Camp Policy

The health and safety of our students is our top priority. These policies apply to all Brain Eating Machines summer camps, intensive workshops, and multi-day programs. Please read them carefully and ensure your child is prepared for a successful camp experience.

Last Updated: December 2025

Health & Medical Requirements

Required Documentation:

Health Form: A completed health information form must be submitted at least one week before camp starts. Forms submitted late may result in enrollment cancellation without refund.
Emergency Contacts: Provide at least two emergency contacts. At least one contact must be available during camp hours.
Medical Conditions: Disclose any allergies, medical conditions, medications, or special needs that may affect participation. Failure to disclose relevant medical information may result in emergency situations and program dismissal.
Medication Authorization: If your child requires medication during camp, submit a medication authorization form. All medications must be in original containers with clear dosing instructions.

Special Medical Needs:

Students with asthma requiring inhalers must have a current asthma action plan on file.
Students with severe food allergies must have an allergy action plan and EpiPen (if prescribed) on file.
Students with other medical conditions requiring special accommodation should contact us at least two weeks before camp to discuss support needs.

Illness Policy

To protect the health of all students and staff, please keep your child home if they exhibit any of the following symptoms. Students may return to camp when they meet the specified recovery criteria.

Keep Your Child Home If:

Fever: Temperature of 100.4°F (38°C) or higher. Student must be fever-free without medication for 24 hours before returning.
Vomiting or Diarrhea: Must be symptom-free for 24 hours before returning.
Persistent Cough or Congestion: Severe enough to interfere with participation or potentially contagious.
Conjunctivitis (Pink Eye): Bacterial: may return 24 hours after starting antibiotic treatment. Viral: may return when discharge has cleared.
Head Lice: May return after treatment and removal of all nits.
Rash: Unexplained rash, especially with fever or behavior changes, requires medical clearance before return.
COVID-19 or Other Contagious Illness: Follow current CDC and New Jersey Department of Health guidelines for isolation and return.

If Your Child Becomes Ill During Camp:

We will isolate the child from other students and contact parents/guardians immediately.
Parents must arrange pickup within one hour of notification.
Students may not return until they meet the recovery criteria listed above.

Daily Health Screening

To maintain a healthy environment, we implement daily health monitoring practices:

Parents should conduct a health check before bringing children to camp each day.
Staff will observe students for signs of illness throughout the day.
Any student exhibiting symptoms of illness will be isolated and parents will be contacted for pickup.
Depending on current public health conditions, we may implement temperature checks, health questionnaires, or other screening measures.

Safety & Supervision

Supervision Ratios: We maintain appropriate student-to-instructor ratios to ensure safety and quality learning experiences (typically 8:1 or better).
Facility Safety: All camp locations meet safety standards and regulations. First aid supplies are available and restocked within 48 hours of use.
Emergency Procedures: Staff are trained in emergency response procedures, including fire drills, lock-downs, and medical emergencies.
Drop-Off and Pick-Up: Students must be signed in and out by an authorized adult. Only individuals listed on the registration form may pick up students unless we receive written authorization.
Late Pick-Up: Parents must pick up students on time. A $10 late fee applies for every 10 minutes after camp ends. Repeated late pickups may result in dismissal from the program.

Food & Allergy Policy

Snacks: Students should bring their own snacks and a refillable water bottle. Label all items with your child’s name.
Lunch: For full-day camps, students should bring a packed lunch. Refrigeration may not be available; use insulated lunch bags with ice packs.
Food Allergies: We maintain a nut-aware environment. Please avoid sending foods containing peanuts or tree nuts. Students with severe food allergies must have an allergy action plan on file.
Sharing Food: Students may not share food due to allergy concerns.
Dietary Restrictions: Inform us of any dietary restrictions or special needs during registration.

Attendance & Absences

Regular attendance is important for skill progression and team dynamics.
If your child will be absent, please notify us by email at contact@braineatingmachines.com.
Make-up sessions are not available for summer camps or intensive workshops.
No refunds or credits are provided for absences, regardless of reason, once camp has started.

Behavior Expectations & Discipline

We maintain a positive, respectful learning environment. Students are expected to:

Treat peers, instructors, and equipment with respect
Follow safety rules and instructor directions
Work cooperatively in teams and support fellow students
Use program time productively for learning and building
Keep hands, feet, and objects to themselves
Use appropriate language and behavior

Discipline Approach:

We use positive reinforcement and redirection as primary behavior management strategies.
Minor issues are addressed through conversations and natural consequences.
Repeated behavior concerns result in parent contact and collaborative problem-solving.
We do not use corporal punishment, verbal abuse, food deprivation, or isolation as disciplinary measures.

Serious Violations:

Behavior that endangers others, significantly disrupts the learning environment, or violates our code of conduct may result in immediate parent contact and possible dismissal from camp without refund. This includes but is not limited to:

Physical aggression or threats toward others
Intentional damage to equipment or property
Bullying, harassment, or discriminatory behavior
Leaving camp premises without permission
Possession of prohibited items (weapons, drugs, etc.)

Clothing & Personal Items

Appropriate Clothing: Students should wear comfortable clothing suitable for active learning. Closed-toe shoes are required for safety. No flip-flops, crocs, sliders allowed.
Label Everything: Clearly label all personal items (water bottles, lunch boxes, jackets, etc.) with your child’s name.
What to Bring: Water bottle, snack/lunch (for full-day camps), any required medications.
What NOT to Bring: Electronic devices (phones, tablets, games), toys, trading cards, or valuable items. Brain Eating Machines is not responsible for lost, stolen, or damaged personal items. All phones and watches will be kept in bags for the duration of the class. Please reach out to the instructors directly during class.
Lost and Found: We maintain a lost and found area. Unclaimed items are donated after 30 days.

Weather & Emergency Closures

Severe Weather: In case of severe weather or emergencies requiring camp closure, we will notify families via email by 7:00 AM.
Make-Up Days: We will make every effort to schedule make-up days for closures due to facility issues or severe weather. No make-up days are provided for individual absences.
Outdoor Activities: Most activities occur indoors. Any outdoor time is at instructor discretion based on weather conditions.

Communication with Families

Pre-Camp: You will receive a welcome email with camp details, schedule, and what to bring one week before camp starts.
Daily Updates: Brief daily summaries may be provided via email or at pickup, sharing highlights of what students learned and built.
Questions or Concerns: Contact us anytime at contact@braineatingmachines.com.
Emergency Notifications: In case of emergencies affecting camp operations, we will contact all families immediately via email.

Mandatory Reporting

All Brain Eating Machines staff are mandatory reporters. If we suspect child abuse, neglect, or endangerment, we are legally required to report it to the New Jersey Department of Children and Families (DCF) at 1-877-NJABUSE (1-877-652-2873). We take our responsibility to protect children’s welfare seriously.

Camp Cancellation & Refund Policy

Please refer to our Terms of Enrollment for detailed cancellation and refund policies. Key points:

6+ weeks before camp: Full refund minus $50 processing fee
3-6 weeks before camp: 50% refund
Less than 3 weeks before camp: No refund
After camp starts: No refunds for withdrawals or absences
Medical emergencies: Evaluated case-by-case with documentation
Incomplete health forms: Enrollment may be forfeited without refund if forms are not submitted one week before camp

Questions About Camp Policies?

If you have questions about our camp policies or need to discuss special accommodations for your child, please contact us:

Email: contact@braineatingmachines.com