Overnight Camp Information Guide
View the 2025 Summer Camp Guide!
With 27 new programs for 2025, Summer Camp is gearing up for its best year yet. Registration is NOW OPEN!
Our summer camp programming is designed to strengthen confidence, and help campers find and use their voice. We prioritize building strong, in-person connections with others, feeling included as part of a group, and developing new, concrete skills. We believe camp, now more than ever, is a crucial part of the fabric of Girl Scouts. We believe being outdoors, building social and emotional skills with others, forging in-person friendships, and using their agency to enact change in their units give campers a sense of self. We know there is no better place than Girl Scout camp.
Important Dates:
May 23: Final Payments and Summer Camp Health Forms Due
Apply for Financial Assistance
Become a Host Family!
Camp Holloway and Camp Sycamore Hills are host to over 20 international staff from many different countries! We’re looking for Girl Scout families to help our staff acclimate to the US, and to have a place to call home this summer. Host families will pick their staff members up from the airport, show them around Nashville, and provide a few nights of rest before bringing them to camp. For more information or to apply, click the links below!
Summer Camp Host Family Information Packet
Apply to become a Host Family!
- Registration Instructions - How to Use Camp Doc
We are processing registrations through Camp Doc this year! Be sure you have an account created before registration opens on January 16. Returning GSMIDTN campers who have used Camp Doc for Health Forms can use their current accounts, but should update their payment information. New campers should create a new profile to register. For more information and step-by-step instructions, click the button below!
- Registration Deadlines
Registrations must be received at least three weeks prior to the start of each camp program. However, many popular camp weeks develop waiting lists early in the year. Our programs are first come, first served.
In order to receive a discount on your program, you must register by 11:59 PM on the discount deadline date. Please be sure you have access to your Camp Doc account one week prior to any discount deadlines. This is a high volume time, and we cannot guarantee assistance in time for the deadline on these dates.
- Deposit
A non-refundable $75 deposit is required for each camp program you register for in order to save your space in that program. A deposit will not be required if there is a waiting list for a program – there is no deposit required to join a waiting list.
- Discounts
We are pleased to offer various discounts for Camp Holloway and Camp Sycamore Hills to registered members of GSMIDTN. Only one discount can be applied per camper per summer.
GSMIDTN members will receive a discount code via e-mail and text prior to registration opening. If you do not receive a code, or you registered as a Girl Scout after registration opened, please contact the camp team.
Military discounts are applicable to Active duty military, ARG, and Gold Star Families for registered members of GSMIDTN. Please submit proof of status to summercamp@gsmidtn.org for the military discount to be applied.
- Registering with a Buddy
Campers planning to attend camp with a buddy must register for the same week and program as their buddy, and each must list each other during the registration process. We are able to honor ONE buddy request per camper.
Why just one? We work to foster an environment where everyone is included and avoid situations in which one girl is left out. Large groups of buddies often have this effect. However, camp is a wonderful place to make new friends and try new activities! Troops registering for the same program will likely be housed together, but might be scheduled for different activities, or be in a different counselor group. There will be time at meals and in unit activities where they can spend time together.
- Non-Girl Scouts
Girls are not required to be registered members of Girl Scouts to register for summer camp. However, fees are higher for non-registered campers. In addition, only members of GSMIDTN are eligible for Early Bird, and Military Discounts.
- Grade Levels
Campers should register for a camp program reflecting the grade they will be entering in Fall 2025. Buddies must be in the same Girl Scout level and registered for the same program to live in the same unit. On rare occasions, campers can join a program for the age group they just left. These decisions are made on a case-by-case basis. Please contact a member of the camp team with questions.
- Waitlists
Some programs are in high demand and will fill quickly after registration opens, or early in the year. If your camper is placed on a waiting list, you have several options:
- Remain on the waiting list for an available space. The camp team checks waiting lists regularly and makes adjustments as they are able. Occasionally spaces open quickly, but sometimes they will not open at all. You may remain on the waiting list until three weeks prior to the start of your camp program.
- Transfer to a different camp program with availability
- Transfers
There is no charge to transfer your camp registration to a different week prior to May 23, and your deposit will also transfer as long as you’re transferring a week for a week. After this date, your deposit will be retained for the original week and full payment is required to secure a space in your new program. Deposits for cancelled programs that are not transferring to a new week will not be refunded. For example, if you’re registered for two weeks of camp, and cancel one week, but do not re-register for a second week, the deposit for the canceled week will be retained.
- Cancellations and Refunds
Deposits are non-refundable accept in the case of illness, or family emergency.
After May 23, 2025, no refunds will be issued except in the case of absence due to documented camper illness or injury or family emergency that occurs prior to the camp program starting. A statement from a medical professional must accompany any refund requests due to camper illness or injury. Campers who leave camp early due to illness, behavior, or other reasons, will not receive a refund.
