Everything families need to know before camp.
Camp Guide for Families
AICL is a close-knit and community-centered camp experience. This page gathers the information families most often need before camp begins so everyone can arrive feeling prepared and ready for the summer ahead.
Quick Links
Use these links to quickly find important information before camp begins.
The Specifics
When should campers arrive?
Camp drop-off is between 2 and 4pm ET. Exact times will be emailed prior to camp.
When should campers be picked up?
Our closing ceremony begins at 10 AM. Location will be emailed prior to camp.
Arrival & Depature
Arrival times are staggered alphabetically by last name to help registration move quickly and keep check-in lines short.
At the end of each week, families are invited to a closing ceremony where campers share the projects, performances, and experiences they’ve worked on throughout the week.
Families should plan to arrive by 10:00 AM for the ceremony. After it concludes, campers may check out directly with their counselor.
More Arrival & Departure Details: Residential Campers
What is the check-in process for Residential Campers?
Check in will be the Sunday afternoon before each program week begins. Arrival is typically staggered by LAST INITIAL; please do not arrive early to avoid crowds. The usual times are pasted below; however, the final arrival times will be emailed prior to camp.
- 2:00-A-D
- 2:30 E-H
- 3:00 I-L
- 3:30 M-Q
- 4:00 R-Z
In order to support campers transition into camp mode, family will not be allowed into the dorms. This means you will need to drop all your campers belongings off at registration and they will be assisted to their rooms by our staff.
When and where is the closing ceremony?
There will be a performance/ceremony at 10:00 AM on Saturday for all campers. We will send out exact location information closer to the date. For those only attending Week 1 OR going home for the weekend between week 1 and week 2, we require that campers remain with their counselor groups until after the ceremony and they are walked back to the dorm by staff. We will send information regarding the process for pick-up closer to that time.
More Arrival & Departure Details: Day Campers
What is the check-in process for Day Campers?
Day Campers should plan to arrive at 8:30 on the first Monday of each week. Drop-off is typically at the campus cafeteria, but this information will be confirmed and emailed prior to camp.
Sunday evening we conduct a class walkthrough, providing campers with an opportunity to preview classes and make adjustments. All Day Campers are welcome to attend the walkthrough.
When and where is the closing ceremony?
There will be a performance/ceremony at 10:00 AM on Saturday for all campers. We will send out exact location information closer to the date. We will send information regarding the process for pick-up closer to that time.
Helping campers stay connected while building independence.
Communication
Campers are encouraged to immerse themselves in camp life, build friendships, and engage fully in their classes and activities. At the same time, we know families want to stay informed and connected throughout the week.
AICL staff are available to help families navigate questions, concerns, or unexpected situations during camp.
Contact Information
Phone:
1-828-782-3299
Email:
info@appalachianinstitute.org
New this year, a dedicated staff member will be sharing more photos, videos,
and camp updates with families throughout the week so parents can better follow
along with the camper experience.
More Communication Details
Can I drop something off for my camper?
Of course! Use the camp cellphone, 1-828-782-3299, or info@appalachianinstitute.org, and Camp Admin will arrange the item drop-off.
How do I contact AICL during camp?
Our office phone is 1-828-782-3299 and our camp email is ExecutiveDirector@appalachianinstitute.org. One member of our Admin Team will have camp phone with them at all times. We will be happy to let you know how your camper is doing and to answer any questions you have.
Where do I send my camper mail or care packages?
You can send mail to:
Camper Name, C/O AICL (Attn. Conferences & Events)
101 Chestnut St, Berea, KY 40404
Because the college is on their summer schedule, we are often only able to collect mail once a day Monday thru Thursday. If you wish your camper to receive mail, we recommend mailing it early. When possible, camp staff will try to send any missed mail home. You are also welcome to leave something with the Admin staff at registration and let us know which day you would like it delivered to your child(ren).
What is your year-round address?
Year-round, our organization's mailing address for checks or other mail items is 4015 Travis Drive Ste 211 #1201, Nashville, Tennessee 37211. Please do not mail packages to this address.
A Typical Day
8:00 - 9:00 Breakfast/Day Camper Drop-off
9:00 - 10:00 1st Class Period
10:00 - 11:30 2nd Class Period
11:30 - 1:00 Lunch
1:00 - 2:00 3rd Class Period
2:00 - 3:30 4th Class Period
3:30 - 5:00 Afternoon Activities
5:00 - 6:00 Dinner/Day Camper Pick-up
6:00 - 7:00 Clubs
7:00 - 8:30 Evening Activities
8:30 - 10:00 Dorm Time
10:00 - Lights Out
Camp life, classes and beyond
Daily Life
While classes are a major part of the AICL experience, camp life also includes shared meals, counselor groups, evening activities, clubs, performances, games, and time to connect with other campers.
