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Our Summer Camp

PINECREST PAVILION SUMMER CAMP

Learn More about Pinecrest Pavilion:

Pinecrest Pavilion offers rising K-6th grade campers a fun-filled day of in-person play and learning, with a mix of indoor and outdoor activities, arts and crafts, STEAM experiments and nature discovery, games and puzzles, making and building, and more! Preschool campers will enjoy a morning of in-person fun as described above (with after-care available as needed).

After-care is available for all students until 6 p.m. We are also exploring the possibility of adding a before-care option if staffing supports this; we will not know the answer to this until closer to the start of the summer. If we are able to offer before-care, we anticipate it would run from 8-8:30 a.m. Before-care is not something we can guarantee at this time.

Pinecrest Pavilion is open to children who are rising kindergarten through rising 6th grade in the upcoming school year. Preschool camp is open to children who will turn age 4 by September 30 of the upcoming school year (or who attend Pinecrest School preschool already), who are toilet-trained, and who have previously attended a preschool; preschool camp is morning-only with after-care is available until 6 p.m.  Rising 7th graders who have attended Pinecrest Pavilion or Pinecrest School are also welcome for any sessions that include 6th graders.

Former Pinecrest School students or Pinecrest Pavilion campers who are rising 8th graders through age 15 during the summer of camp are invited to apply as Assistants-in-Training (AITs); if accepted, the family is invited to register them as AITs using the general camp registration form. For interest in applying as an AIT please contact Ms. Sawyer directly at programs@pinecrestschool.org.

Pinecrest Pavilion at Pinecrest School offers 1-week camp sessions that run throughout 7 weeks from June 20 to August 11, 2023.  (There is no camp or care on July 3-7, 2023.) See the schedule section below.

REGISTER NOW -- ONLINE SUMMER CAMP REGISTRATION FORM

Camp fees are as follows:

  • Camp fee is $400 per 1-week session for K-6, and $200 per 1-week session for preschool. 

  • After-care is available until 6 p.m. for all ages.

  • K-6 hours are 3:35-6:00 p.m., and K-6 after-care is billed at $13.50/hour with a session cap for 1-week sessions at $100; each session is billed separately. 

  • The preschool after-care hours are 12:05-6:00 p.m. Preschool after-care is billed at $13.50/hour with a session cap for 1-week sessions at $188.

  • We are also exploring the possibility of adding a before-care option if staffing supports this; we will not know the answer to this until closer to the start of the summer. If we are able to offer before-care, we anticipate it would run from 8-8:30 a.m. Before-care is not something we can guarantee at this time.

  • There is a sibling discount of 15% off the total due for each sibling registered after the first child. This will show on the invoice due Friday, May 12, 2023, not on the initial $250 payment. This invoice will be emailed to you approximately one month before the final payment due date.

  • Required camp forms (including, but not limited to, the Virginia School Entrance Health Form and the 2023 medical/emergency form) are also due by Friday, May 12, 2023. These forms will be emailed to registered families well before the due date.

  • A $50 late fee will be assessed for final balance payments and/or required health forms received after the due date.

  • Fees are not prorated for absences or partially-attended sessions.

  • Click here to see Camp Fees Page for more information.

The 2023 registration timeline is as follows:

  • Friday, January 27, 2023- Camp Materials Distributed by Email and on Website (www.pinecrestschool.org – click Our Summer Camp)
  • Tuesday, January 31, 2023- Camp Registration Begins for Current School Families (with a special password that will be provided in advance)
  • Friday, February 3, 2023- Camp Registration Begins for Past Camp Families (with a special password that will be provided in advance)
  • Monday, February 6, 2023- Camp Registration Begins for the General Public (no password needed)

     

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2023 CAMP SESSION DATES

Session 1: June 20-23 (4 day session because of the Juneteenth holiday)
Session 2: June 26-30
Closed/no camp July 3-7
Session 3: July 10-14
Session 4: July 17-21
Session 5: July 24-28
Session 6: July 31-August 4
Session 7: August 7-11

SUMMER CAMP FAQs

What should my child bring or wear to camp?

  • Morning snack, afternoon snack, and lunch
  • Bag or backpack
  • Comfortable play clothing that might get messy!
  • Hat and/or sunglasses (outdoor use only)
  • Each camper will receive a complimentary Pinecrest Pavilion t-shirt, which will be distributed on the first day of first session.  The Pinecrest t-shirt is not a camp uniform.  Campers are encouraged to wear their camp t-shirts whenever they would like and any spirit days.
**Campers should not bring any personal items such as mobile phones, iPods, collectibles, handheld gaming devices, and/or any other electronic devices.  Pinecrest School is not responsible for any items lost or damaged that have been brought into camp for any reason.  Please label everything with a name or initials.

What and when will my child eat?

  • There will be a mid-morning snack break. Campers should bring a small snack from home.
  • Campers should bring a bag lunch and drink; lunch is not provided.
**Microwaves and refrigeration are not available.   All food including snacks should be brought to camp in a lunch box or bag. Lunches must be clearly labeled with the child’s name and date (this is a Commonwealth of Virginia licensing requirement).

When do I drop-off and pick-up my child?

