Camp Policies

Oxbow firmly believes that every child deserves the opportunity to experience the joy of playing and learning in community at our summer camps. We offer flexible pricing for families and strive to ensure cost is never a barrier to a family’s participation in summer programs. We offer a range of prices, from “community-supported” discounted rates, to “community supporter” rates. We regularly have families that pay camp prices across this spectrum. 

The sliding scale payment system was implemented to ensure that cost isn’t a barrier to experiencing Oxbow programs; it also enables us to provide our programs in a financially sustainable way. Families can choose the rate that best reflects their financial scenario. Income, fluctuating/emergency expenses, and other factors all play into deciding which rate to choose. If families are able, paying a little more can help cover the difference for those who select a lower rate on the sliding scale. In the past, OxEd has offered a sibling discount if two siblings attend the same session, but we have decided to prioritize our sliding scale program going forward. If you are a family who was planning on utilizing the sibling discount code this year, we encourage you to opt-in for a sliding scale option instead.

Read more about our trust-based sliding scale model here.

The amount paid for the programs is kept confidential and all participants receive the same experience, no matter how much is paid. This information is only visible to key administrative staff.  

Below are the price tiers per week, per camper. You will be given the option to donate to cover credit card processing fees so that that your entire contribution goes to Oxbow Farm & Conservation Center. You will find these opt-in credit card fees listed for each price tier in the rightmost column. While these price tiers give some structure to how to consider camp cost, they are not the only options! If you or your family need camp pricing customized to your financial situation, please reach out to us at education@oxbow.org. 

If you choose to cancel or leave a camp session for any reason, please contact us as soon as possible camp@oxbow.org or call the OxEd Camp Cell Phone at 425-419-6068. Our refund policy is as follows: 

Cancellation made 15 or more days prior to the camp session start date: Oxbow will retain $75 per registered camper for administration and processing fees; the remainder will be refunded within 7-14 days of the cancellation. 

Cancellation 14 days or less prior to the camp session starting date through camp start date: Oxbow is unable to offer any refunds or credits. 

After the camp session has begun, if an extreme unforeseen circumstance or hardship causes a camper to miss two or more days of camp, Oxbow will decide on a case by case basis whether to refund the per diem camp fee for missed days of camp. Oxbow is unable to offer refunds for a single or partial missed day. 

Campers are eligible for a full 100% refund for all camp programs if:  

• Oxbow cancels or reschedules any program due to the COVID-19 pandemic.  
• Families are adversely impacted by COVID-19 (job loss, illness or suspected exposure to COVID-19, caring for sick family members, etc.) and have to cancel their registration. 

In the past, we’ve enjoyed spending camp days outside rain and shine, only retreating to the barn in rare instances of lightning. Our indoor spaces are unable to accommodate campers long-term, and with the increased threat of summer wildfire smoke in Western Washington, it is necessary to have an updated plan in place to ensure the safety of our campers and staff. 

SMOKE/AIR QUALITY 

Before and throughout camp sessions, Oxbow Staff will consult the Washington Department of Ecology website for updates on air quality, as well as forecasts from the NOAA & National Weather Service website. If Air Quality Index (AQI) levels at our on-site air quality monitoring station (accessible on the PurpleAir website, station ID: Oxbow Lake) reach 150 or above, or if our specific Snoqualmie Valley site conditions are deemed unsafe for staff and campers by the Director, we will reach out to all families, first via email then via phone call, by 8:00AM to cancel camp for the day. If your child has additional health concerns or sensitivities and must be withheld from camp, please let us know as soon as possible. 