A written request for a refund must be sent to the camp team in order to be processed.
- Protection Plans
Camp Doc offers protection plans through a third party as part of the registration process that will cover your expenses if you have to cancel your program and are not granted a refund. However, this is OPTIONAL.
GSMIDTN will grant refunds as outlined in our cancellation policy above, minus the non-refundable $75 deposit. To complete the registration process, you will need to select “Add Protection Plan” or “Decline Protection Plan” at the bottom of the page before continuing to the next page. GSMIDTN is not responsible to the administration of this plan.
- Packing Lists
- Financial Assistance
Partial financial assistance is available to registered members of Girl Scouts of Middle Tennessee and is limited to one camp program per camper per summer. Campers applying for financial assistance must be registered Girl Scouts by January 16, 2025. All requests are due by May 9, 2025. To apply, please register for camp, pay your deposit, and submit the financial assistance form.
All financial assistance is confidential. Campers who have applied for financial assistance should receive notice of their award amount within 3 weeks of their application. If you do not receive this information, please contact a member of the camp team or the Council Registrar.
If financial assistance is awarded, final payment is due on May 23, 2025, or you risk losing your registration space, financial assistance amount, and deposit.
- Camper Requirements
Girl Scouts of Middle Tennessee provides safe and affirming camp experiences to the girls we serve. We proudly offer a wide variety of activities with the goal of providing enriching experiences in areas that girls enjoy. We support campers wherever they are in life and feel privileged to create a safe space for those who join us. However, our facilities and programming limit the ways in which we can accommodate campers with differing needs.
We want everyone to be successful, and we find that campers have the best success if they can do the following:
- Be fully independent with hygiene (with reminders from staff)
- Use the bathroom, shower, and get dressed unassisted
- Live, shower, and dress in communal spaces. Privacy is an essential and fundamental right of everyone at camp, including in toilets, changing areas, and showers, which are single-use. Typical of most public bathrooms, many single-use stalls are located in one facility.
- Sleep in a room with other people and/or fall asleep without assistance. Our cabins and tents all hold multiple people; there is no situation in which a camper will have their own room.
- Follow verbal directions
- Understand and follow camp rules and expectations
- Be able to verbalize if they need assistance, are hungry, are hurt, etc.
- Be able to reasonably and age-appropriately self-regulate social and emotional needs
- Physical Needs and Accommodations
If your camper has physical restrictions and/or uses a wheelchair, crutches, braces, or similar assistive technology, please contact our camp team so we can plan the best possible experience for them. All campers must have completed forms in Camp Doc in order to attend. Completing a health history and providing other information equips camp staff to make sure your camper has a fantastic experience. If you have any questions or concerns about the questions in Camp Doc, please contact a member of the camp team so we can plan the best possible experience for them. While many programs are inherently inclusive or can be modified to meet the specific needs of our campers, we are not equipped or staffed to provide care for campers who one-on-one assistance. Activities such as high challenge, canoeing, kayaking, horseback riding and similar activities are challenging to access for those with mobility challenges and have limited adaptations depending on the challenges faced.
- Health and Wellness
To keep the entire camp community safe and ensure a positive experience for everyone, we will check for the following during camper check-in:
a. Fever of 100.4 degrees or higher.
b. Symptoms of any contagious condition.
c. Head lice or evidence of lice in any form.
d. Any injury or condition that needs immediate medical attention.
Campers may not remain at camp with a fever, signs of a contagious condition, or signs of head lice. If a camper is sent home at check-in, they may return with a signed letter from their physician stating that they do not have any contagious condition and are in good health. Arrangements to attend a later session may also be made with Camp Holloway or Camp Sycamore Hills in summer 2025 if space is available.
In the case of head lice, a camper must wait 24 hours, be free of signs of lice or nits, and get rechecked upon return. Final decision is at the discretion of the camp director or health officer.
- Physical Restrictions
To balance the demand for challenging activities and the safety and well-being of girls, staff, and animals, we offer the following programs and activities with restrictions as listed below.
If you have questions or concerns regarding a camper participating because of these restrictions or would like additional information on these restrictions, please contact a member of the camp team. We realize these restrictions may lead to sensitive conversations, and we welcome the opportunity to speak in advance of your camp program to discuss options and potential solutions.
Equestrian Programs
To protect the health and safety of our horses and participants, the maximum weight limit for participants in Girl Scouts of Middle Tennessee horseback riding programs is 200 lbs. Current research shows that horses should carry no more than 20% of their weight. Our limit is based on the size of our horses, weight of our equipment, and the type of activities we provide. As a Certified Horsemanship Association (CHA) accredited site, we have established this policy in accordance with their safety protocols and recommendations.
