The Clubhouse
Staff Reference
Daily Schedule & Activity Bank
The rhythm is non-negotiable. Activities flex — the flow never does.
Daily Anchors — Every Week, All Summer
🎨
Monday
Make It
Art or craft — theme-based creation
🔬
Tuesday
Try It
STEM, science, or cooking
🏃
Wednesday
Move It
Expanded challenge or obstacle
🎭
Thursday
Tell It
Stories, skits, sharing, performance
🌟
Friday
Celebrate
Name something each camper did
Full Day — Every Day
9:00
15 min
☀️ Morning Meeting
Circle up. Greet every child by name. Preview the day. Set group agreements. Same spot, same format — every single day.
Non-negotiable anchor9:15
45 min
✏️ Themed Activity 1 — Day anchor
Main theme-based activity. Instructor-led, hands-on, age-adapted. Red: 8–12 min tasks. Yellow: 15–20 min. Blue: 20–25 min.
10:00
15 min
🍎 Snack + Water
Group handwashing first — every time. Staff eats with kids. Social, calm, connected.
10:15
45 min
⚡ Movement Block
Foam pit, turf games, relay races, obstacle course. Energy OUT. Wednesday = expanded movement day. Headcount before and after foam pit always.
Headcount every transition11:00
45 min
🔧 Themed Activity 2
Art, STEM, cooking, building, or outdoor project. Smaller group stations. Connect to the week's theme.
11:45
15 min
💬 Cool Down + Reflection
"What was your favorite part? What was hard?" Slow the energy. Brief, warm, grounding.
12:00
30 min
🥪 Lunch
Bring your own. Staff sits and eats with kids — not stepping away. Social, modeling, connection.
12:30 — Half-Day Pickup · Full-day campers continue below
12:30
30 min
🌙 Quiet Reset
Lights low. Calm music. Reading, drawing, or rest. No structured activity. Non-negotiable every day.
Every day — no exceptions1:00
60 min
🎯 Afternoon Activity Block
Structured or choice-based. Return to a morning project, group game, outdoor time, or rotate stations. Staff-facilitated, not free-for-all.
2:00
15 min
💧 Snack + Water — Second Break
Second mandatory hydration. Refuel. Re-ground before the final stretch.
2:15
10 min
⭐ End-of-Day Circle
"What was fun? What was hard?" Name one specific thing per child. Close: "I'm glad you were here today." Friday: celebrate one thing each camper did this week.
Name every child specifically2:25
5 min
🚗 Pickup — Sawyer Sign-Out
Confirm authorization before releasing. Share one win with every parent. Never release to anyone not on the Sawyer list.
Sawyer list only — no exceptions2:30
to 4:00
🎲 Extended Day ★
Board games, drawing, outdoor play, free choice. Low-key. Staff engaged — not supervising from the wall.
Activity Bank
Go-to activities by color group — no advance prep unless noted. Use when a plan falls through, you have open time, or you need something fast.