EXTREME HEAT 

Staff will also be closely monitoring the weather forecast for extreme heat that may occur during programming.  We will use the US National Weather Service (NWS) forecast for Carnation, WA to plan ahead, and Oxbow has several thermometers on site, including an alcohol thermometer in the shade in the living playground that we can use to measure real-time conditions and make modifications to programming accordingly. If the forecasted temperature is predicted to be (or reaches) 89 degrees or above, we may make modifications to the program, including taking extra measures to ensure the safety of the campers and participants (reduced activity levels, more frequent water/cooling breaks, more frequent shade/rest breaks), and may shorten or adjust the program schedule.  We will make sure to inform you of any modifications that would impact program schedule or logistics as soon as possible.  Because Oxbow has limited areas with shade or covered spaces with cool airflow, at the Executive Director’s discretion a site-wide closure may be instituted if temperatures reach 92 degrees or above. 

FLOOD 

Due to Oxbow’s location directly on the banks of the Snoqualmie river, we are subject to regular flooding during certain times of the year.  While these events typically occur during the winter, they can occur at any time of the year.  Fortunately, we have plenty of warning before most flood events occur, and regularly monitor the Snoqualmie River gauge station at Carnation via the Snoqualmie Valley Preservation Alliance’s Floodzilla website.  Any levels above 50 feet may cause flooding that impacts the farm or makes roads to and from the farm impassable, and could result in closure of the site to staff and/or the public until the waters recede to safe levels.  If flooding is predicted for your program, we will contact you as soon as possible and inform you of our plans, which may include cancellation and/or adjustment to the program schedule. 

Refunds due to Acts of Nature 

If two or more camp days are cancelled due to smoke, flood, fire, air-quality concerns, or severe weather, we will offer a refund for the total number of cancelled days, at 50% of the per diem rate. These conditions pose a huge threat to outdoor recreation, agriculture, and environmental organizations, and we are grateful for your support and understanding. 

If you choose to cancel or leave a camp session for any reason, please contact us as soon as possible at camp@oxbow.org or call the Camp Cell Phone at 425-419-6068. 

Oxbow is committed to ensuring that all participants and staff are safe from illness while at the Farm.  We will implement policies and procedures to prevent communicable disease transmission based on best practices for youth-serving organizations and recommendations from local health organizations and will communicate any changes as they happen.

Oxbow has and will continue to prioritize policy that minimizes the potential for exposure to Covid-19 and other communicable illnesses for campers and staff, while preserving the integrity and value of the camp experience and activities.  As an outdoor-based day camp, most of our activities are conducted outside, or in well-ventilated spaces, and in areas where social distancing is easy to facilitate.  

If your camper is ill, we ask that you please keep them home from camp, so that they are able to rest and heal, and to prevent the potential for spreading any illness to other campers or staff. Please keep your camper home if they are displaying any of the following signs/symptoms: 

• Fever of 100 degrees F or higher 
• Vomiting more than once 
• Diarrhea 
• New and/or acute respiratory symptoms (congestion, cough, sore throat) that are not caused by environmental or seasonal allergies 
• Pain, dizziness or fatigue that prevents your camper from doing typical daily activities 

Please contact us if you plan to keep your camper home from camp as soon as possible by emailing camp@oxbow.org, or calling our emergency program cell phone at 425-419-6068. Once your camper is symptom-free for 24 hours without the use of fever-reducing medication, they are welcome to return to camp. If your camper misses more than 1 day of camp due to illness, you may be eligible for a refund based on our refund policy. 

If your camper develops any of these signs or symptoms while at camp, we will contact you using the contact information you provided in your registration form, and will ask you to arrange for them to be picked up as soon as possible. We will isolate your camper from the group, and a staff member will stay with them to monitor and support them as needed until they are able to be picked up. 

Our counselors are trained in helping campers make friends, but we will also honor group requests as possible. Here’s how you can help ensure your camper is grouped with one or two of their friends or family members: 

• When making group requests, please ensure that the request is going to be the best fit for your camper. In order to provide developmentally appropriate programming for each camp group, we strongly recommend that requested camper “buddies” be within 1-2 years of age. 
• Other considerations: 
  • Group requests will be honored ONLY if both parties list each other as requests. 
  • Requests must be received at least one week prior to the camp start date 
  • We are unable to guarantee placement/transfer into a preferred camp group for week- or day-of requests. 
  • Please note that we’re unable to guarantee group requests with more than two campers. Our camp is designed to foster an environment that encourages campers to make new friends, while also maintaining relationships with all their other friends at camp.
• Camper grouping requests can be included in the registration under the question that begins: “Is there anything else you would like us to know about your child?” or can be emailed to camp@oxbow.org. 

