EmpoweRanch Fall Adventure Camp Policies
Readiness, Safety, Registration, Payment, and Funding
Camp dates: Monday, October 5 through Friday, October 9, 2026
Camp hours: 8:30 a.m. to 1:00 p.m.
Families are responsible for reviewing these policies before registering. Submission of registration forms and payment indicates acceptance of the policies that apply to camp participation.
Camper Readiness and Group Participation
EmpoweRanch provides a supportive, small-group camp environment. Camp is not a clinical treatment program and does not provide personal care services or dedicated one-to-one staffing.
To participate safely, campers must:
Be independent with restroom use and personal hygiene
Be able and willing to follow safety instructions without physical intervention
Participate safely within a group environment
Respond to guidance from EmpoweRanch team members
Refrain from behavior that presents an ongoing risk of harm to people, animals, or property
Children with a recent, repeated pattern of physical aggression, serious threats of harm, or other behavior that creates a significant safety risk may not be ready for the EmpoweRanch day camp environment.
Families must provide complete and accurate information about their camper’s strengths, needs, behaviors, communication style, sensory preferences, medical needs, and successful support strategies during registration.
EmpoweRanch may contact a family for additional information before confirming registration. When the available program environment, staffing, or supports cannot safely meet a camper’s needs, EmpoweRanch may decline or discontinue participation.
Camper Support and Behavior
EmpoweRanch recognizes that children may need reminders, additional transition time, movement or sensory breaks, reassurance, redirection, or support when they feel frustrated, anxious, overwhelmed, or disappointed.
EmpoweRanch does not send campers home simply because they:
Do not follow a direction the first time
Have difficulty transitioning away from an activity they enjoy
Become upset, frustrated, anxious, or dysregulated
Need additional reminders, patience, or time to reset
Experience an age-appropriate disagreement or behavioral challenge
Our team uses clear expectations, positive guidance, redirection, calming strategies, problem-solving, breaks, and caregiver communication to help campers participate successfully.
Behavior-related dismissal is a last resort. EmpoweRanch may require early pickup or discontinue participation when:
A camper presents an immediate or continuing safety risk to themselves, another person, an animal, or property
Serious unsafe behavior continues despite reasonable support and intervention
A camper repeatedly leaves or attempts to leave supervised areas
A camper requires continuous assistance beyond what EmpoweRanch provides within the group camp setting
Material information needed to evaluate safe participation was not disclosed during registration
A serious or repeated policy violation prevents safe continued participation
Whenever reasonably possible, EmpoweRanch will communicate with the camper’s caregiver and attempt appropriate supports before discontinuing participation. Immediate pickup may be required without prior steps when a serious or urgent safety risk exists.
Camp fees will not be refunded or credited when participation is discontinued because of unsafe behavior, serious or repeated policy violations, undisclosed support needs, or an inability to participate safely within the group environment.
Inclusion and Individual Support
EmpoweRanch welcomes campers with a variety of learning styles, communication styles, sensory preferences, abilities, interests, and support needs.
Information provided by families helps our team prepare activities, communication approaches, sensory supports, and reasonable adaptations within the group camp environment.
Adaptations depend on available staffing, safety requirements, the needs of the full camper group, the program environment, and the welfare of the animals involved. Providing information about a diagnosis or support need does not guarantee that every requested accommodation can be provided.
Families are encouraged to contact EmpoweRanch before registering when they are uncertain whether camp will be an appropriate fit.
One-to-One Support Persons
EmpoweRanch does not provide dedicated one-to-one support.
A camper who requires continuous one-to-one assistance must attend with a support person arranged and provided by the family. The family must contact EmpoweRanch before registering to discuss the arrangement.
Support persons must:
Be approved by the camper’s parent, guardian, or authorized caregiver
Follow all EmpoweRanch safety, privacy, device, photography, and animal-handling policies
Follow the direction of the EmpoweRanch team
Remain responsible for the camper’s individualized assistance
Avoid independently directing activities or supervising other campers
Approval for a support person to attend does not transfer responsibility for camp operations, activities, equines, or other participants to that person.
