Camper Guidelines & FAQs

We are excited to serve your child at Camp Eagle! Therefore, safety, supervision, and fun are of the utmost importance to us.

At Camp Eagle, we strive to minimize distractions and maximize the Lord Jesus Christ in an environment where campers will have a phenomenal time! With this in mind, we have created these guidelines and information to make this the best time of your camper's summer and possibly their life! Our goal is to have an environment where campers enjoy an outdoor experience, friends, games, and life-changing experiences without pressures and distractions. Your cooperation with all written, implied, and/or verbal camp policies is greatly appreciated and expected.

Check-In - Summer Camp Programs

All Campers MUST have the online forms completed before arriving at Camper Check-in (Overnight Campers and Day Campers) for their stay at Camp Eagle. Please make sure all forms have been completed online by logging in to the Camp Eagle Portal and checking the Forms page located under the “view details” for the CURRENT YEAR of the portal. Please make sure an updated photo of your camper has been uploaded to the Camp Eagle Portal.  This can be done by logging into the portal, selecting "view details," and in the document upload section box, find "camper photo" and clicking "upload".  Select your photo and select "submit".  That's it!  This helps the Camp Eagle staff in so many ways!  Thank you!

Junior & Teen Overnight Camp: Please arrive at Camp Eagle on Monday between 9 and 10:30 AM. Every camper arriving for check-in must be registered online using the Camp Eagle Portal (for assistance, contact the Camp Office at 540-366-2433).

Lil' Eagles Overnighter: Please arrive at Camp Eagle on Friday at 4 PM. Every camper arriving for check-in must be registered online using the Camp Eagle Portal (for assistance, contact the Camp Office at 540-366-2433).

Day Camp: Please arrive daily (Monday - Friday) between 7:45 AM and 8:30 AM at your drop-off location. Every camper arriving for check-in at all drop-off locations must be registered online using the Camp Eagle Portal (for assistance, contact the Camp Office at 540-366-2433).

Need directions?  Click HERE!

Departure - Summer Camp Programs

Junior & Teen Overnight Camp: Please arrive for pickup at Camp Eagle on Friday between 3-4 PM.

Lil' Eagles Overnighter: Please arrive for pickup at Camp Eagle on Saturday at 4 PM.

Day Camp: Please arrive daily (Monday-Friday) for pickup between 4:45 PM and 5:30 PM at your drop-off location.  (Late pickups will be charged $1 per minute, due at the time of pickup.)

Camper Pick-Up & Drop-Off

Summer Overnight Campers are dropped off and checked in for their camp week at Joe Mama’s Coffee Shop, 411 Camp Eagle Road in Fincastle, between 9 and 11 AM.  Anyone may drop the Camper off and complete the Camper’s Check-In, however, they must have permission from the parent or guardian to sign permission forms (if needed) and answer any questions from the Camp Staff and Nursing Staff during the Camper Check-In process.  Payment for the Camper’s camp week is expected in full before or at Camper Check-In unless other arrangements have been made with the Camp Eagle Office.  

Summer Overnight Camper - Pick-Up is Friday between 3-4 PM at 411 Camp Eagle Road in Fincastle.  The Camper’s Authorized Pick-Up List is completed during the registration process and can be viewed and edited in the Camp Eagle Portal.  The form is located under the Household Forms (click “update”). Campers are permitted to leave with those listed on the Camper’s Authorized Pick-Up List only unless the parent or guardian has set a Pick-Up Password.  Anyone with the Pick-Up Password will be permitted to pick up the Camper.  Listing someone in the family household does not automatically allow the Camper to be picked up by that person unless they are also on the Camper’s Authorized Pick-Up List or have the Pick-Up Password. If someone attempts to pick up the Camper without the proper permissions, one or both parents or guardians will be contacted by the Camp Office, the Summer Camp Director, or the Associate Pastor for Camp Ministries for verbal permission before allowing the Camper to leave Camp Eagle’s property. Once verbal permission is granted, that person will be added to the Camper’s Authorized Pick-Up List and released to their care.  In custody cases, a court order stating the details of the custody agreement must be submitted to the Camp Eagle Office. 