Many campers describe the friendships and community they build at AICL as one of the most meaningful parts of the experience.
More Daily Life Details: Residential
What is the typical day like for a residential camper?
The day begins by heading to breakfast in the dining hall, followed by a camp-wide morning meeting to kick off the day ("Gooooooood morning, campers!" "Goooooood morning, Chad!"). From there, we'll head to our first two classes of the day, followed by lunch, then our two afternoon classes. Once classes are over, it's time to change and head to afternoon activities, which vary from day-to-day, but are usually something active, like Frisbee, soccer, or going for a stroll. Next, we'll head back to the dining hall for dinner, then depart for clubs. Clubs are a more relaxed period of time for campers to explore areas of interest, like playing board games, reading, crafting, playing music, or learning circus tricks. In the evenings, the entire camp comes together for a different evening activity. These vary each night, with some camp favorites being the Talent Show, Cowboy Night, the Disco, the Zombie Hunt, Photo Scavenger Hunt, and New Games. Campers then spend time in the dorms until lights out.
How are classes selected?
Class selection is first-come, first-served. The class selection link is provided in the campers enrollment email, which is automatically emailed when the camper's application is complete.
Where is the class schedule?
Ready to select class? Open this printable list to see what class schedule. Click here to view a copy.
Will my camper learn which classes they've been assigned prior to camp?
Campers receive their class schedules during check-in. Part of our Sunday schedule provides campers with an opportunity to experience a mini-version of the class and request changes before the first class Monday morning.
More Daily Life Details: Day Camper
What is the typical day like for a day camper?
Campers will be dropped off at the Dining Hall every weekday morning at 8:30 am to join the camp assembly, and will be met by an Admin. On Monday, plan to come earlier, at 8:20. Campers will attend two classes in the morning, have lunch (which is included), and then two classes in the afternoon. They will then participate in afternoon activities, which may vary from day to day but will be something active, like swimming, hiking, or frisbee. Pick up will be at 5:00 pm each weekday at the same location as morning drop-off.
How are classes selected?
Class selection is first-come, first-served. The class selection link is provided in the campers enrollment email, which is automatically emailed when the camper's application is complete.
Where is the class schedule?
Ready to select class? Open this printable list to see what class schedule. Click here to view a copy.
Will my camper learn which classes they've been assigned prior to camp?
Campers receive their class schedules during check-in. Part of our Sunday schedule provides campers with an opportunity to experience a mini-version of the class and request changes before the first class Monday morning.
Where campers sleep, eat, and settle into camp life.
Housing & Meals
Residential campers stay in campus housing with counselor supervision and a
community rhythm that helps them get to know the people around them.
Meals are shared together during the camp day, giving campers regular times to
reset, reconnect, and move into the next part of the schedule.
Good to Know
Housing:
Residential campers stay in campus dorms.
Meals:
Meals are provided during camp programming.
Support:
Counselors help campers navigate daily routines.
More Housing & Meals Details: Residential Campers
What is housing like for a camper?
Our programs are located on the beautiful Berea College campus, so our campers and staff live in dorms. Residential campers are sorted into counselor groups based on age and gender, with one or two primary counselors per group. Each camper has one roommate, and counselors live on the same floor as their campers.
Is there air conditioning?
Yes! All dorms on Berea's campus have been updated within the past 6 years. We encourage campers to pack at least one sweater or sweatshirt in case they find any one room particularly cold.
What is gender-expansive house?
AICL has the goal of offering inclusive spaces for campers, including those in the LGBTQA+ community. During the registration process, you and your campers have the option of selecting interest in our gender expansive housing option, which is not restricted by gender. We are currently only able to offer this for high school age kids. Closer to camp all interested families will receive an additional survey where you and your camper will have the option of choosing roommate preferences including roommate with gender preference and roommate with no gender preference. You will also receive an additional permission form which must be completed prior to camp check-in. With this in mind, it is our policy that campers in a romantic relationship will not be permitted to share a room, and will be separated if a relationship is discovered or disclosed.
Do campers have access to laundry machines?
