Camper forms must be completed and submitted through your online account no later than two weeks before the start of your camper’s session. Please contact us at registrar@hayowentha.org or 231-544-5915 if you run into any challenges.
For all campers at the time of registration
The following forms are required for all Overnight Campers at the time of registration:
- Out-of-Camp Authorization Form: This is your permission for your camper to leave camp and participate in their expedition according to the program they are enrolled in, as well as other off-site opportunities.
- Photo Release Form
- YMCA Hayo-Went-Ha Camps Agreement & Release of Liability
- Challenge Course Agreement & Release of Liability
For all overnight campers, before arriving at camp
The following forms are required no later than two weeks before your camper arrives at camp:
- Camper Health History Form (online): Your camper’s medical information/health history.
- Camper Confidential Form (online): This form allows our staff to get to know your camper a little better. You can also let us know about any behavioral issues or challenges your family is facing. It is always better to share any information that might help us care for your camper than to find out for ourselves.
- Camper Immunization Record: Submit a copy of the immunization record via the Upload function in your online account.
- Camper Physical: This must have been completed no more than one year from the start of your campers’ time at camp. Using our form is preferred, but a copy of a recent sports or school physical is acceptable as well. Most physicians will complete our form based on a recent well-child visit.
- Pickup Authorization Form (online): The authorization form must list anyone who might pick up your camper apart from the caregivers identified in your account, even in case of emergencies.
- Camper photo (optional): This can help us identify campers in case if an emergency and is strongly recommended.
For all Day Campers, before their first day at camp
- Camper Health History Form (online): Your camper’s medical information/health history.
- Camper Confidential Form (online): This form allows our staff to get to know your camper a little better. You can also let us know about any behavioral issues or challenges your family is facing. It is always better to share any information that might help us care for your camper than to find out for ourselves.
- Pickup Authorization Form (online): The authorization form must list anyone who might pick up your camper apart from the caregivers identified in your account, even in case of emergencies.
- Camper photo (optional): This can help us identify campers in case of an emergency and is strongly recommended.
For all campers who are traveling internationally
Additional materials are required for all campers who will be crossing an international border as part of their expedition. This applies to all campers enrolled in the Kayakers, Bush/Nejee Rangers, or Alaska programs. These requirements have changed as of the 2025 summer season based on new requirements by the government of Canada.
All campers must travel with:
- A valid passport from the camper’s country of origin.
- A letter from their legal guardians granting permission for their camper to travel with Hayo-Went-Ha Camps staff and the address and telephone number where the legal guardians can be reached. [link a sample letter]
- Copies of the legal guardians’ passports or government-issued ID that will accompany their letter.
For all campers who are flying to camp
- Airport Transportation Form: Use this form to provide the camp staff with your camper’s flight details when flying in/out of Traverse City.
For all campers who are participating in SCUBA Programs
- Bubblemake SCUBA: complete the participant statement for that program.
- Discover SCUBA: complete the participant statements for both Bubblemaker and Discover Programs.
