Camp guidelines and information 2021

Vortex Studio 2021 guidelines and registration information

PLEASE FEEL FREE TO CALL US WITH ANY QUESTIONS WE ARE HAPPY TO CLARIFY STELLA – 416 629 6504 Please do not email questions at this time.

Dear friends of vortex. Choosing to run summer camp this year was a big decision for the Vortex family. There were many things we took into consideration because of Covid 19. Such as: safety protocols, staffing, changes to our programming while still trying to keep the ‘Vortex’ feeling. We also have very limited information about what summer 2021 regulations will look like and we worry about offering care and then having to cancel. But overall we understand that our community needs us for childcare, entertainment and positive memories! So we are moving forward with Vortex Studio summer camp 2021.

 As we do not know for certain what the guidelines will look like come summer 2021 (currently there is no information) we are rolling out a slow registration. (See more info below)  Only committing to what we know we can fulfill based on last year’s Covid regulations for summer camp.  

So as of March 28th at 10:00AM We will be offering  2 groups half of our capacity in each. First registration– These spots will be guaranteed assuming the government allows us to run camp at all even at half capacity. Second Registration -These groups will be taking the risk upon registration that we might have to cancel their group of camp if the government doesn’t allow full capacity summer camp. (we will let everyone in this group know when new government information is released and hopefully we have a go ahead to run full capacity summer camp!) Note. Please review the refund policies as they will apply to both groups.

Why are we doing it this way?- NOTE – As of March 25th 2021 the Quebec Government has not stated whether summer camp will be allowed to run because of Covid-19. We are currently not allowed to host any extra curricular childcare programs or camp. Last year the government did not announce camps could open until mid-May, and that was only 50% capacity.  However, full capacity was announced in June 2020.  Since Vortex and Parents need to plan for something that is still up in the air, registration will be more complicated as we try to navigate the situation.  My worst fear is to promise something that can not be fulfilled. I’m working to accommodate the worst-case scenario (half or less capacity) while still preparing for the best-case (full capacity). This is important to how we will be gauging our planning and programming this year. We are hesitant to promise care we can not fulfill and leave families stranded. So Please Please consider the above when making plans and understanding our new way of moving forward in such a difficult time.So this means: We will do bookings First registration based on filling 50% of our Quebec childcare regulations capacity. This is so we don’t overbook at first. When that group is full  the second half of registration is available. So that if we do have to go back down to ½ capacity we do it fairly. We know this is less than ideal! We hope you understand.  Sincerely: Stella & Mat


As of March 28th at 10:00am we will be rolling out a slow online registration. CLICK HERE to book

Online booking for “FIRST registration” AND ” SECOND registration” go’s live on this website March 28th at 10:00am on a first come first serve basis. See below to understand what this means.

  • Waiting list: When the groups are sold out please email us if you would like to be added to the waiting list. We might add extra groups if there is demand and if we can accommodate more campers.
    Please title your email “waiting list” artatvortexstudio@gmail.com. If we do add extra groups booking will be done online with a date and time registration opens. Unfortunately we will not be doing it in order of email. We will however email all the waiting list people that we are registering more before we tell the public.
  • First registration will be open with only enough spots to fill half capacity. We will hope and assume the government will definitely allow this. This group is confirmed for camp as long as the government allows at least half capacity. 
  • Second registration Note not all groups will have second registration. This group is booking a spot knowing that there is a risk that the government might not allow full capacity for summer camp. We will email families as we know more about government standards to let you know if this has changed. When Booking you are guaranteeing a spot as long as we are able to run camp at full capacity. Please feel free to phone us with any questions 416 629 6504. 
  • We will be doing solely online booking this year. That means we will not be taking any bookings through email or phone, it will only be done through the online portal. Please call us prior to booking with any questions as Stella can not make any changes to dates after booking is done online.If you would like to cancel your week ok camp please email us and we will do that for you.

    To book online and see our schedule please click here

    Click here to see the Kinds of camps we will be offering 2021 –We are so excited to offer 5 amazing weeks of camp this year. Our epic art camp enters its 4th year AND we are offering a new camp! – Fun camp!