Yes! The dorms are equipped with free washers and dryers, so no change is required. If your camper is younger or maybe not used to washing their own clothes, they can receive assistance from staff. If your camper is staying two weeks, they will be provided with time to wash clothes over the weekend.
Where do campers eat their meals?
Campers take their meals at the campus cafeteria with the exception of Sunday morning. Over the weekend, campers are provided with breakfast in the dorms to allow for a late morning.
What if my camper has food allergies or special dietary needs?
When you enroll your camper, you will be able to let us know about allergies and dietary needs (like if your camper is vegan or vegetarian). Our camp eats all meals in the Berea College cafeteria, who are notified of any allergies or needs. Staff are also notified of allergies.
Can my camper have snacks?
Absolutely! While campers have plenty to eat, everyone is welcome to bring snacks or receive care packages with goodies they can keep in their room or in their book bag. If they find they aren't getting enough to eat - for example one year the cafeteria was a little light on fresh food which led to mini-fresh fruit parties during afternoon activities - they should let their counselor know.
More Meals Details: Day Campers
Where do campers eat lunch?
Campers take their lunch at the campus cafeteria. If campers wish to join us for breakfast or dinner, please let our Camp Admin know. We are happy to have then join us and the cost of the meal will be charged to the card on file at the beginning of the week.
What if my camper has food allergies or special dietary needs?
When you enroll your camper, you will be able to let us know about allergies and dietary needs (like if your camper is vegan or vegetarian). Our camp eats all meals in the Berea College cafeteria, who are notified of any allergies or needs. Staff are also notified of allergies.
Can my camper have snacks?
Absolutely! While campers have plenty to eat, everyone is welcome to bring snacks in their book bag. If they find they aren't getting enough to eat - for example one year the cafeteria was a little light on fresh food which led to mini-fresh fruit parties during afternoon activities - they should let their counselor know.
What if my day camper becomes interested in the residential program?
They wouldn't be the first! If your camper has a tentative interest, but prefers to try new things slowly, we're entirely here for it! Just let us know, and we can arrange for them to join us for dinner, clubs, evening activities, and even a sleep over. We try to be as flexible as possible to accommodate campers.
Support at Camp
Medications:
Families should provide clear dosage instructions.
Health needs:
Share relevant medical, dietary, or accessibility information before camp.
Camper support:
Counselors and staff help campers navigate daily life, relationships, and transitions.
Helping campers feel supported throughout the week.
Health & Safety
AICL staff work to create a camp environment where students can participate, ask for help, and feel supported as they move through classes, activities, housing, and community life.
Families should share important health, medication, dietary, accessibility, or emotional support needs before camp so staff can prepare appropriately.
More Health & Safety Details: Residential Campers
What is your vaccination policy?
We are committed to maintaining a healthy environment for our campers and staff while maintaining accessibility of our programming. For our 2026 season, while the SARS-COVID vaccination is not required to attend camp, it is strongly recommended, including booster doses as recommended by the CDC. We follow the immunization policy set forth by Kentucky public schools, and you can see our full list of required vaccines at our camp policy guide. We reserve the right to make changes in our policy as necessary depending on the latest public health recommendations.
What if my camper has food allergies or special dietary needs?
When you enroll your camper, you will be able to let us know about allergies and dietary needs (like if your camper is vegan or vegetarian). Our camp eats all meals in the Berea College cafeteria, who are notified of any allergies or needs. Staff are also notified of allergies.
If my camper has medication, how is that handled?
Our application includes a prompt for sharing medication when enrolling your camper. When you check in at camp, you will have the opportunity to discuss your camper’s medications with a camp doctor and create a plan based on your camper’s particular needs.
How long will it take me to hand-off my camper's medication?
Jessica, our Medical Director, will be reaching out to families with more than one medication to arrange a specific time for your and your camp to check-in. We will run a parallel drop-off schedule, will keep the lines moving without limiting time with our medical team.
Who has access to the dorm hall and the dorm rooms?
All campers and camp staff have a key card which grants then access to the building, the hall on which their dorm room sits, and their dorm room. Camp Admin are the only individuals to have access to the every floor and every room. All entry points are monitored with use of key card logged through Berea College's system.
What is your youth protection policy?
AICL is committed to fulfilling our responsibility to take all reasonable steps to promote safe practices and to protect children from harm, abuse, and exploitation. First, we run background checks every 3 years on all staff who interact with campers. Second, it is the policy of AICL to limit one-on-one interactions between youth and adults (i.e., having at least two adults present at all times with youth or having multiple youth present with one adult) when their interaction is taking place in a secluded location. Any parent is welcome to read our full policy.