Photographs and video that represent our educational programs, events, and work help tell the story of Oxbow’s mission and introduce new participants to our programs. We ask for your support by agreeing to the photo waiver within the online registration form, helping us to share our work and mission with more people. 

By agreeing to the photo/video release, you grant permission for Oxbow Farm & Conservation Center to capture still or motion picture images of yourself/your child and/or audio recordings of you/your child’s voice while participating in Oxbow programs or events for use on our website, promotional/marketing or outreach purposes, including but not limited to electronic or print materials, or print or broadcast media.  

At the end of each program session, you will be provided access to an album of photos from the week your child attended, including photos of other campers as well. Please be aware that if you did not agree to the photo/video release, we will respect your privacy by not photographing your child, but to ensure their privacy, they will also not appear in any of the album photos. 

Oxbow Farm & Conservation Center will never sell still/motion picture images or audio recordings to parties beyond the organization. 

Oxbow Education is working towards becoming a more inclusive program, especially regarding learners with disabilities. Each of our instructors goes through staff training that covers how to support their campers with disabilities. Our camp staff will work with each camper to ensure they have a successful camp experience. If your child might need one-on-one support during camp, a trusted adult helper is welcome to attend with them please reach out to our education team by emailing camp@oxbow.org to discuss what they might need during a week of camp. Please let us know what your camper needs and/or make arrangements by emailing camp@oxbow.org. 

Oxbow prioritizes the physical and emotional safety of our campers. All camp staff are CPR & First Aid certified, have passed a background check, and always carry a first aid kit, radio, and cell phone in case of emergency. Additionally, all camp staff receive training in early childhood development and emotional wellness to ensure that every camper receives the support they need. 

Please note: our camp staff will work with each camper to ensure they have a successful camp experience; however, we are not able to provide constant one-on-one adult support. If your camper needs one-on-one support during camp, a trusted adult helper is invited to attend camp with your child! Please let us know what your camper needs and/or make arrangements by emailing camp@oxbow.org. 

All injuries and behavioral incidents will be clearly communicated to parents/guardians, and a detailed response plan is in place for on-farm emergencies, which include weather/environmental threats, any accident requiring use of CPR/First Aid, and injuries requiring a visit to a hospital. Our online registration forms include space for you to alert us to specific concerns, allergies, or needs. Please contact us if you have any questions about specific needs. We will do our best to accommodate. 

If your child is carrying an epi-pen for anaphylaxis, Benadryl, or other medications, please notify your group leader (and your child) about where that medication is kept. Please note: if your child has experienced anaphylaxis in the past, they MUST carry a current epinephrine device and Benadryl in an outside, accessible pocket of their backpack. 

Any and all medications (inhalers, etc) that your child may need should be packed safely in their backpack. Make sure your child is aware of these important medical devices or medications’ location. 

Please see our Cancellation and Refund policies above if your child experiences a minor injury during or outside of camp that takes them away from their camp session for more than a day. 

Click HERE to review your Oxbow Camp Medical Waiver. During the camp registration process, you will be asked to electronically sign this document.  This will be done by checking a box after having a chance to read and review the waiver.   

Our immunization policy reflects the Washington State public schools and childcare facilities policy on immunizations/vaccinations. Required vaccinations are listed below. Campers with religious or medical exceptions must submit proof of exception to the Camp Director prior to the start of camp. Measles (MMR) vaccination is required and not eligible for philosophical exemption as per WA state law. For more information on how to submit your proof of exception for other listed vaccinations, please contact camp@oxbow.org. Please visit https://doh.wa.gov/community-and-environment/schools/immunization  for more information on Washington State immunization/vaccination requirements for public schools and childcare facilities. 