In addition, Camp Sycamore Hills Equestrian staff and facilities are not certified in therapeutic riding. Staff are limited in their ability to provide a safe experience for campers requiring physical or social accommodations while riding. Before deciding whether an equestrian camp program is a fit for your rider, please contact our Manager of Equestrian Programs so we can plan the best possible experiences for them. If we are unable to safely include your camper in riding activities, we will provide a reference for a trusted therapeutic riding facility.
Adventure Activities
Several of the activities offered at our facilities utilize specialized equipment. This equipment is designed with the safety of the participant in mind and has manufacturers-recommended limitations to minimize the risk of injury to the participant. To ensure all participants are able to utilize equipment safely, the following weight limits must be strictly enforced:
High Challenge, Rappelling, Tree Climbing 250 lbs.
Zip line, Flying Squirrel, Swing-By-Choice 250 lbs.
In addition to these weight limits, supplied harnesses and equipment must fit properly and securely. Fit will be evaluated by counselors and instructors on site.
In addition to the weight limits listed below, all participants utilizing watercraft (including canoes, kayaks, and CORCLs) on council properties are required to wear Coast Guard approved Personal Flotation Devices (PFDs) at all times. Usage of watercraft is dependent on proper fit of supplied PFDs and will be evaluated by the instructor/facilitator on site.
CORCLs and Kayaks 225 lbs.
Canoes 350 lbs.
- Required Forms
Campers must have complete forms through Camp Doc before they attend camp. This allows us to best prepare for your camper and any needs they might have. Please contact a member of the camp team if you’re having trouble filling out forms in the Camp Doc system.
- Check-In and Check-Out
Camp Holloway
Check In: Sunday, 3 PM – 5 PM
Check Out: Friday, 1 PM – 3 PMCamp Sycamore Hills:
Check In: Sunday, 1 PM – 3 PM
Check Out: Friday, 1 PM – 3 PMCamp Holloway Day Camp
Check In: 8:00 AM – 8:30 AM
Check Out: 4:00 PM – 4:30 PM (Friday has an early check-out at 3:00 PM)Check-in and check-out for all camp programs are drive through processes. Overnight campers will receive a health check near their vehicle, and families will not be permitted inside camper living spaces. Camp staff will assist campers in transporting luggage to their units, setting up beds, and other first day duties. Medication and mail will be accepted as part of the drive-through check-in process.
We know leaving your camper at camp without seeing their living space is tough! We have seen homesickness and adjustment issues drastically lower since starting the drive-through process. We encourage first-time campers to attend open house on April 13 from 1-4 PM at both Camp Holloway and Camp Sycamore Hills to meet the camp staff and see living spaces.
- Meals and Dietary Needs
Meals are provided for all programs at Camp Holloway and Camp Sycamore Hills. Our menus are camper-friendly and reviewed annually. Every effort is made to meet medically necessary dietary needs (i.e. allergies), religious based or common dietary practices in the home (i.e. vegetarian). Dietary needs must be communicated on our summer camp forms. With some diets, you will be required to provide some food for your camper. Though we are able to provide food items for campers with specific restrictions (for example: gluten-free bread or pasta) we recommend bringing any specific, favorite brands. Please contact the camp team two weeks prior to your camper’s arrival to discuss dietary arrangements. If a camper does not like what is served at a meal, we do provide alternate options (i.e. grilled cheese, cereal, and sandwiches). Campers are always able to ask for extra food or snacks.
- Mail
Mail is very important during summer camp, no matter how short your camper’s stay. Parents, relatives, and friends are encouraged to write energetic and positive letters. The content of a letter makes a big difference. You may bring letters on check-in day to be distributed throughout the week or you may mail them. If you would like to encourage letter-writing, send your camper with pre-addressed and stamped envelopes. We do not deliver mail on Fridays.
Please include your camper’s given name and they program they’re attending on all mail items.
Often, the first letters home are sad. Campers sound homesick and ask to come home. This is normal! However, we want you to feel comfortable with your camper’s stay and welcome you to call the camp office with any concerns.
- Care Packages
Care packages are a nice way to send a special thought from home. They may include games, items to share with camp buddies, postcards, or activities. Please make sure both name and program are clearly labeled. Do not send food items. Any food or candy brought or sent to camp is collected, held, and returned on the last day of camp.
- Trading Post
Our camp store, known as the Trading Post, has various souvenir items available for purchase such as water bottles, t-shirts, pens, and stuffed animals. Items range in cost from $1 to $35; for example, a camp shirt costs $15 and a sweatshirt costs $35. We recommend that you deposit $20 to $50 into your camper’s trading post account depending on what your camper might purchase. An email will be sent two weeks prior to your camp program with a Square link to add money to your camper’s trading post account. Trading post deposits will not be accepted after the first day of camp. Your camper will visit the trading post once during the week. If there is a remaining balance in your camper’s account you may choose to donate it to our camp scholarship fund or receive a full refund to be returned back to your card within one week of the last day of our camp program. You can make your choice when you deposit funds into your camper’s trading post account.