Summer Day Campers are dropped off and checked in daily (Monday-Friday) at Joe Mama’s Coffee Shop Porch or RVCS|SBC lower playground (according to the Drop-Off & Pick-Up location selected during Camper registration) between the hours of 7:45 and 8:30 AM.  If the Camper is dropped off at RVCS|SBC, the bus will leave promptly at 8:30 AM.  Anyone may drop the Camper off and complete the Camper’s check-in, however, they must have permission from the parent or guardian to sign permission forms (if needed) and answer any questions from the Camp Staff and Nursing Staff during the Camper Check-In process.  Payment for the Camper’s camp week is expected in full before or by the Camper Check-In unless other arrangements have been made with the Camp Eagle Office.  

Summer Day Campers are picked up daily (Monday-Friday) between 4:45 PM and 5:30 PM from the designated Pick-Up Location (Camp Eagle or RVCS|SBC) selected during Camper registration. The Camper’s Authorized Pick-Up List is completed during the registration process and can be viewed and edited in the Camp Eagle Portal.  The form is located under the Household Forms (click “update”). Campers are permitted to leave with those listed on the Camper’s Authorized Pick-Up List only unless the parent or guardian has set a Pick-Up Password.  Anyone with the Pick-Up Password will be permitted to pick up the Camper.  Listing someone in the family household does not automatically allow the Camper to be picked up by that person unless they are also on the Camper’s Authorized Pick-Up List or have the Pick-Up Password. If someone attempts to pick up the Camper without the proper permissions, one or both parents or guardians will be contacted by the Camp Office, the Summer Camp Director, or the Associate Pastor for Camp Ministries for verbal permission before allowing the Camper to leave Camp Eagle’s property. Once verbal permission is granted, that person will be added to the Camper’s Authorized Pick-Up List and released to their care.  In custody cases, a court order stating the details of the custody agreement must be submitted to the Camp Eagle Office. 

Authorized Pickup List

Your Camper's safety is very important to us.  Thank you for providing a pickup list for your Camper so we can partner with you to keep your Camper safe.

In the Camp Eagle Portal under Household forms, please list anyone, including the parents or emergency contacts, as a pickup person if you would like your Camper released to that person. If your Camper is coming with a Church Group and you would like to permit that Church to pick up your Camper, please list the Church's name.  Camp Eagle will release your Camper to the leader of that Church Group if you have listed the Church's name as a pickup person.

You may select a pickup password.  This password can be given to others and used to pick up your Camper.  If a password is not selected, only those on your pickup list are permitted to pick up your Camper. 

If a person attempts to pick up your Camper and they are not on your pickup list, your Camper will not be released until the Camp Eagle Staff verifies with one parent and is given permission to release your Camper to that person.  That person will be added to your Camper's pickup list upon that parent's verbal instructions.

Changes can be made at any time in the household forms section. 

Discounts

Camp Eagle offers several discounts for Overnight and Day Camps. To review these opportunities, click HERE!

What to Bring

Overnight Campers: Bible, notebook or journal, pen or pencil, sleeping bag or bed roll (bunk beds are full-sized TWIN mattresses), pillow, towels, toiletries, flashlight, disposable camera, light jacket or sweatshirt, rain gear, two pairs of shoes, swimsuit, sunscreen, bug spray (if desired), camp appropriate clothing, and spending money. Please mark all belongings.  If your camper is registered for Horsemanship, one pair of long pants is required. Cameras are permitted, and disposables are recommended. Cameras attached to phones are not permitted. The Camp Eagle Staff reserves the right to confiscate items that we deem inappropriate or detrimental to campers or the camp experience.  For your Camper’s printable packing checklist, click here!

