Trackers Bay FAQ - Trackers Earth Bay Area

Frequently Asked Questions

Important Documents What do I need to read?

Will you read each link below like you’ve never read them before? Of course you will! Seriously, it’s a page turner. We change it up just to see if you’re paying attention. This enthralling body of work includes:

Program Information

Packing What do I pack?

See the links below to find the packing list for your program. Always put your or your child’s FULL NAME on as many items as possible. Pack as lightly as you can!, but do include the right gear needed for the day . Keep it light and tight! Everything should fit into a single pack—nothing clipped onto the outside. Be ready! Check the NOAA weather report every morning to guide you in what to pack.

ROCK OUT to Trackers Earth Campfire Songs on Spotify every morning on your way to camp! Follow along with our Trackers Campfire Songbook.

Location Where do programs go and what does transportation look like?

At Trackers, most of our programs are transported, with the exception of Studio programs. We travel from the drop-off location to wilderness areas and other epic locations. We go beyond paved trails to visit real nature! We choose our sites based-on program goals and proximity. Often, the closest urban parks have restrictions on outdoor skill activities to maintain sustainable public access. To explore many of our wilderness survival skills, we may have to go a little farther afield - but it's worth it! Our bus travel times vary, but typically range from 20 - 65 minutes each way. Rare but special events, such as crabbing on the Oregon Coast, may have a longer travel time. But travel time is camp time, filled with songs, stories, and engaging activities for everyone on board. Students are transported on passenger vans, short buses, and full-size school buses, by fully-licensed and qualified drivers.

Transportation Vehicles How does it work?

Students are transported on passenger vans, short buses, and full-size school buses, by fully-licensed and qualified drivers. The majority of our buses are leased from the same providers that charter with local school districts. All vehicles operate in accordance to federal and local state motor regulations. Due to safety regulations related to roadside evacuation, full-size school buses utilize compartmentalized seating as their primary safety feature. School buses with compartmentalized seating feature a better safety record than other vehicle types and do not require restraints, car seats, or boosters. Passenger vans and short buses used for our older grade camps have restraints.

Found, Not Lost Museum Where do I find it?

Label all items with your child’s FULL NAME. This helps our Guides identify who owns the mysterious artifact left behind. We display unclaimed artifacts in our “Found, not Lost Museum” at each pick up and drop-off site. You can reclaim your curios during Check-In/Check-Out. If your missing artifact is located, we'll try to contact you once we escape any large rolling boulders. Museum viewing outside of camp Check-In/Check-Out hours is by appointment only. Schedule with our Family Success Team at hello@trackersearth.com.

Challenging Conditions How do you deal with challenging weather and other conditions?

We feel our core purpose is to educate our participants on how to properly prepare and thrive in challenging conditions—weather or otherwise. With diligence and an unending commitment to safety, we can educate everyone to adventure in all environments for a successful life outdoors! In some circumstances, challenging conditions may require us to modify normal activities or site locations. On Adventure (Transported) programs, Trackers may likely pivot to an indoor location at or well within 15 minutes of the original drop-off location while carefully monitoring indoor environments. We also reserve the right to offer an early release those days. In both instances, no refund can be given as camp continues. When we’re unable to modify our normal activities, Trackers can cancel programs and schedule a make up day. When make up days are provided, refunds can not be made available. If changes to programs need to be made, Trackers will make a decision by 6:30 am the day of programming. We will contact families via text and email. Please see our complete procedures for Challenging Conditions. Every individual has their own comfort threshold. When dealing with challenging conditions, Guardians and parents are urged to use their best judgment regarding their own child.

Check-in/Check-out

Update Authorized Pick-ups

You need to update for any additional humans authorized to pick up your children. We cannot immediately release youth if someone is not on your list (this is a good thing). Any additions that are not on the roster may be given directly to your Family’s Guide at check-in.

Login here
Go to Authorized Pick-up Names
Click Save Settings to confirm your edit

Photo ID Do I need it?

Everyone picking up a child must show a legal photo ID during Check-Out. We understand that the unexpected can occur. If your ID was eaten by a Catbus or pilfered by a pirate, we work diligently to resolve any issues. Our goal is to prioritize the safety of your child.

