Running a day camp can be a rewarding experience but comes with the responsibility of ensuring the health and well being of the children under your care. You will want to make sure you are in compliance with the rules and regulations in your state and that you have adequate liability protection in place.
License to Run a Day Camp
Which agency has oversight over regulating day camps varies depending on what state you are in. In some places, it is the health department that is in charge, while in others it is the department of recreation or a local county or city agency. There is a National Database of Child Care Licensing Regulations that you can check to find the agency in charge of regulating day camps in your state.
Most children’s day camps need a permit or license to operate. Rules for day camps are often different from those applicable to overnight camps or other child care programs. Licensing applications for day camps generally require information about staffing, safety plans, insurance, hours of operation, number of children, location, and types of activities. For higher risk activities like swimming or archery, you might have to show that you have added safety measures in place like lower staff to camper ratios. The permitting agency may want to do an inspection of your facility before issuing a permit.
In some cases, day camps offered through a public school or under other temporary or special circumstances are exempt from general licensing rules. If that’s the case, make sure you have put in place on your own proper measures regarding the health and safety of the campers and have thought through potential liability issues (like insurance) that might otherwise be addressed in the permitting process.
Policies, Procedures, and Paperwork
Because day camps involve parents placing children under your care--with serious high risk exposure if something were to go wrong--you will want to have all the proper procedures and paperwork in place to protect you and your business. This includes well drafted camper registration forms, thorough staff evaluation and vetting procedures, comprehensive emergency action plans, and parental releases and consents as needed. You should also have clear rules and procedures that cover, among other things, required medical disclosures and authorizations (including food and other allergies), pick up and drop off procedures, disciplinary procedures, and emergency contact information.
To make your life easier, it’s always a good idea to also have clear, easy-to-find policies regarding payment deadlines and refunds. You may also want policies for camp cancellations due to poor air quality, power outages, or other emergencies.
Day Camp Insurance
Insurance is usually required for day camps as part of their general licensing requirements. The amount and type of liability coverage you have to maintain will depend on the rules in your state. In addition to general liability insurance, you should consider whether you need an umbrella or "excess" policy, property insurance, workers compensation, commercial automobile liability insurance, professional liability insurance, and health insurance coverage for your owners, staff, or campers. You also may need coverage for specific adventure-based activities your campers and staff engage in.
Many insurance companies offer specific day camp insurance policies. The insurance company may require an inspection before agreeing to insure you. Check with a professional insurance agent to make sure all your needs are met.
If you haven’t done so already, you should also consider creating a limited liability company or corporation for your business to provide you with personal liability protection from your camp operations.
Criminal Background Checks
If you run a day camp, you will want to make sure that any counselors or adults in charge of supervising children don’t pose a threat to them. The American Camp Association (ACA), a nationally recognized camp accrediting organization, recommends criminal background checks for all camp staff and volunteers with access to children. Even if you operate in a state that doesn't require criminal background checks, best practices are to follow this recommendation from the ACA.
There is no single database for criminal background checks. Each state has its own rules on what information is available to whom and for what purpose. You will have to check your state’s rules to find out what type of background check you can do.
Children With Disabilities
As a day camp owner, you should be familiar with the protections afforded to campers under the Americans with Disabilities Act (ADA). The ADA prohibits discrimination against anyone with a disability from mainstream access to programs. This protection extends to campers at privately run recreational programs like day camps.
Basically, under the ADA you are required to make reasonable accommodations to allow access to children with disabilities unless you can show that it would create an undue burden (usually related to cost), fundamentally alter your program, or pose a safety risk. The ADA doesn’t specify all disabilities but food allergies and the need for a service animal are examples of things that may fall under the protection of the ADA.
This doesn’t mean you have to accept all camp applicants but you should make sure you don’t exclude anyone due to a disability or, if you do, that you have a justifiable fact-based reason for not being able to make a reasonable accommodation. In all cases, you should handle these situations with sensitivity and care.