Privacy and Confidentiality
EmpoweRanch collects limited camper and family information as needed to manage registration and support safe, appropriate, and inclusive participation.
Registration, health, behavioral, foster care, funding, and support information is used for program planning and participant safety. Access is limited to team members and service providers who need the information to perform their responsibilities.
EmpoweRanch does not intentionally disclose a camper’s diagnosis, foster care status, funding source, campership status, or private family circumstances to other campers or families.
Funding, medical, and support documentation should be submitted privately through the registration process or by email to JessiV@EmpoweRanch.org.
EmpoweRanch’s complete Privacy Policy also applies to information collected through the website, email, registration process, and related services.
Horsemanship and Mounted Participation
At EmpoweRanch, horsemanship begins with foundational unmounted instruction.
The first day of camp focuses on safety, equine behavior and communication, grooming, leading, handling, and responsible care. Campers must complete the required foundational instruction before participating in mounted activities.
Mounted participation depends on:
Completion of required safety and horsemanship instruction
Camper readiness and ability to follow directions
Appropriate horse and rider matching
Weather and environmental conditions
Staffing and trained horse-leader availability
Equine health, comfort, behavior, and welfare
The safety of all campers, team members, and animals
The maximum riding weight is 180 pounds.
EmpoweRanch’s goal is to provide every camper who can safely participate with an opportunity to ride during the week. A specific riding day, amount of riding time, horse, or mounted activity is not guaranteed.
A camper who misses the foundational instruction may not be able to participate in mounted activities unless the required instruction can be completed safely at another time.
Mounted activities are conducted under the direction of a PATH Intl. Certified Therapeutic Riding Instructor. Campers must follow all helmet, footwear, clothing, and safety-equipment requirements communicated by EmpoweRanch.
Full-Week Registration and Attendance
Fall Adventure Camp is designed as one connected, progressive five-day experience.
Registration is offered for the complete Monday through Friday camp. Individual camp days are not available.
Each day builds upon prior safety instruction, horsemanship skills, relationships, projects, and group experiences. Families should plan for their camper to attend the full week whenever possible.
EmpoweRanch understands that illness, travel, or another unavoidable absence may occur. Camp fees are not prorated or refunded for individual missed camp days.
Absence notice is appreciated and helps the team plan. Notice of an absence does not make a missed day eligible for a refund, credit, transfer, or make-up experience.
Registration Confirmation
Submitting a registration form without payment or verified funding does not reserve a camp space.
A camper’s registration is confirmed only after EmpoweRanch has received:
Full payment or written approval from an accepted funding source
All required registration forms
Required camper and family information
Any requested readiness, health, support, or funding documentation
Camp spaces are limited and are filled according to the order in which complete registrations are confirmed.
Credit and Debit Card Payments
Credit and debit card registrations are confirmed once full payment and all required registration information have been received.
Any card-processing terms presented during checkout apply to the transaction.
Cash and Check Payments
Families who wish to pay by cash or check must contact JessiV@EmpoweRanch.org for payment instructions.
Cash or check payment must be received within five business days of registration and no later than Monday, September 21, 2026.
Payment is considered received when it is delivered to EmpoweRanch, not when it is mailed or postmarked.
If payment is not received by the applicable deadline:
The pending registration will expire
The camper’s space will be released
The family must register again if space remains available
A previous rate, discount, or promotional price is not guaranteed
Personal checks will not be accepted after Monday, September 21, 2026.
If a check is returned or dishonored, the registration will immediately return to unpaid status. Replacement payment must be received within two business days by credit or debit card, cash, cashier’s check, or money order to prevent the camper’s space from being released.
A returned-check fee of up to $25, plus actual bank charges incurred by EmpoweRanch, may apply.
ESA and Outside Funding
Families using ESA/ClassWallet, Arizona Friends of Foster Children Foundation, or another accepted funding source must contact EmpoweRanch for an invoice or supporting documentation.
Proof that the funding or payment request was submitted must be provided within five business days of registration.
Written funding approval must be received by EmpoweRanch no later than Monday, September 14, 2026.
