Audubon Vermont has moved to a lottery system for camp registration. If you participated in our system last year, please know it should be simpler this year. Our goal is for a system that is as easy for those on the user end, while also producing clear and fair results.
Here is what to expect for Summer Camp registration 2025.
Summary for Summer Camp Registration 2025:
- Lottery Registration: You have 10 days, from February 14th to 11:59pm on February 23rd, to add your camper to the lottery. On February 24th, you will automatically be added to the waitlist, and your entry won't be considered for the lottery. There is no fee to enter the lottery.
- Camp Selections: Each camper can be selected for up to 2 camps. Additional weeks can only be obtained if selected from the waitlist throughout the summer.
- Waitlist: If not selected in the drawing, your camper will stay on the waitlist for potential openings.
- Deposit: A minimum deposit of 30% is required to secure your spot if selected (please contact us if you need a payment plan). Failure to pay will result in a loss of your lottery space. Failure to request a cancellation will incur an administrative fee.
- Cancellation Policy: Full refund options and deadlines are provided. Cancellations after specific dates incur varying fees.
- Eligibility: Ensure your camper meets the eligibility criteria for participation in our camps. We are introducing an Eligibility Criteria this year to provide clarity on the requirements that someone must meet to be eligible for attending camp. Please review the criteria here.
How to Enter the Summer Camp Lottery:
- Registration Window:
- Registration opens Friday, February 14th and ends Sunday, February 23rd. You must use our online registration system via CampDoc to enter the lottery pool. During this period, you will add your camper(s) to the waitlists of camps you're interested in, but you won’t be registered just yet.
- Note: Everyone is waitlisted initially. This status will change if your name is drawn.
- Entering Your Camper:
- Log into CampDoc using the link provided on the Audubon Vermont Summer Camp website (coming 2/14) and select the camps for which you'd like to enter the lottery. The system will only allow you to add your camper to the waitlist for any week(s) you're interested in.
- A camper's name can only be drawn for up to 2 weeks of camp. Once selected for 2 weeks, they will no longer be considered for any other weeks. Unfortunately, we can't switch weeks after selections are made.
- Lottery Process:
- After the registration window closes on February 23rd a lottery will be run. You’ll find out if your child was selected by March 7th. Those who are not selected will remain on the waitlist.
- CampDoc will update your camper’s registration status if they are selected, and you’ll receive a balance due notification.
- After the Lottery:
- Once notified that your camper has been selected, you’ll have two weeks (until March 23) to pay the non-refundable 30% deposit or full balance to secure their spot. Failure to do so by the deadline will move your camper to the waitlist.
- If you cannot accept the camp slot, you must submit a cancellation request through CampDoc to avoid an administrative fee.
- Full payment is due by April 21st or you risk forfeiting you space at camp.
- What Happens if Your Camper is Waitlisted:
- Even if your camper is waitlisted, openings may become available if other families cancel or are unavailable. Families on the waitlist will be contacted as spaces open up, sometimes even just before the camp session begins.
- CampDoc Registration Details:
- Adults are considered the "user" on CampDoc, while campers are "participants." For detailed help on how to sign up or register, follow these instructions:
- Important Dates:
- Registration Window: February 14th – February 23rd
- Lottery Drawn: March 7th
- Deposit Due: March 23rd
- Cancellation Request Deadline (for no fee): March 23rd (for those selected on March 7th)
- Full Payment Due: April 21st (or establish a payment plan before this date)
- Missed Lottery Window:
- If you miss registering for the lottery window, you will be able to add your campers to the waiting lists and will be eligible for any camps that come open as cancellation requests come in. We are unable to give time estimates of when you might get in.
- Cancellation Policy:
- If you do not want a space you were awarded in the lottery, please submit a cancellation request. If we cancel for you because you did not make a deposit by the deadline, we will charge a $35 administrative fee to process the cancellation for you.
- If Audubon cancels a camp we will provide full refunds of payment or you will have the opportunity to donate your funds. Refunds will NOT be issued due to cancellations outside of our control, including but not limited to excessive heat, excessive cold, flooding events, snowstorms, or illness outbreaks.
- If you need to cancel, please submit a cancellation request through CampDoc. We will refund you as follows:
- If you are accepted into a camp from the lottery draw on March 7, you will have 2 weeks to cancel for no fee if you do not want those spaces.
- Cancellations made between 3/24 and 4/1 will be refunded payments that exceed the non-refundable deposit.
- Cancellations made at least 4 weeks before program start date will be refunded 50% of the tuition fee.
- Cancellations made at least 2 weeks before a program start date will be refunded 30% of the tuition fee.
- Cancellations made less than 2 weeks before a program start date will be refunded 10% of the tuition fee.
- Because waitlist spots often come available at the last minute, we ask that families who take these spots commit to coming. After 24 hours of accepting the space, payment is expected, after which point you will be held to the cancellation policy above, regardless of when you accepted the camp space.
Please call Debbie Archer (802-434-3068x13) to discuss refunds and cancellations In the case of severe illness, injury, or family emergency.