    Location:Vortex Studio – 903 River Side Drive – In backyard wedding tents

    Time– 9:00am-3:00pm 

    Before and after care: available for a fee – Start time 7:30am – 5:30pm (see info below)

    Cost- $350 per child- Plus $7 online booking service fee. Supplies included 

    – Note we do not issue R24 forms

    Camp age– Depends on the week and the group- See more info below

    Child to counselor ratio– Single camp group size will depend on age groups. 

    -We will be respecting the government’s guidelines but groups could potentially be as large as: 

    Age 5 & 6 – 10 children

    Age 7+ – 12 children

    Age 9+ 15 children (we would cap at 13)

    New Registration guidelines:

     We want to be transparent with them as they are new and might affect your decisions on booking. We respect everyone’s opinions.  Deciding to run camp this year was a hard decision for Stella and her family. We had a wonderful and safe year at camp last year however Covid has brought some extreme challenges and considerations. So when we decided to move forward this year these were the things we knew needed to be implemented for us to feel comfortable with approaching a new year. We have many reasons for each change so please feel free to call us if you have any questions at all before booking. 

    Thank you for your interest in Vortex! We are so looking forward to an inspiring, safe summer.

    Note – We will notify registered families if there are new noteworthy covid updates and changes to our programing.

    When booking camp we will require that you fill out

    • A child emergency contact form- seen when doing digital booking
    • A form that says you agree to the new guidelines below. – seen when you do digital booking
    • A before and after care form – will note if you need it or will not need care for the week of camp. emailed
    • Potentially a child pod form (TBD)
    • Child pick up form if relevant emailed

    At drop off on the first day of camp we require signatures from a parent or guardian for the following: PLEASE ALLOW TIME TO FILL THIS OUT. We will be ready to receive family at 8:45am the first morning.

    •  A form that says they understand and agree to all of the below statements on this page and have read the updated 2021 Vortex registration information:
    • We agree and understand to be true: that no one in our household is showing any Covid 19 symptoms or has been in contact with anyone that has Covid 19 or is showing symptoms. 
    • That no one in the household or that we have knowingly been in contact with is awaiting Covid 19 test results.
    • That no one in our household has traveled outside of region on a group trip within the last 14 days before camp.(Ottawa city limits exempt for work purposes.) some exceptions apply. See below for more info.
    • That before and after care is not needed. Or if so, it’s already been set up.
    • That we are able to have close contact with your child in the case of an emergency
    • That we will monitor your child’s temperature if needed and symptoms thought the week and the child will be sent home if any Covid symptoms arise. (we understand the heat will affect temperature). (Our thermometer is contactless)
    • In the case of very extreme wind, rain or storm we might have to contact family to pick up children early as we are outside in tents. This will only happen if there is an extreme weather warning. 
    • On the fist day of camp family will line up outside camp in their group lines and sign the page as they walk in. We will have the items posted and the family will agree to understanding everything to be listed to be true. Upon entering camp and walking to the tent we require everyone to wear a mask and sanitize. 

    Single Camp group sizes will depend on age groups. 

    We will be respecting the government’s guidelines but groups could potentially be as large as: 

    Age 5 & 6 – 10 children

    Age 7+ 12 children

    Age 9+ 15 children (we will cap at 13 max)

    All Covid government guidelines will be followed pertaining to pods, distancing and masks. 

    Camp will be fully outside and open air

    when possible in wedding tents except for the washroom that is indoors. Please dress accordingly. See attached list of what to bring to camp.

    Children will potentially be in group pods 

    • – TBD – we do not know what the government restrictions will be. We will follow them and always keep everyone’s safety first.
    • The groups will be contained within their tent group.
    •  Staff and jr councillors will only interact with the other separate group if in PPE. 
    • Children might share a table
    • Children might be in a large or mid size pod.
    • There might be sharing of some art supplies and game materials. Such as spray paint or house paint.
    • We will be sanitizing and hand washing consistently throughout the day.
    • Campers will have designated art bins per person
    • We will always be following Quebec Government Covid-19 guidelines and we will adapt and change as they change.