Day Campers: Monday - Friday Day Campers, please come wearing your swimsuit and sunscreen. For Day Campers, this saves A LOT of time and gives them more swim time! Bring a towel, bug spray (if desired), spending money, and sunscreen to reapply after swimming. Please mark all belongings, especially your Camper's backpack, with their name. 

What Not to Bring

Radio, personal listening devices, cell phones, TV, electronic games, cigarettes, vapes, drugs of any kind (except for prescription/nonprescription medicines that will be checked in with the camp nurse), alcoholic beverages, fireworks, firearms, knives, weapons of any kind, magazines, pets, skateboards, food or drinks.

Phone & Electronic Policy

Our goal is to provide an enthusiastic and interactive atmosphere that minimizes distractions, emphasizes fun, and provides relaxation with an opportunity to meet new friends. We ask that you "unplug" and take a vacation from cell phones, video games, computers, TV, personal listening devices, social networks, and any other gadgets for your camp week by not bringing them to camp. (*Camp Eagle does not provide a phone for campers to call home. If the camper is struggling with homesickness, the Camp Director, Associate Pastor of Camp Ministries, or the Camp Nurse will contact the parents.)

Spending Money

You may add spending money (canteen money) to your camper’s account at any time. You can add additional money after you have already added funds during registration. Doing this through the Camp Eagle Portal is simple if you know how.
These steps will hopefully help you navigate with ease:
1. Under View My Registrations - scroll to the bottom and locate “Continue a Registration in Progress” and select “Continue application”
2. Locate the camper you desire to add canteen funds to and click their name at the top under “Select Sessions.”
3. Select the desired camp session to add the canteen funds to and click “show details.”
4. Under Camp Store & Canteen Deposit, select the desired amount to deposit
5. Click “Continue” at the bottom. If “Continue” is not green, you may have to deselect any camper you are not making changes to; if multiple campers are selected, then click “Continue”.
**Please note, due to a system limitation, you cannot select the same canteen deposit twice. If you would like to select the same amount for the deposit, please contact Jackie in the Camp Office (campinfo@sbcfamily.org or 540-366-2433) to have the canteen deposit manually added to your account, then you can proceed with the payment through the Camp Eagle Portal.

Overnight Campers: Concessions, hats, t-shirts, souvenirs, and more (like crafts, books, etc.) can be purchased from the Country Eagle Gift Shop throughout the camp week. Suggested spending money for the week is $75. Any funds added to your camper’s canteen balance after Camper Check-In may take up to 24 hours to show on their account at Camp Eagle. Refunds for excursions and canteens may be posted back to the household account and refunded to the parent using a previously used credit card (if available), or mailed a check on the final day of overnight camp. Any individual Camper Canteen balance of less than $5 will be invested in reaching souls for Christ.

Day Campers: Lunch is included in the Day Camp tuition. Additional snacks, hats, t-shirts, and souvenirs can be purchased at the Country Eagle Gift Shop. Suggested spending money for the week is $50. Any funds added to your camper’s canteen balance may take up to 24 hours to show on their canteen account at Camp Eagle. Day Camper’s Canteen balances roll over from week to week and will be refunded at the end of the summer camp season. If you would like a refund sooner because your camper will not be returning, please notify the Camp Office so we can expedite your refund. Any individual Camper Canteen balance of less than $5 will be invested in reaching souls for Christ.

Every camper arriving for check-in at all drop-off locations must be registered online using the Camp Eagle Portal (call the Camp Office for assistance - 540-366-2433).

Payments

Payments for tuition, canteen, gift shop, and excursions can be made at any time before the start of the camper’s camp week. The tuition payment is requested the week before the camp week begins, but is not required and expected in full until the Monday of check-in for both Day Camp and Overnight Camps. (Camper payments attending with a Church Group will be arranged by the church you are attending with as a group.) All Day Camp and Overnight Camps require a non-refundable deposit to secure their spot at Camp Eagle. This deposit is not refundable if the camp is cancelled. The deposit may be transferred to another camp week.