🔴
Red Group
Ages 3–5 · 5–12 min per activity
Crafts
- Stamp art with sponges
- Playdough free build
- Finger painting
- Sticker collage
- Paper tearing mosaic
- Dot marker art
- Watercolor — basic
Movement
- Freeze dance
- Animal walks across turf
- Parachute games
- Bubble chasing outdoors
- Foam pit with turns
- Simple obstacle course
- Color run — call a color, run to the wall
Cognitive / Language
- Color and shape sorting
- Simple matching games
- Read-aloud with questions
- Show and tell from bag
- Songs with movement
Calm / Reset
- Sensory bin — rice or beans
- Playdough quiet build
- Simple coloring pages
- Focused bubble blowing
🟡
Yellow Group
Ages 6–8 · 15–20 min per activity
Crafts
- Watercolor + Sharpie resist
- Origami — simple folds
- Friendship bracelets
- Magazine collage
- Paper / cardboard weaving
- Decorate a bag or journal cover
- Group mural — each adds one thing
Movement
- Capture the flag
- Relay races with handoffs
- Dance challenge — teach the group
- Foam pit challenges
- Four corners or musical chairs
- Team vs. team turf sport
- Hula hoop cooperative pass
STEM / Cognitive
- Tower build — tallest wins
- Paper bridge — hold pennies
- Scavenger hunt
- Age-appropriate trivia team game
- Strategy board game
Creative / Language
- Mini skit — any theme
- Collaborative story — one sentence each
- Invent a new game and teach it
- Would-you-rather debate with reasons
🔵
Blue Group
Ages 9–12 · 20–30 min per activity
Crafts
- Macramé basic knot bracelet
- Watercolor + ink illustration
- Advanced friendship bracelet
- Build and decorate a model
- Collage zine — personal or themed
- Decoupage with tissue paper
Movement
- Full-court turf sport
- Team-designed obstacle course
- Strategy relay — physical + problem solving
- Foam pit timed challenge circuit
- Group fitness circuit — kids design it
STEM / Cognitive
- Escape room challenge — build one
- Rube Goldberg chain reaction
- Engineering challenge, limited materials
- Complex strategy game
- Logic puzzle on paper
Creative / Leadership
- Teach a skill to Red or Yellow group
- Short documentary — phone, 3 min
- Structured debate — two sides
- Design a camp activity for next week
- Collaborative short story or comic
Rainy Day / Plan B — Have This Ready Before June 8th
Option A — Indoor Movement
- Foam pit challenge circuit
- Turf obstacle course
- Freeze dance tournament
- Indoor relay stations
- Team vs. team turf sport
Option B — Extended Making
- Art marathon — 3 station rotation
- Group mural on large paper
- Clay / playdough free build
- No-bake cooking project
- Lego or construction build
Option C — Quiet Creative
- Collaborative group story
- Board game round robin
- Journaling — prompts provided
- Trivia by color group
- Movie + popcorn (quiet reset extended)
Energy is higher on rainy days — plan for more movement breaks, not fewer. Zen Den stays open all day as an opt-in reset.
For Families
Parent Camp Handbook
Everything families need before their camper's first day. Print or share the PDF link.
📋
Print this page and give to every family at registration or first drop-off. The acknowledgment section at the bottom requires a signature.
Our Philosophy
The Clubhouse is a structured, educator-led enrichment program — not drop-in childcare and not a traditional day camp. Every session has a predictable rhythm, intentional small groups, and real skill-building at its center. We operate on three frameworks: regulation before connection, co-regulation with caring adults, and structured play that builds real skills. We do not use sticker charts or reward systems — we build the skills underneath the behavior.
Daily Schedule
9:00 AM — Morning Meeting · 9:15 — Themed Activity 1 · 10:00 — Snack + Water · 10:15 — Movement Block · 11:00 — Themed Activity 2 · 11:45 — Cool Down · 12:00 — Lunch · 12:30 — Half-day pickup / Full-day: Quiet Reset · 1:00 — Afternoon Activity · 2:00 — Snack + Water · 2:15 — End-of-Day Circle · 2:30 — Full-day pickup · 2:30–4:00 — Extended care
What to Bring
Bring Every Day
Water bottle (labeled) · Lunch and snack (nut-aware — no peanuts) · Change of clothes (labeled) · Sunscreen already applied · Closed-toe shoes · Any required medication (labeled, documented)
Leave at Home
Electronics (phones, tablets, smart watches) · Toys or trading cards from home · Peanut or tree nut products · Anything valuable or irreplaceable
Drop-Off & Pickup
Drop-Off
Drop-off begins at 9:00 AM. Please do not arrive more than 5 minutes early. If your child is having a difficult morning — a warm, confident handoff works best. Our staff will receive your child and redirect them immediately. We will text within 15 minutes if they're still distressed.
Pickup
Full-day: 2:25–2:30 PM. Half-day: 12:30 PM. Extended care ends at 4:00 PM sharp.
We release children ONLY to adults on your Sawyer authorized pickup list. No exceptions. Update your Sawyer profile before the day — we cannot accept verbal authorization at the door.
