This FAQ covers general information. Click here to visit our transportation FAQ.
How do I register?
All Registration is online. You must complete a separate registration for each camper, but family information will auto-enter in subsequent registrations. After registering, you will receive a confirmation by email that your registration was received. Acceptance to the program is not guaranteed until you receive an enrollment summary.
When do you begin accepting applications?
Priority Registration for returning camp families (must have attended within the past two summers) and Potomac families begins January 22.
General Registration opens January 29.
All registration is online, and is on a first-come, first-served basis. Registration continues until programs fill.
How does priority registration work?
Only returning camp families (must have attended within the past two summers) and current Potomac families may register during the priority week. All members of the family are eligible for priority registration, and you will need to fill out a separate registration for each child. Priority registration does not guarantee a spot in any of our programs as space is limited and awarded on a first-come, first-served basis. In rare cases, a program may fill before priority registration is completed.
What forms of payment do you accept?
Credit card payments by VISA, MasterCard, Discover, and American Express are accepted for online registration. After online registration has been completed, you may pay remaining balances by logging in to your account to make credit card payments, or you may mail a personal check.
Can a portion of a camp be prorated?
We do not prorate camps. There are no refunds for absences.
Why do you charge registration fees and deposits?
Registration Fees are non-refundable and help cover many of the basic services we provide to all families, including registration processing. Program Deposits are non-refundable and are part of tuition, not an additional charge. The Program Deposit reserves your child’s place in the camp. You may request to change from one program to another without penalty. Registration Fees and Program Deposits for dropped programs are not refunded.
Do you offer refunds?
Registration Fees ($40 per week/$100 per session) and Program Deposits ($100 per program) are non-refundable. There are no refunds for absences. There is no penalty to move from one program to another as long as the number of programs stays the same or increases. Tuition is refunded according to the following schedule:
- New on March 24, 2020 – Withdrawal on or before May 1 has been changed to withdrawal on or before May 15, 2020: Registration Fee(s) and Program Deposit(s) are not refundable. All other payments will be refunded. Please Note: August Math Adventure classes have a withdrawal deadline of July 20 to be eligible for a refund.
- New on March 24, 2020 – Withdrawal after May 1 has been changed to withdrawal after May 15, 2020: Registration Fee(s) and Program Deposit(s) are not refundable. No refund will be granted.
- If a program is cancelled due to low enrollment, all payments for that program will be refunded or may be applied toward an alternate program.
Do you offer any before or after camp programs?
We offer Extended Hours programming for campers entering Kindergarten through 8th grade. Before Care hours are 8:00-9:00 am; After Care hours are 3:00-6:00 pm. We do not offer drop-in care. Three-week campers must register for three-week sessions of Before Care and/or After Care. Week-long Before Care and/or After Care is available only for campers in week-long camps. Please be sure to choose the matching dates for camps and extended care. Click here to read about our Extended Care programs.
Does my child need to have a physical for camp?
Every year before attending camp, all campers – new and returning – must provide a doctor’s report of physical exam and immunizations. We do not keep reports from previous years. Forms should be returned by June 1st, or prior to the camper’s first day of attendance. For children age 5, the exam must have been within the past 12 months. Older campers may simply provide a copy of their most recent report, and provide any updates if they occur during camp. In many cases, the pediatrician’s office can fax forms directly to us at: 703-356-3945 or scan and email to email@example.com.
We accept the Virginia School Entrance Health Form (click here to print), or parents may complete and attach page 1 of the Virginia form to a doctor’s, school, or state form.
What other medical forms do you require?
If your child requires medication during camp, complete the Medication Authorization Form (click here to print). Bring the medication, along with the completed form, directly to the nurse’s office prior to the start of camp. Medication should be in a labeled bag, and must be in the original container labeled with the child’s name and the prescriber’s instructions.
Please DO NOT send medication in your child’s bag.
Do you offer lunch?
We do not have food service. All campers bring their own lunch. Please provide a nutritious lunch that does not require refrigeration, and a water bottle. Lunches should be labeled with the child’s name and the date the lunch was packed.
My child has food allergies. How can I be sure my child will be safe at lunch time?
During online registration, you are asked to indicate your child’s food allergies so that our staff members will be aware of them. If your child’s allergies are airborne or otherwise severe, we can provide a separate lunch table. Please know that we are not a nut-free facility. If your child experiences medical changes after you have completed online registration, please provide updates by email.
EPI-PENS: Parents should bring the medication directly to the nurse’s office prior to the start of camp. Medication should be in a labeled bag, and must be in the original container labeled with the child’s name and the prescriber’s instructions; include the Medication Authorization Form (click here to print). Please DO NOT send medication in your child’s bag.
Who are the staff members who work at Summer@Potomac
We have a mix of teachers, other professionals, college students and high school students. Generally, the leader of an activity or a class is a professional, although occasionally an experienced, mature college student will merit a head position. All head counselors meet or exceed Virginia Department of Social Services requirements. Assistants may be college students and high school students. The mix of experience and youthful enthusiasm creates a dynamic atmosphere. Click here to meet our staff.
What is the ratio of campers to staffers?
The ratio may vary from program to program or activity to activity. In some programs, the ration may be as low as four students to a staff member. In others, it may be as high as ten to one. In all cases, students are well supervised to ensure maximum safety and fun.
What qualifications do your swim instructors have?
All of the swimming instructors are certified lifeguards, and some may have additional instructor certification. In addition to the swim instructors actively teaching skills, other lifeguards are always on duty.
May our babysitter or a friend pick up my child from camp or from the bus?
Yes. Please indicate all authorized pick-up persons during online registration. If this information changes, or someone new will be picking up your child, send the name(s) in writing (email) before the new person picks up your child. Remember, only campers entering Kindergarten (and their siblings riding with them) may be picked up in carpool. All other campers are required to utilize our free Bus Service to and from camp.
What if a student becomes hurt or injured during the program?
No matter how many precautions we take, accidents can happen. We have a registered nurse on duty from 8:30 am to 4:00 pm. All serious injuries or health concerns are directed immediately to the camp nurse. If necessary, the nurse will arrange for emergency transport, and parents (or emergency contacts) are notified as soon as possible using all phone numbers that we have on file. Our Before Care and After Care Directors are first aid and CPR trained. Counselors of camp programs that travel off-campus, as well as many of our other head counselors, are trained in CPR and first aid. Counselors taking campers off-campus are also trained in the use of EpiPens. Please note that if your child may require an EpiPen, you must supply the medication to the nurse.
May I visit the campus before the first day of camp?
New on March 24, 2020: TBD – Open House date. This is a great opportunity to meet the program directors and ask any questions you might have. The buildings will be available for self-guided tours during this time, so bring your camper and show them around!
Will my child be grouped with other children from their same school?
We do what we can to be sure children have familiar faces in their groups, but we also encourage students to enjoy the opportunity to meet children their age who attend other schools. If there is a specific individual that your child would like to be grouped with, please indicate this in writing before June 1. We must receive the request from both families and do not guarantee placement requests. We cannot make last-minute group switches on the first day of the session.
When will Discovery campers receive their activity schedule?
Discovery campers will receive their schedules on the first day of camp. If campers wish to make changes to their schedule(s), they may change them on the third day of camp, which is called “Change Day.” Changes are subject to available space.