A camper may not attend the camp week (Day Camp or Overnight Camp) if the tuition payment has not been paid in full at the time of check-in unless other arrangements have been made with the Camp Office. *If the Camp Staff registers your day camper because they were not registered when they were dropped off at the drop-off location, then the daily day camp rate will be charged, even if the camper is attending all week.

You may add to a camper’s canteen at any time. It may take 24-48 hours to post to their account, depending on the internet connectivity at Camp Eagle. If the additional funds did not have time to post to their account, they will be refunded as unused spending money. Payments may be completed at any time through the Camp Eagle Portal.

Refund/Cancellation Policy

Deposits are non-refundable. Refunds will not be given for early departures due to homesickness, disciplinary issues, family obligations, sports obligations, or any other early departure that is deemed non-refundable by the camp staff. A prorated refund minus the deposit may be given for early departures due to physical sickness, injury occurring while at camp, family emergencies, or any other departures deemed refundable by the camp staff. Camp Eagle reserves the right to determine non-refundable and refundable departures.

HOMESICKNESS POLICY

It is our goal to minister to every camper in a loving and caring way. Some children are ready for a week at summer camp, and some are not.  If you suspect your child may be prone to suffer from homesickness, you may want to try the Lil' Eagle's Overnighter or Inside Out Day Camps.  If you would like to read our parents’ help page on Homesickness, how we handle it, and how you can prepare your child for camp, click here.

Additional Excursion Permission Forms

Horsemanship and Tubing the James are the only add-on excursions that require an additional release form. These forms are completed digitally through the Camp Eagle Portal. Once you have added the desired excursion to your camper’s cart, the necessary form will become available. Please make sure you have completed all the necessary forms to ensure your camper’s participation in these excursions. A sample PDF version of these forms is available for your review: Horsemanship Release Form, CLICK HERE, for the Tubing the James Release Form, CLICK HERE. (Please do not print these forms and bring them to Camp Eagle, they are just samples. These forms must be completed online via the Camp Eagle portal to be valid.)

Clothing Guidelines

Our guidelines are in place to ensure all campers are comfortable and dressed modestly, and distractions are minimized.  Our dress guidelines are in place to assist all campers in having a phenomenal time without being hindered and/or offended by clothing. Campers wearing shirts with symbols or messages that are deemed inappropriate by the Camp Staff will be asked to change their clothing.  The Camp Eagle Staff reserves the right to ask any person to change their clothing to minimize distractions and maximize the camp experience. 

The campers have started a tradition of dressing a little nicer for dinner and the evening camp services.  While this is NOT required, it does bring an opportunity for campers to dress up just a little.

Boys: Tank tops and sleeveless shirts are not permitted. Shirts must cover the mid-section when the hands are raised. 

Girls: Tank tops and sleeveless shirts are not permitted. Shirts must cover the mid-section when the hands are raised. Shorts must reach the center of the thigh.  Only modest swimsuits are permitted. Modest one-piece swimsuits are encouraged, however, two-piece swimsuits are permitted if the top piece touches the bottom piece. Dresses and skirts should touch the wearer’s knees when in a seated position. Low-cut shirts are not permitted. Tight-fitting garments are not permitted.

Health & Safety

All campers with contagious diseases or conditions, including lice, are not permitted to attend camp. Camp Eagle has a "zero nits" lice policy.  During the Check-In process, all overnight campers must check in with the Camp Nurse before meeting their Counselor and cabin group. The Camp Eagle Nurses or medically certified staff administer prescription medication and over-the-counter medications (OTC) while the camper is at Camp Eagle. All water activities are lifeguard-supervised. For enhanced safety, all campers are required to wear a life jacket, which is supplied by Camp Eagle. Your Camper’s registration includes a medical questionnaire and a Medical Authorization and Assumption of Risk Participation and Indemnity Agreement. To read the Medical Authorization and Assumption of Risk Agreement, please click here.