Once written approval has been received, the camper’s space may remain confirmed while EmpoweRanch awaits payment from the funding organization.
An invoice request, funding application, campership application, or verbal statement that funding is expected does not reserve a camp space.
If proof of submission or written approval is not received by the applicable deadline:
The pending registration will expire
The camper’s space will be released
The family may register again using another payment method if space remains
Eligibility, approval, processing time, and award amounts are determined by the funding organization. EmpoweRanch cannot guarantee that an outside funding request will be approved.
EmpoweRanch Camperships
A limited number of full and partial EmpoweRanch camperships may be available based on secured grant and donor funding.
The campership application deadline is Monday, August 24, 2026.
Families should first pursue other funding available to them, including ESA or AFFCF when applicable.
Submitting a campership application does not guarantee an award or reserve a camp space. Registration is confirmed only after the campership is approved, any remaining family balance is paid or funded, and all required registration materials are complete.
Minimum Enrollment
Fall Adventure Camp requires a minimum number of paid or formally funded registrations to proceed.
Only registrations supported by received payment or written funding approval count toward minimum enrollment.
Families will receive confirmation that the minimum enrollment requirement has been met no later than Tuesday, September 15, 2026.
If EmpoweRanch cancels the entire camp because minimum enrollment has not been reached, payments made directly to EmpoweRanch will be refunded.
Payments received from an outside funding source will be handled according to that organization’s requirements.
Family Cancellation, Program Credits, and Emergency Exceptions
Registration reserves a limited camp space and allows EmpoweRanch to schedule team members, equines, volunteers, supplies, and activities in advance.
Cancellations must be submitted in writing to JessiV@EmpoweRanch.org.
Cancellations Through September 14, 2026
Cancellations received on or before Monday, September 14, 2026 are eligible for a program credit equal to 50 percent of the camp fee paid directly to EmpoweRanch.
The remaining 50 percent is nonrefundable and is retained to help cover advance planning, staffing, administrative, animal-care, and program expenses.
Cancellations Beginning September 15, 2026
Cancellations received on or after Tuesday, September 15, 2026 are not eligible for a refund, credit, transfer, or rescheduling except under the documented emergency exception below.
Documented Emergency Exception
EmpoweRanch may provide a program credit when withdrawal is required because of a documented circumstance beyond the family’s reasonable control, including:
An unavoidable illness or injury that prevents the camper from safely participating
A serious medical emergency involving the camper or an immediate family or household member
A death in the camper’s immediate family or household
An unexpected foster placement change
A court-directed or agency-directed circumstance affecting the camper’s ability to attend
Another comparable, documented emergency approved by EmpoweRanch
Planned or elective travel, vacations, scheduling conflicts, competing activities, work schedule changes, transportation preferences, or a change of plans do not qualify for the emergency exception.
When an emergency exception is approved, the amount paid directly to EmpoweRanch may be applied as a nontransferable credit toward another eligible EmpoweRanch camp or youth program beginning on or before January 5, 2027.
Program credits:
Are subject to program availability and eligibility requirements
May not be transferred to another family
Have no cash value
Expire if not used within the stated three-month period
May be subject to different requirements when the original payment came from ESA, AFFCF, a grant, a campership, or another outside funding source
EmpoweRanch may request reasonable documentation before approving an emergency exception. Approval is determined individually and is not guaranteed.
Camp fees are not prorated, refunded, or credited for individual missed days, late arrival, early departure, or voluntary withdrawal after camp has begun.
EmpoweRanch Cancellations and Program Changes
If EmpoweRanch cancels the entire camp before it begins, direct payments will be refunded.
EmpoweRanch may adjust activities, schedules, staffing assignments, animal participation, mounted activities, or other program elements because of:
Unsafe weather or excessive heat
Air quality or environmental conditions
Equine health, behavior, or welfare
Facility conditions
Staffing limitations
Safety concerns
Circumstances outside EmpoweRanch’s reasonable control
Changes to individual activities, horses, other equines, or the riding schedule do not constitute cancellation and do not automatically qualify for a refund or credit.