Immunizations required by schools and childcare facilities should be up to date. These include: 

(1) Chickenpox (Varicella); 

(2) Diphtheria; 

(3) German measles (Rubella); 

(4) Haemophilus influenzae type B disease; 

(5) Hepatitis B; 

(6) Measles (Rubeola); 

(7) Mumps; 

(8) Pneumococcal disease; 

(9) Polio (Poliomyelitis); 

(10) Tetanus; and 

(11) Whooping cough (Pertussis). 

https://app.leg.wa.gov/wac/default.aspx?cite=246-105-030 

Our staff relies on having as much information as possible about your camper’s needs, interests, strengths and health concerns in order to provide a safe, positive and enriching experience for them. We encourage you to provide as much detail as you can when completing the registration form so that we can be ready to show up for your camper when they show up for camp! The more complete information we have, the better we’re able to support your camper. Please note that any and all personal information about your camper (including medical information, identifying info, etc.) will be kept strictly confidential, and will only be accessible to Oxbow education and key administrative staff. 

Oxbow asks parents and guardians to be open communicators and share the following safety expectations with their campers:  

• Only wade in water in pre-approved areas up to knee height 
• Climb trees no higher than the camper’s head height 

• Wait to be invited before harvesting and tasting plants 
• Always stay within camp boundaries  
• Always keep closed-toe shoes on, even while wading 
• Rocks and sticks stay on the ground  

Certain areas of Oxbow will be off-limits. Camp Staff will address any safety-related concerns as they become apparent. 

In the case that Camp staff must reinforce expectations and boundaries, we will utilize a three-warning system to give campers the opportunity to improve their behavior. You can read more about the specifics of our three-warning system here. If we continue to struggle with a campers’ behavior after using the three-warning system, they may be asked to stay home.  

Some behaviors will not be tolerated during camp and will warrant immediate removal from camp, with no refund. Behaviors that will not be tolerated include: 

• Abusive behavior. This includes behavior that puts the camper’s own safety and/or the safety of others at risk physically or mentally, including bullying, fighting, throwing/hitting with objects, and verbal abuse 
• Group/gang bullying 
• Intentional or inappropriate invasion of privacy during restroom use, changing clothing, or other private moments 
• Derogatory statements about social status, religion, national origin, race, color, ancestry, sexual orientation, disability, personal appearance, intelligence, habits, hobbies, school performance, physical size, ability, appearance, and similar personal subjects  

Parents will be communicated with daily via email and in-person with updates on the activities and experiences their campers had. Please allow for a few extra moments during camper check-out to talk briefly with your camp instructor – they may not have much to report, but this is an important opportunity to connect with your campers’ instructor about how their day went, to share triumphs and challenges, and to ensure that your camper is supported in the ways they need. If you are carpooling, the person who is signing the camper out should be prepared to check in. 

We ask that parents support the effort to keep campers safe. If you hear about a concerning incident, please make sure your group leader or camp director is immediately made aware of the incident by emailing camp@oxbow.org or by calling the Camp Cell phone: 425-419-6068. 

Oxbow’s camps aim to provide a safe, welcoming and supportive place for all campers and their families, and if that environment is compromised by a camper, staff, or volunteer, we will address the issue to the best of our abilities. Becoming an inclusive and anti-discriminatory organization is a journey, and we appreciate your understanding, support, and allyship in this continued effort. We will be receptive to your feedback and concerns. 

In order to be as inclusive and equitable as possible during camp, we’ll work with your campers to ensure that diversity is valued and that campers receive the support they need during a camp week. This might take the form of:  

• Group agreements that emphasize treating people well in terms of our differences 
• Using pronouns or nicknames that are appropriate for someone’s gender identity 
• Storytelling that may have same-gender protagonists in a relationship 
• Normalizing appropriate exploration and natural curiosity around these topics 
• Group reflection and discussions on these topics