Late pickup fee: $10/minute after the scheduled end time. Repeated late pickups may result in removal from the program.
We release children ONLY to adults on your Sawyer authorized pickup list. No exceptions. Update your Sawyer profile before the day — we cannot accept verbal authorization at the door.
Late pickup fee: $10/minute after the scheduled end time. Repeated late pickups may result in removal from the program.
Health & Safety
Illness Policy
Do not bring your child if they have: fever of 100°F+ in the last 24 hours · vomiting or diarrhea in the last 24 hours · pink eye or other contagious conditions · rash of unknown origin. If a child becomes ill during camp, we contact you immediately and require pickup within 30 minutes.
Injury Protocol
Minor injuries handled on-site with first aid. You are notified before pickup every time. For anything requiring medical attention: we call 911 first, then you.
Emergency address: 1288 Valley Forge Rd, Unit 87, Phoenixville, PA 19460
Emergency address: 1288 Valley Forge Rd, Unit 87, Phoenixville, PA 19460
Behavior Approach
We do not use shame, time-outs, or punitive consequences. We use connection, redirection, and co-regulation. If a child is consistently unsafe, we will contact you for a conversation. We reserve the right to remove a camper if their behavior creates a safety risk after good-faith support efforts.
Communication & Photos
We share a photo or update by noon each day. At pickup, your child's instructor will share one specific win about your camper. Behavior conversations happen through the program director — not at the door at pickup.
We photograph camp activities for documentation and social media. See the Photo Release form for consent options.
We photograph camp activities for documentation and social media. See the Photo Release form for consent options.
Parent Acknowledgment
✍️
Sign and return by the first day of your camper's session. Photo or physical copy accepted.
By signing I/we acknowledge:
Parent / Guardian Name (print)
Signature
Camper Name
Date
Any notes or questions for the team:
Legal Protection
Incident & Documentation
Complete same day — before the child is picked up. Every field matters.
⚠️
Complete the same day the incident occurred — before pickup. Notify Nicole before the child leaves unless 911 was called first.
Every Friday · 5 Minutes
Staff Check-In Log
Two questions. Five minutes. These notes are the record behind every accountability conversation.
📋
Two questions asked every week: "What felt good this week?" and "What felt hard?" These notes protect you as a leader. If you ever need to address a pattern, this log is what makes that conversation legitimate.
Director Record
Staff Performance Tracker
Dated observations — positive and corrective. If you ever need to make a staffing decision, this is your evidence.
📌
Date every entry. Be specific — not "good week" but what you actually observed. Note what you said, when you said it, and what follow-up is expected.
Due Friday Prior
Weekly Theme Planner
Assigned staff completes by Friday of the week before. Nicole approves before Monday. No blank fields — especially rainy day backup.
Legal Protection
Late Pickup Protocol
Document every late pickup — same day, timestamped, on file.
⚠️
Policy: Full-day pickup ends 2:30 PM. Extended care ends 4:00 PM sharp. $10/minute late fee after scheduled end. Third late pickup = formal conversation. Child not picked up by 4:30 with no contact = call Nicole immediately and follow child welfare protocol.
Parent Acknowledgment — Late Pickup Policy
Sign at first late pickup incident. Keep on file.
Parent / Guardian Name (print)
Signature
Date
Incident # at Time of Signing
Nicole Weirich — Director
Date
Legal Protection
Photo Release & Social Media Consent
Required for all registered campers. Staff section must also be signed before June 8th.
Staff Photography Policy
All Staff Agree To:
Staff Signatures — Required Before June 8th
Karen Largent
Skylar Stevens
Kaylyn Walls
Michael (Nicole's brother)
Parent / Guardian Consent
We photograph camp activities for documentation, parent sharing, social media, and marketing. Choose the option that fits your family below. Your child's full name is never used publicly.
One Form Per Camper
Camper's Full Name
Option A — Full Consent (most families)
Option B — Limited Consent
Option C — No Consent
Any specific restrictions or notes:
Parent / Guardian Name (print)
Relationship to Child
Signature
Date