If EmpoweRanch must cancel one complete camp day, EmpoweRanch will determine whether a make-up opportunity, program credit, prorated adjustment, or another reasonable remedy is appropriate based on the circumstances.
Camper Health and Illness
Families must provide current emergency contacts and disclose relevant allergies, medical conditions, medications, health risks, and other information needed for safe participation.
Campers should remain home when illness may affect their ability to participate or create an unreasonable risk of spreading illness to others.
A camper should not attend camp when experiencing:
A fever
Vomiting within the preceding 24 hours
Significant or uncontrolled diarrhea
Worsening respiratory symptoms that are not explained by a known condition such as seasonal allergies
Draining skin sores that cannot be securely covered
A known contagious condition
An illness that prevents safe and comfortable participation in outdoor camp activities
A camper may generally return when:
The camper has been fever-free for at least 24 hours without fever-reducing medication
Vomiting has resolved and the camper can keep down food and fluids
Diarrhea has improved and can be managed independently
Respiratory symptoms have been improving overall for at least 24 hours
The camper feels well enough to participate without requiring care that interferes with supervision of the group
Families should consult their child’s healthcare provider when they have questions about a specific illness, condition, or return date.
If a camper becomes ill during camp, the family or authorized emergency contact must arrange pickup as soon as possible and no later than 60 minutes after being contacted.
Camp fees are not refunded or credited for illness-related absences or early pickup, except when the documented emergency exception for withdrawal from the remaining camp applies.
Medication Administration
EmpoweRanch may administer parent-provided prescription or over-the-counter medication during camp when the family has completed the required arrangements and written authorization in advance.
Routine medications should be given before or after camp whenever medically appropriate.
When medication must be given during camp, the family must contact EmpoweRanch before the camper attends and provide written authorization that includes:
The camper’s name
The medication name
The reason the medication may be needed
The symptoms or circumstances under which it should be given
The authorized dose
The route of administration
The permitted timing and frequency
Relevant side effects or reactions to monitor
The parent, guardian, or authorized caregiver’s signature
Family-provided prescription and over-the-counter medications must:
Be current and unexpired
Be provided in the original pharmacy-labeled or manufacturer-labeled container
Clearly identify the camper when applicable
Include dosing instructions that match the written authorization
Be given directly to the designated EmpoweRanch team member rather than left in the camper’s bag
EmpoweRanch may maintain a limited supply of over-the-counter medication, such as diphenhydramine commonly sold as Benadryl. The availability of any particular medication is not guaranteed.
A family should provide any medication that a camper is likely to need rather than relying on EmpoweRanch’s possible supply.
An EmpoweRanch-stocked over-the-counter medication may be administered only when:
The camper’s authorized caregiver has provided advance written consent for over-the-counter medication administration
The camper is experiencing symptoms for which the medication is labeled
The dose and use are consistent with the instructions on the original manufacturer’s container
The information provided by the family does not identify a known allergy, interaction, contraindication, or other reason the medication should not be given
A designated EmpoweRanch team member determines that administration can be completed safely under the policy
The availability of over-the-counter medication does not guarantee that it will be administered. EmpoweRanch may decline to administer medication and instead contact the camper’s caregiver, request pickup, or contact emergency medical services when appropriate.
EmpoweRanch will not administer:
Loose pills or medication in plastic bags or unlabeled containers
Expired medication
A dose that conflicts with the original label or written authorization
Medication belonging to another participant
Medication without required written authorization
Medication when the team cannot safely verify the instructions or appropriateness of administration
Medication will be stored securely and made accessible to designated team members when needed. Each administration will be documented, including the medication, dose, time, reason, and team member who administered it.
Families will be informed when an as-needed medication is administered.
Emergency medications, including inhalers and epinephrine auto-injectors, require an advance written plan addressing storage, accessibility, administration, and emergency response. A camper may carry emergency medication only when the arrangement has been approved in advance.
Campers may not share medication or independently take medication during camp unless an approved written plan specifically allows it.
Emergency Care
Families must provide accurate emergency-contact information and remain reachable during camp hours.