    Mask guidelines

    • will comply with the government mandate (still unknown for summer). 
    • We understand the summer is REALLY hot some days 31+ with a real risk of heat stroke. So as we were in open air last year, masks were worn when using the washroom and when playing closer contact games, or if we have to close the tent because of a storm.
    •  This might be the same this year but we will ALWAYS follow the government’s guidelines. As of now we are still unknown of mask rules for camp. Of course if your family would prefer your child to always wear a mask that is absolutely always respected. 
    • We will keep you up to date on the guideline. When booking please consider that we are outside and the heat and humidity can be extreme. 

    This year camp will only be available for full time locals – 

    • Chelsea, Wakefield, Masham, Alcove, Edelweiss, Cantley La Pêche area with permanent residence. 
    • This was an extremely hard decision to make as we love our loyal visiting campers however due to limited inter-regional travel and the lack of local childcare this summer and our limited spots we felt that as of now booking will only be offered to area locals. We hope you all understand.

    Siblings – This is unique. Please see the schedule.

    •  Ideally siblings MUST be in the same group however there are 2 weeks that they can be in different groups. One sibling with Christi, One sibling with Sam, as Christi and Sam live in the same house. 
    • This is because if we have a group shut down because of a Covid case we don’t want to impact 2 groups. We understand that this is not the case at school, however, this is how it will be at Vortex. If you book two same household children in different groups other than the two designated weeks, you will be subject to losing your spot without refund. 

    We strongly discourage families to book two weeks in a row of camp

    • If you are in a group that is shut down because of a covid case we require the child that was in that group to isolate for 14 days without refund. They will not be permitted to come back to camp within that time frame even with a negative covid test. 

    All booking will be online this year

    Because of this, refunds will also be online. Stella is unable to change a date of camp in office you will have to do it by the available online refund yourself and then book the new date online.

    Before and After Camp Child Care.

    • Before and after Camp Child Care will be available but MUST be booked ahead of time. There will absolutely be no staff present to watch a child unless booked ahead of time unless it is an emergency. 
    • Before and After care is $15/hour PER Child and must be booked TWO WEEKS before their care date. You must pay for the full hour regardless if you pick up halfway through. 
    • Before Care is available starting at 7:30am
    • After Care is available until 5:30 pm
    • -> If booking Emergency Care (same week) of camp it’s $20/hour per child (we cannot guarantee this will be available as groups cannot be mixed because of covid regulations and staffing is extremely limited and is not guaranteed). 
    • If childcare is needed same day without notice it is $25 an hour. We will consider this emergency care.

    Age groups.

    • This year because of Covid 19 our age groups are very structured and non negotiable we are extremely sorry for any inconvenience this may cause. It is not ideal for vortex either. 
    • Vortex Studios camp requires campers to be at least the minimum age required on the schedule the first day of camp. 
    • All campers MUST be able to use a glue gun alone, tie a knot, and be able and willing to work on art projects for at least 90 minutes.  
    • The minimum age for a camper at vortex studio is 5 years old for insurance.
    •  Please see the schedule for weekly group minimum. 

    We must have your signed “Registration form” and “Guidelines form” to hold a spot

    • within 48 hours of booking.
    •  This form must be filled out with all your child’s information so we can review it and file it before camp starts. 
    • We also require that you have read, understand and agree to follow all of Vortex Studios covid 19 guidelines. 
    • We will also have a covid checklist that must be signed off in the morning at drop off. 

    Covid-19 items of note: – Must read

    You must NOT have traveled outside of your region on a trip within 2 weeks of attending camp (Ottawa core exempt for work purposes).

    • For example – gone on a group camping trip to the Saguenay or a day trip to Montreal. If you do you MUST show that the entire household has tested negative for covid 3 days prior to attending camp.
    • If you do not comply we retain the right to cancel your child’s camp without warning with no refund. You or anyone you have been in close contact with has not been in an airport or done any international travel within 15 days.
    • A personal household trip to your cottage is exempt. 
    • A personal camping trip to a camp site is not because of the use of shared public washrooms with out of region tourists.
    • We are so sorry to add this clause we know its not ideal but for us it’s very important to limit the covid risk for the entire summer of camp 

    If anyone in your household is awaiting the results of a covid test your child attending camp must also be tested.

    • Your child must stay home from camp until you receive a negative test result. Unfortunately in this case we can offer you the camp art kit for missed days however we can not offer a refund or credit.