Wellness Policy: If your camper develops a fever over 100.4 or is vomiting, the camper's parents, or the emergency contact on file, will be contacted to pick up the camper immediately. Your camper must be symptom-free for at least 24 hours before returning or attending camp. This is to protect the wellness of all campers, leaders, and their families. Please make sure you have an emergency contact on file in case of illness or emergency.  By completing your camper's registration and signing the Medical Authorization waiver, you are agreeing to the wellness policy for your camper. Camp Eagle will do everything possible to reschedule your camper’s week if the camper is sent home due to illness.

Your camper’s health and safety are important to us. If your camper has health needs that require additional assistance from our Camp Nurse, additional documentation may be requested from your Primary Care Physician (PCP) to properly care for your camper while at Camp. Examples of these circumstances may include (but are not limited to): asthma, diabetes, and allergic reactions. These health concerns may require an action plan from the Primary Care Physician, which can be uploaded securely in the Camp Eagle Portal. If you need assistance on how to upload your action plan, please contact Jackie at 540-366-2433.

For select activities and cabin assignments, Camp Eagle separates campers by gender. According to the Statement of Faith, we believe that God wonderfully foreordains and immutably creates each person as male or female in conformity with one’s biological sex. Gender is therefore a purpose of God’s good creation (Genesis 1:26-27), and a rejection of one’s biological sex is a rejection of this purpose for his or her life. When registering your camper, please select the gender (male or female) as assigned at birth.

Each staff member is carefully selected and interviewed extensively regarding their Christian walk, spiritual growth, attitude of service, and willingness to learn.  All staff submit to a federal background check, are rigorously trained, and are ready to build relationships with the campers.  Approved volunteers are also background checked while on the camp property when the camp is in session.  Parents are only permitted on the campgrounds during camper check-in and pick-up times. 

Disciplinary Policy

To ensure the safety of the campers and an orderly camp, the Camp Director or the Associate Pastor for Camp Ministries reserve the right to dismiss any camper, without refund, for reasons of safety, possession of any item on the “What Not To Bring” list, or inappropriate behavior. If a camper is dismissed from camp, the Camp Director or the Associate Pastor for Camp Ministries will have the parent or guardian immediately pick up the camper from Camp Eagle. Please carefully read all the information from this FAQs webpage and the Statement of Faith. By sending your camper to Camp Eagle, you are agreeing to cooperate in these areas and understand violations in these areas may result in dismissal from Camp Eagle.

It is vital that campers respect and obey Camp Eagle staff members for their own safety and the safety of others. When a camp rule is broken, this general disciplinary outline will be followed. Depending on the severity of the infraction, Camp Eagle reserves the right to skip steps in the discipline process. Refunds will not be given for days missed due to disciplinary actions.

Day Camp’s Disciplinary Process

1. The camp Counselor addresses the camper on why we cannot break that rule.

2. The camp Counselor takes time off from camp activities.

3. Upon repeated low-level infractions or one high-level infraction, the camp counselor takes the camper to talk with a director or the Associate Pastor for Camp Eagle. The director (or the Associate Pastor of Camp Eagle) and the counselor, together, hand out a punishment (time off activity, or sitting out with the director or the Associate Pastor). Speaking with a director or the Associate Pastor for Camp Eagle is considered a “strike” on the camper’s record.
   a. First Strike: The parent will be called, informing the parent/guardian of the incident. A written note will be sent home for both the camper and parent to fill out and return to a staff member the following day.

   b. Second Strike: The parent will be called, informing the parent/guardian of the incident. The parent/guardian will then make arrangements for the camper to be picked up as soon as possible from camp, and the camper will not be permitted to return to camp the following day.

   c. Third Strike: The parent will be called, informing the parent/guardian of the incident. The parent/guardian will then make arrangements for the camper to be picked up as soon as possible from camp, and the camper will not be permitted to return to camp for the remainder of the summer.

   Overnight & Day Camps

   Camp Eagle reserves the right to interpret what qualifies as a behavior that will not be tolerated. These behaviors will be met with the disciplinary process as outlined. Inappropriate behaviors include but are not limited to:

   • Disrespect toward staff, other campers, or facilities (mocking, defacing camp or personal property, disruptive behavior, stealing etc.)