In an urgent situation, EmpoweRanch will attempt to contact the camper’s parent, guardian, foster caregiver, or authorized emergency contact.
EmpoweRanch may contact emergency medical services when immediate medical attention appears necessary. The absence of immediate contact with a caregiver will not delay emergency action when a camper’s health or safety may be at risk.
All required emergency treatment authorizations, insurance information, and liability acknowledgments must be completed before participation.
Arrival and Pick-Up
Camp begins at 8:30 a.m. and ends at 1:00 p.m.
Campers must be signed in and out according to the procedures communicated by EmpoweRanch.
Only a parent, guardian, foster caregiver, or another authorized adult may pick up a camper. Families must notify EmpoweRanch when pickup arrangements change.
Identification will be required when the EmpoweRanch team does not personally recognize the authorized adult.
Pick-up includes a 15-minute grace period. A late fee of $1 per minute applies beginning at 1:16 p.m.
A second or subsequent late pickup will result in the applicable per-minute fee plus an additional $25 charge. All late fees must be paid before the camper returns to camp. When repeated late pickup occurs on the final camp day, payment is due within five business days.
Repeated late pickup may affect eligibility to participate in future EmpoweRanch programs.
Personal Devices and Communication
EmpoweRanch provides a device-free camp experience so campers can remain present, participate fully, connect with others, and enjoy their time at the ranch.
Phones, smartwatches, tablets, earbuds, gaming devices, and personal cameras should remain at home. If a camper must bring a device for transportation or emergency purposes, it must remain powered off and stored in the camper’s bag throughout camp.
Personal devices may not be used during activities, meals, breaks, or dismissal unless for a specific medical, disability-related, or emergency need approved in advance.
Campers who wish to contact a parent, guardian, or foster caregiver may ask an EmpoweRanch team member for assistance.
Families who need to reach a camper during camp should call or text EmpoweRanch at 602-935-1059.
A device used without permission may be secured by an EmpoweRanch team member and returned to the camper’s authorized adult at dismissal. Repeated or serious violations may affect continued participation.
EmpoweRanch is not responsible for the loss of or damage to personal devices brought to camp.
Campers may occasionally see team members using phones or other devices for approved program purposes, including attendance, emergency communication, weather monitoring, activity support, or authorized photography.
Photography, Recording, and Media Permission
Campers, accompanying support persons, visitors, and volunteers may not photograph, video record, or audio record campers, team members, activities, animals, or the ranch unless specifically authorized by EmpoweRanch.
Personal cameras, including disposable cameras, should not be brought to camp.
EmpoweRanch team members may take photographs or recordings only according to the permissions provided through the registration and media-release process.
Media permission is optional. Declining media permission does not affect a camper’s eligibility, treatment, or participation.
Campers without media permission will not be knowingly included in photographs or recordings intended for public use.
The person completing the media release is responsible for confirming that they have the legal authority to grant permission. Foster caregivers should obtain any required agency, caseworker, court, parent, or legal-authority approval before granting media permission.
EmpoweRanch will not publicly identify a child as being in foster care, receiving a campership, having a diagnosis, or using a particular funding source.
Personal Property and Prohibited Items
Families are responsible for clearly labeling personal belongings and sending only items requested or approved for camp.
Campers should not bring or wear valuable items.
Weapons, alcohol, tobacco or nicotine products, recreational drugs, prohibited substances, and items that interfere with safety or participation are not permitted.
EmpoweRanch is not responsible for ordinary loss of or damage to personal belongings brought to camp.
Final Registration Deadline
Registration closes Monday, September 21, 2026, or when camp reaches capacity, whichever occurs first.
EmpoweRanch may close registration earlier when additional preparation time is required to evaluate support needs, arrange funding, review documentation, or confirm safe participation.
Questions and Contact Information
Questions about camper readiness, one-to-one support, registration, funding, payment, medication, or these policies should be directed to:
Jessica Voss
JessiV@EmpoweRanch.org
602-935-1059
EmpoweRanch
308 West Siesta Way
Phoenix, Arizona 85041