Independent Release How can my child self check-in & check-out?

We recognize many older youth arrive at camp independently. Legal guardians can sign a waiver that allows free-range youth to check themselves in and out of camp. To allow for independent release, do the following:

Login here
Go to Manage Independent Releases
Fill out the online form

Early Pick Ups & Late Drop Offs How do I schedule this?

We understand that sometimes parents need to pick up their children early or drop them off late. We want to make sure that our staff can focus on providing the best possible experience for all campers, so we ask that parents only request early pick ups or late drop offs when absolutely necessary.

Studio Camps To schedule an early pick up or late drop off with a studio camp (remains onsite), please contact the Family Success Team. You can also discuss this with your guide at check in.

Adventure camps Due to the nature of Adventure Camps, which transport campers to different sites throughout the week, any late drop offs or early pick ups must be processed by Noon. Please contact the Family Success Team for assistance or discuss this with your guide at check in. Meeting locations will need to be confirmed the day of.

Here are some tips for requesting an early pick up or late drop off:

Give as much notice as possible.
Be specific about the time you need to pick up or drop off your child.
Provide a reason for your request.
Be respectful of the staff's time and resources.

Unregistered Late Pick-Up How’s that work?

Unregistered late pick-ups mean check-out past your official program ending time or your pre-registered After Camp ending time. For late pick-ups we must charge a fee of $10 for the first 10 minutes. After that we charge $25 fee for an unregistered After Camp day. Pre-register to save on After Camp. After Camp is only available for Break Camps. Register here:

Medication Information

Day Camps How is medication administered?

We do not directly oversee medication administration at our day camps. Campers must bring medications in original packaging, labeled with name and dosage, and keep them in their backpacks. If your child has an EpiPen or inhaler, they should carry it and inform the instructor of its location for emergencies. Campers are responsible for self-reminding and self-administering medication during camp activities.

Overnight Camps How is medication administered?

Campers must bring medication to camp in the original packaging (with name and dosage). Medication must be turned in to their guide at check in. All medications are kept in a lock box or in the guides pack during day activities. Campers must self-administer medication while at camp with us. Our guides can help provide a reminder with an alarm for when to take their medication and witness it being administered.

Registration Information

Confirmation & Reminders When do I get them?

Confirmations come automatically with registration. Reminder emails are delivered one week before a program start date. The email contains the Check-in/Check-out times, address, team numbers, and what to pack.

Friend Requests When do I get them?

Groups are divided into smaller teams. To help your child get into the same team as their friend, you must make friend requests well in advance. We understand that for some kids, our programs are an opportunity to spend time adventuring with old friends while making new ones. We go to great lengths to make sure friends are placed together. Friend requests may be updated by logging into your user profile or by contacting us at hello@trackersearth.com.

Please Note Friend requests must be 10 days prior to the start of camp. We may not be able to honor requests made after this cut-off. Campers must be registered for the same grade and camp theme in order to be placed together, and all friend requests must be mutual (your child's friend must also request them). Please double check your registration to ensure your camper is enrolled in the same grade and camp theme as any friends. In order to keep group dynamics balanced, we ask that you do not request for your child to be placed with more than one other camper.

Grade Level Which grade should I register my child for?

Please only register your child for their Grade or Age range. Do not fudge this. Our super intelligent AI robot will catch it. Use the following guidelines:

Summer Camp Register for the grade your child WILL ENTER the following fall.
School Year Programs Register for the grade your child will be CURRENTLY ATTENDING during the program dates.
Homeschool Programs Register for the age your child WILL BE during the program dates.

Registration How long are camp registrations kept open?

Summer Camps Summer camp online registration is kept open until 6 PM the Sunday before the camp's start date, provided there is space availability. We close camps to allow time for staff to prepare camp rosters. If assistance is needed, guardians can also reach out to Family Success during office hours for enrollment support. If a desired camp is full, consider signing up for the waitlist (see Program Dates Full information below).