    Covid – In the case of 1 positive covid result in a group 

    the entire group must be tested and remain home for 14 days / the rest of the week.

    • In this case unfortunately we will not be refunding camp however we will be giving a recorded video step by step project for each day the child is away as well as a pre-made camp kit pack for each day the child is away.  Available for porch pick up.
    • Please note if you are booking a week of camp where it says siblings can be separated into another group both groups would be sent home.
    • Cancellations and refunds related to covid Please see section below. 
    • If we have a case of Covid in a camp group the entire group must stay home for 14 days before they can return to Vortex.
    • If there is a case of Covid in 1 group but the other group has had no contact (no siblings) we don’t believe the unaffected group will have to stay home – this is a government restriction we are looking into.

    First day of drop off we will require a parent or guardian to sign off on:
    PLEASE ALLOW TIME TO FILL THIS OUT. We will be ready to receive family at 8:45 the first morning. 

    •  A form that says they understand and agree to all of the below statements and have read the updated 2021 Vortex registration information:
    • We agree and understand to be true – that no one in our household is showing any Covid 19 symptoms or has been in contact with anyone that has Covid 19 or is showing symptoms. 
    • That no one in the household or that we have knowingly been in contact with is awaiting Covid 19 test results.
    • That no one in our household has traveled outside of the region on a group trip within the last 14 days before camp.(Ottawa city limits exempt for work purposes.) 
    • That before and after care is not needed. Or if so, it’s already been set up. 
    • That we are able to have close contact with your child in the case of an emergency
    • That we will monitor the child’s temperature if needed and symptoms throughout the week and the child will be sent home if any Covid symptoms arise. (we understand the heat will affect temperature). (Our thermometer is contactless) 
    • In the case of very extreme wind, rain or storm we might have to contact family to pick up children early as we are outside in tents, This will only happen if there is an extreme weather warning. 

    REFUND POLICY 2021

    Government issued COVID closure refund policy (relevant March 20- September 1st 2021)

    •  In the case that the government does not allow any camp at all due to regional shut downs we will refund 85% of payment until May 5th. 
    • After May 5th we are in full planning and ordering mode and will only be able to offer 65% refund, even if there are any government issued closures or capacity restrictions. 
    • If there is still no information from the Quebec Government regarding camp regulations by June 5th we will be canceling our entire summer. 
    • After June 5th we can only refund 50% upon a government closure. 
    • Please note in the case of a government shut down we are unable to supply the camp art kit that is only for: positive covid cases, a child awaiting results, or a covid case in the child’s group causing shut down. 

    We are sorry we are not able to offer a refund or credit towards another year. We understand this policy is not ideal, however because of our unique program there are extremely high expenses and supply costs, staff prep work and covid expenses that go into running camp and if we don’t implement this policy we would not run camp at all this year. We hope that you understand. 

    If no government-mandated Covid shutdowns or restrictions occur. 

    • The following refund policy will apply starting June 5th 2021 and apply as long as there are no Covid related shutdowns

    Refund policy unrelated to Covid government shut downs

    If no government-mandated Covid shutdowns or restrictions occur. 

    • The following refund policy will apply starting June 5th 2021 and apply as long as there are no Covid related shutdowns

                     

    • Cancellations: We will be offering 80% refunds minus the booking fee up to 4 weeks before summer camp. 
    • 3 weeks before camp we can offer a 50% refund. Any time after 14 days before camp unfortunately we can not offer a refund of any kind.
    • In the case of someone in your household getting covid 19 Or needing to be tested for Covid 19 and missing camp we offer the camp art kit for each day missed. We will require an emailed documentation of the positive result or documentation of the test taken. No refund will be offered.
    • In the case someone in your child’s camp group gets covid 19 and we have to cancel camp we offer the camp art kit for each day missed. No refund will be offered. 
    • We are sorry we are not able to offer a refund or credit towards another year. We understand this policy is not ideal, however because of our unique program there are extremely high expenses and supply costs, staff prep work and covid expenses that go into running camp and if we don’t implement this policy we would not run camp at all this year. We hope that you understand.

    Please call us with any questions at all prior to booking. Please refrain from emailing questions. Stella- 416 629 6504