Who should families contact with health or safety questions?
We are very fortunate that our longstanding board director and staff member is an emergency response expert. They've helped us craft our emergency response procedures and lead a staff training during staff orientation. If an emergency occurs, Camp Admin will reach-out as soon as possible.
More Health & Safety Details: Day Campers
What is your vaccination policy?
We are committed to maintaining a healthy environment for our campers and staff while maintaining accessibility of our programming. For our 2026 season, while the SARS-COVID vaccination is not required to attend camp, it is strongly recommended, including booster doses as recommended by the CDC. We follow the immunization policy set forth by Kentucky public schools, and you can see our full list of required vaccines at our camp policy guide. We reserve the right to make changes in our policy as necessary depending on the latest public health recommendations.
What if my camper has food allergies or special dietary needs?
When you enroll your camper, you will be able to let us know about allergies and dietary needs (like if your camper is vegan or vegetarian). Our camp eats all meals in the Berea College cafeteria, who are notified of any allergies or needs. Staff are also notified of allergies.
If my camper has medication, how is that handled?
Our application includes a prompt for sharing medication when enrolling your camper. When you check in at camp, you will have the opportunity to discuss your camper’s medications with a camp doctor and create a plan based on your camper’s particular needs.
How long will it take me to hand-off my camper's medication?
Jessica, our Medical Director, will meet you on the first day of camp to discuss medication administration and how the medication can move between camp and home.
What is your youth protection policy?
AICL is committed to fulfilling our responsibility to take all reasonable steps to promote safe practices and to protect children from harm, abuse, and exploitation. First, we run background checks every 3 years on all staff who interact with campers. Second, it is the policy of AICL to limit one-on-one interactions between youth and adults (i.e., having at least two adults present at all times with youth or having multiple youth present with one adult) when their interaction is taking place in a secluded location. Any parent is welcome to read our full policy.
Who should families contact with health or safety questions?
We are very fortunate that our longstanding board director and staff member is an emergency response expert. They've helped us craft our emergency response procedures and lead a staff training during staff orientation. If an emergency occurs, Camp Admin will reach-out as soon as possible.
Transportation, travel, and getting to camp.
Camp Transportation
Most families arrange their own transportation to and from camp, though AICL may offer additional transportation support or shuttle options depending on family interest and location.
Families needing airport coordination or transportation assistance should contact AICL before camp so arrangements can be discussed ahead of time.
Transportation Notes
Airport pickup/drop-off:
Contact AICL directly for current airport transportation policies.
Kentucky shuttle:
A free shuttle to Berea may be available for some families.
Camp transportation:
Camp vehicles are used only for weather needs or emergencies.
More Transportation Details: Residential Campers
Are campers ever transported while at camp?
Campers may be transported in the camp rental car during inclement weather or in case of emergency to a medical facility. The vehicle is driven by 1-2 camp staff who undergo additional background checks.
How do I arrange pick or drop off at the airport?
If you are interested in learning about our airport drop-off or pick-up policy, please reach out to us at info@appalachianinstitute.org.
Does AICL offer transportation to and from Berea?
To support families moving with us from North Caroling to Kentucky, AICL intends to offer a free shuttle to Berea. If you are interested, please email us at info@appalachianinstitute.org.
What campers should bring to camp.
Packing List
Campers should pack comfortable clothing for classes, activities, and outdoor time, along with any personal items needed for daily camp life.
We recommend labeling important belongings and packing for a range of weather, since camp activities take place across classrooms, dorm spaces, and outdoor areas throughout the day.
Suggested Items
- Comfortable clothes
- Closed-toe shoes
- Toiletries
- Bedding or sleeping bag
- Towels
- Water bottle
- Medications (if needed)
- Notebook or journal
More Packing Details: Residential Campers
What should my residential camper pack?
A pillow, sleeping bag and/or XL twin sheets for a dorm twin bed, comforter or blanket, clothes for an active week, bathing suit, toiletries, towels, wash cloths, two comfy pairs of shoes (in case one gets wet), sweaters/sweatshirts for cool evenings, raincoat or umbrella, sunglasses, reusable water bottle, light backpack, flashlight, sunscreen, bug spray and prescription medication with dosage guidelines.