School Year Programs To ensure families have all the information they need, online registration for school year programs like Apprenticeships, After School, and Homeschool closes the Friday before the program begins. If space is available, late registration can be accommodated with the help of our Family Success team during office hours. Program fees will be prorated based on your student's start date. Contact Family Success at hello@trackersearth.com to find out if there is space available.

Program dates full? Get on our waitlist, this is how it works

Joining a Waitlist lets you receive a Waitlist Alert—this tells you a space has become available. Everyone on the Waitlist receives such an email saying we have publically reopened the program session. We do this to ensure that reopened space fills in a timely manner. First person to register secures the spot. Registrations must be completed at our website.

The email contains a link to the registration page.
The "Add to Cart" button shows if the space is still available.
Once the open space has filled, the program is closed online and no longer available.
The open space is filled if the "Join Waitlist" button shows again for your desired program date.
You will receive an alert email each time another space opens.

Because of the immediacy of the Waitlist Alert, friend requests cannot be guaranteed.

Financial Information

Tax Information What is your Tax ID for tax purposes?

Trackers Earth
Tax ID # 47-2600009

Refund What is your Refund Policy?

Participant Cancellation Policy

All our programs have limited spaces in teaching groups to ensure a quality experience. All spaces in the program allow us to fulfill the commitments to our educators and steward the wildlands we visit. We cannot credit, refund, or prorate tuition for scheduled absences, no-shows or days missed due to illness or injury. All our cancellation guidelines and policies are based on our duty to these needs and obligations.

Summer Camps - If participant cancels...

Summer camp programs include any programs taking place during summer school break.

Summer Camp Cancellation Policy:

Cancellation before Feb 1: 65% of tuition is refundable
Cancellation on or after Feb 1: 35% of tuition is refundable
Cancellation on or after March 1: no tuition is refundable
All refunds are subject to a 3% processing fee
See program change information below as an alternative option.

School Year Camps - If participant cancels...

School year programs include any programs during the school year.

School Year Cancellation Policy

Cancellation 80 days before program begins: 65% of tuition is refundable
Cancellation 60 days before program begins: 35% of tuition is refundable
Cancellation 30 days before program begins are non-refundable
All refunds are subject to a 3% processing fee

Trackers Cancellation Policy

If Trackers must cancel before the start of a program session due to weather, AQI, health orders, or civic mandates (including Godzilla) you receive a 100% credit for another Trackers Earth program in the next 12 months.
If Trackers must cancel before the start of a program session for any reason NOT due to weather, AQI, health orders, or civic mandates (including Godzilla) you receive a 100% refund paid to the original payment method or as a credit for another Trackers Earth program in the next 12 months.
If Trackers must cancel after the start of a program session for any reason NOT due to weather, AQI, health orders, or civic mandates (including Godzilla) you receive a prorated refund or as a credit for another Trackers Earth program in the next 12 months.

For Adventure (Transported) Programs

During challenging weather events (i.e. heat, AQI) Trackers will likely pivot to an indoor location at or well within 15 minutes of the original drop-off location while carefully monitoring indoor environments. We also reserve the right to offer an early release those days. In both instances, no refund can be given as camp continues.

Program Changes Change Requests must be received in writing (via email)

Email requests to: hello@trackersearth.com
Change requests must be made at least 30 days prior to your original program’s start date.
Changes to a program will incur a $58 Administrative change fee
Changes are subject to availability
Until May 1st, the fees associated with change requests for the summer camps will be waived. However, any change requests received on or after May 1st will be subject to the regular change fee. It's important to note that the change fees apply per change request and not per camp change.

Scholarships Does Trackers Earth offer scholarships or discounts?

We do! We often offer discounts for our programs when they open for registration. Get notified about current discounts by subscribing to our newsletter here.

Trackers believes in providing opportunities for children to attend our programs in cases of true financial need. We are committed to serving as many families as possible. Scholarship funds are limited. Typical awards range from 10% - 25% of the program tuition with further consideration given based on financial need. Due to the large volume of requests we receive, awards are limited to one week of camp or one school year program per participant.

Trackers offers scholarships for school year and summer programs separately. To apply for a scholarship, please email hello@trackersearth.com to request more information.

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