   • Disobedience toward staff (insubordination, both intentional and unintentional)

   • Physical Infractions (shoving, pushing, hitting, slapping, kicking, etc.)

   • Verbal Infractions (unkind speech, inappropriate jokes, lying, cursing, etc.)

Meal Times at Camp Eagle

At Camp Eagle, the food is FANTASTIC!  Our staff does an excellent job of cooking and preparing tasty and healthy foods for your camper.  We make every effort to ensure each camper's dietary health restrictions are met.  However, sometimes it may be necessary for participants to send food because of special dietary needs.  Please specify the dietary needs on the camper's registration form.  Additional arrangements may be required.  Dietary preferences may not always be met. 

We have campers with food allergies and sensitivities, like tree and peanut allergies. Your camper’s safety is of the utmost importance.  At Camper Check-In, you and your camper will check in with the Camp Nurse.  She will review all the details concerning reactions, the response necessary, and any other medical concerns.  While the nurse is not on the campus at all times, our counselors and staff are well-trained and instructed on each camper’s medical needs.  You may bring food for your camper, which can be heated as necessary by our kitchen staff.  Often, parents will bring a cooler containing all the safe foods for your camper.  The kitchen staff will unload it, store those items in our kitchen area, and prepare it for your camper. The Food Service Director will be informed of the restrictions and allergies upon receipt of the camper’s registration form, which will contain all the important information entered during the registration process.  There are many options on the menu that your camper may be able to consume safely. Fresh fruits, grilled chicken, chips, and fresh veggies are all options throughout the week. 

The lists below are subject to change without notice and are not all-inclusive:

Camper Mail

You can send your camper an email while they are away. Click HERE to see the available care packages.  If you have questions, please call Jackie at 540-366-2433.

We strongly suggest that you do NOT send mail to the campers at the address below. The mail service to Camp Eagle is unreliable, and we frequently have stacks of letters to return to the sender due to their late arrival. If you decide to attempt the US Postal Service, here is how to label the letters and packages. Camp Eagle does not guarantee delivery of any item sent through the US Postal Service. If a letter or package is received after your camper has left camp, we will return it to the sender, if possible.

Camp Eagle
Camper's First and Last Name
411 Camp Eagle Road
Fincastle, VA 24090

Please do NOT mail your camper's mail to the PO Box or the Williamson Road address.  The camper will not receive it.

CAMP EAGLE OFFICE

Camp Eagle Office hours are 8:30 am to 4:30 pm and is located at 6520 Williamson Road in Roanoke. Please call 540-366-2433 for assistance. If you leave a message on the voicemail after hours, please note a reply to your voicemail may come via email. The Camp Office phone is monitored until 11 pm. Messages via email or voicemail will be answered as soon as possible. Thank you for your patience as we serve you and your camper.

Lost & Found

Lost items, with an estimated value of $75 per item or greater, will be kept for one week and then discarded.  All other items will be discarded after the camper departs from their week of camp.  Camp Eagle is not responsible for items lost, left at or removed from Camp Eagle property, including any excursion location or any of the drop-off locations.  All belongings should be marked with the Camper's name.  Items with an estimated value of $75 per item must be identified and claimed at Camp Eagle by appointment only.  Please call the camp office to make an appointment at 540-366-2433.

Visitors

Safety is one of our primary concerns. For this reason, while camp is in session, visitors are prohibited. Special exceptions may be granted by the office prior to a visit. Camp Eagle reserves the right to decline any visitation request.

Photographs and videos

By registering my camper for camp, I give my permission for my camper(s) to be photographed or videotaped while participating in the events at Camp Eagle. I give Camp Eagle and their agents permission to use or distribute such photographs or videos for any reasonable purpose including advertising and promotion. I understand this consent complies with Section 8.01-40 of the Code of Virginia or its equivalent.