Optional: extra snacks for the evenings, toiletry caddy, outfit for the dance, and a laundry basket for campers staying multiple weeks.
Can campers bring devices?
Campers can pack devices that are not connected to the internet or cellular service. Campers can pack devices that are not connected to the internet or cellular service.
What can my camper NOT bring?
We have a strict policy that campers may NOT bring cell phones or computers -- these items WILL BE CONFISCATED and returned at the end of camp. There may be exceptions (i.e. a camper has an online class and requires some access to a computer), but any exception requires the approval of the Executive Director prior to camp.
Additionally, campers may not bring unnecessary valuables (electronics, expensive jewelry, etc.), any substantial amount of cash, weapons, pets, or cigarettes. These items will be dealt with on a case by case basis. Campers discovered with alcohol, drug paraphernalia, marijuana, non-prescribed prescription drugs, or any illegal substances may be sent home immediately without refund.
Do campers have access to laundry facilities?
Yes! The dorms are equipped with free washers and dryers, so no change is required. If your camper is younger or maybe not used to washing their own clothes, they can receive assistance from staff. If your camper is staying two weeks, they will be provided with time to wash clothes over the weekend.
What if my child forgets something?
Counselors and Directors will allow campers to call home with specific requests. But campers can also find travel toiletries and other such items in the camp office. We even have extra water bottles, sweaters, and even pillows. Campers are welcome to stop by the camp office during dorm time in the evening or before breakfast in the morning. And, thanks to the AICL Unionize! class of 2025, we have posters for all hallways reminding campers where to go and when.
More Packing Details: Day Campers
What should my day camper bring with them to camp each day?
Water bottle, good shoes to run around in, back pack, sunscreen, bug spray, sunglasses, camp folder, name tag, weather appropriate clothing, and any prescription medication with dosage guidelines.
What should my day camper NOT bring with them to camp each day?
Your child should not bring cell phones, iPods, iPads, computers, unnecessary valuables (electronics, expensive jewelry, etc.), any substantial amount of cash, weapons, pets, cigarettes, alcohol, drug paraphernalia, marijuana, non-prescribed prescription drugs, or any illegal substances. If your camper requires their cellphone because of before- or after-camp care, they may leave it with Admin during the day.
Additionally, campers may not bring unnecessary valuables (electronics, expensive jewelry, etc.), any substantial amount of cash, weapons, pets, or cigarettes. These items will be dealt with on a case by case basis. Campers discovered with alcohol, drug paraphernalia, marijuana, non-prescribed prescription drugs, or any illegal substances may be sent home immediately without refund.
Registration Support
Technical questions:
info@appalachianinstitute.org
Scholarships:
Financial aid availability varies year to year.
Deposits:
A $50 deposit reserves your camper’s spot.
Registration, Scholarships & Refunds
Enrollment
Families can register online and will receive additional information as camp approaches, including arrival details, schedules, and required forms.
AICL also offers scholarship support for eligible families, though funding availability and award amounts may vary from year to year.
More Enrollment Details: All Campers
Who do I contact is I have technical issues with registration?
You can direct all technical questions about registration to infor@appalachianinstitute.org.
Do you offer scholarships?
We do have a robust scholarship program to eligible campers in need of financial assistance, but the amount we're able to offer varies year to year. You can see our 2026 scholarship information here.
What is your refund policy?
A $50 deposit is required to reserve a spot for your child at summer camp, which is applied to your tuition. Tuition is, in the event of withdrawal, refundable (less $50 deposit) if written notice is received by the camp office by May 31st. No refunds will be made after May 31at, except in the event of documented physical illness of the camper or due to a significant hardship (death in the family, emergency, etc.). In such event, 50% of the unused portion of the tuition will be refunded. Upon written request, we will apply the unused registration fee and tuition to next year’s tuition.
Dismissal due to behavior: Campers dismissed from camp due to unacceptable behavior will not be issued a refund.
Can campers attending multiple weeks stay over the weekend?
Yes! For a fee, campers can stay between programs. There will be scheduled activities, periods for rest, and opportunities to do laundry. There may also be optional weekend excursions available for an additional price.
My camper is attending multiple weeks, but wants to come home for the weekend. What do I do?
Following the Saturday morning performances, your campers can check out with their counselor. If the enrolling parent is not the adult picking up a camper, please notify the directors in advance with the name of the approved adult (i.e. sometimes campers will go home with other campers to spend the weekend). Campers must check back in with their counselor by 4 pm Sunday afternoon.