shampoo, stationary, souveneirs, etc. at our camp store, (no extra charge to families) up to a $35 limit that we monitor. (No refunds if children do not use this option) And we will give children cash for camp trips, so there is no need for campers to have any cash in camp.

PLANETMEG.COM

Features loads of fun HVC items. None of these items is a necessity, though a water bottle and "crazy creek" do come in handy. One HVC t-shirt is given to each camper during the summer season.

PROBLEMS AT CAMP 

Can be avoided if we work together in advance. We know that camp is a special experience for your family and we will work very hard to do the best possible for your child. So please inform us prior to the summer if you have any concerns about your child's adjustment to camp.