  • The camp day begins at 8:50 a.m.  Campers may be dropped off beginning at 8:30 a.m.
  • Preschool campers not attending after-care are dismissed at 12:05 p.m. K-6 campers not attending after-care are dismissed at 3:35 p.m.
  • K-6 campers are dismissed at 3:35 p.m. for pick-up.
  • After-care for all ages is available until 6 p.m. Campers not picked up on time will be taken to after-care.

**Carefully following the drop-off, pick-up and carpool guidelines that are emailed to all parents/guardians will help ensure that the carpool line runs efficiently, and that children are safe during arrival and dismissal times.  Please exhibit patience and caution at all times in the drop-off/pick-up line.  

Can I get a receipt for tax or other purposes?

If you would like a receipt, please submit a request to business@pinecrestschool.org.  Advanced notice is required.  Receipts will be processed as soon as possible.  Patience is appreciated as the school’s Finance Associate works on a part-time schedule.
ONLINE SUMMER CAMP REGISTRATION FORM

PINECREST PAVILION POLICIES

Medical and Health

Medication Administration
  • Parents/guardians of any child requiring prescription medication during the camp day are required to submit an Authorization to Administer Medication form that has been completed by parents/guardians and the child’s physician.  This form is available in the Summer Camp Forms section of the website. Pinecrest accepts only the Pinecrest School Authorization to Administer Medication form.  A separate form must be provided for each medication being used.  Form(s) must be on file by the due date, or within 7 days of registering if registering after this date.  A guideline sheet for how to ensure this form is filled out correctly will be provided to parents/guardians in advance by the Pinecrest office.
  • Medication should be brought to Pinecrest at the beginning of the week by a parent/guardian and must be picked up at the end of the week by a parent/guardian.  Children may not transport their own medication. All medication must be in the original container, with the child’s name, the name of the medication and the dose of the medication indicated on the prescription label.  All medications are placed in a locked location and may be dispensed only by the Camp Director, Assistant Camp Director, Head of School or Administrative Assistant.
  • Pinecrest School does not dispense non-prescription medication unless it is part of an allergy management protocol, and we have a Pinecrest School Authorization to Administer Medication form on file.  Please arrange dispensing times, so that medication is not required during the hours your child will attend camp.  
**Campers may not self-administer any medication.
Children with Allergies and Chronic Conditions
Pinecrest staff members are very willing to work with parents/guardians to learn more about their child’s allergies and/or medical conditions and to address any concerns.  Parents/guardians of incoming students must complete a Medical/Emergency Care Form listing their child’s allergies and other chronic conditions. It is in a child’s best interest to provide as much information as possible; for example, please specify if an allergy or medication condition will affect school performance and what activities or food(s) must be avoided during school hours.  Parents/guardians should describe all possible reactions their child may exhibit if exposed to an allergen and delineate the specific procedural instructions the school must follow if the child is exposed to an allergen. Parents/guardians are responsible for keeping Pinecrest informed as quickly as possible of any changes in their child’s health or restrictions.
**Please note; however, that Pinecrest is not a nut-free environment.
Special Procedures for Medicating Students with Life-Threatening Allergies or Medical Conditions
If a child has a life-threatening allergy or condition, parents must meet with the Camp Director prior to camp to discuss it and its implications.  The Camp Director and at least one other member of the staff will be trained to administer necessary medication or to use medical equipment correctly and to follow any required emergency procedures.  The parents are responsible for keeping Pinecrest updated on changes in the child’s condition. Parents of children who need to be or may need to be medicated at camp must complete a Pinecrest School Authorization to Administer Medication Form.  A separate form is required for each medication. Form(s) must be signed by both the child’s doctor and the child’s parent(s) and must be on file by the due date, or within 7 days of registering if registering after this date. A guideline sheet for how to ensure this form is filled out correctly will be provided to parents in advance by the Pinecrest office.

Conduct

Campers are expected to exhibit safe, positive and appropriate behavior at all times.  Campers not complying with the standards of behavior outlined in the Pinecrest School Behavior Accountability Plan (which can be found in the school’s handbook) will be dismissed from camp without a refund.

Photos and Media Release

Photos and videos are taken regularly at school and camp.  It should be understood that with the completion and submission of the summer camp registration form, parents/guardians give express permission to Pinecrest School that their child’s photo and/or video may be shared with the school or camp community and could be used in school or camp brochures, ads, media coverage, on the school website, on the school’s social media sites, et cetera.  Campers names are never used with photos or videos. 

Communication

You may communicate with the Camp Director via e-mail (programs@pinecrestschool.org) at any time.  Pinecrest also uses a Google Groups list-serv to communicate with its constituency. Email addresses of members of the camp community are automatically subscribed to the list.  Then, when an e-mail message is sent to the list, it reaches everyone. This list is used to communicate news, updates, reminders and other valuable information. Additionally, the list is used in any emergency situations when parents need to be reached quickly.  The only people with access to the list are those who are subscribed to the list; it is a safe channel of communication with no spam or reply-all messages.
Parents may also subscribe (highly encouraged) to our text alert system to receive important emergency or time sensitive information in the form of a text message on their mobile phone; see above.  The text alert system is only be used in cases of emergency or when it is time sensitive (such as minutes before dismissal is to begin) or when email is not available.
**Pinecrest School does not share families’ contact information with third parties.

Licensing and Accreditation

Pinecrest School’s preschool, before-care, after-care, and camp programs are licensed and inspected semi-annually by the Virginia Department of Education Division of Early Childhood Care and Education (formerly under the Social Services umbrella).