Register Now
Please be aware that if this camp becomes full or rooms become full, and we have not received a deposit, your team may be asked to come as a commuter or move to one of our other camps.
Camp Dates: June 26 – June 29, 2023 (3-night stay)
Camp Code: TX EMB BR I NCA
Location: Embassy Suites by Hilton San Antonio Brooks Hotel and Spa
| OVERNIGHT ATHLETE / COACH |
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| 4 per room – $505 |
| 3 per room – $545 |
| 2 per room – $625 |
| 1 per room – $865 |
| INSTRUCTION ONLY (COMMUTER) |
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| Athlete – $390 |
| Coach – $320 |
Commuter meal included in pricing.
Required Before Camp
What to Expect at Camp
HOW TO REGISTER FOR CAMP
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- NCA/Varsity Rep will notify us if you have registered with them.
- If you haven’t registered with NCA, that’s OK!
- Now, complete Southwest Camps’ Registration Form. Click Here (You will get a confirmation email from JotForm.com. Please make sure your email server does not block or think it’s spam.)
Your team will NOT be registered for camp until we have received our online Registration Form. This form contains information that is NOT provided to us by NCA.
HELPFUL HINTS
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- Email address should be one you check regularly throughout the summer. Important camp information and updated invoices will be sent to this email address until camp starts.
- If any information should change after you have completed our form, DO NOT fill out this form again. Please call or email us immediately with any changes in numbers, contact information, etc. so that we may update your account and the hotel accordingly. Be sure to include the school name, group, and camp attending when contacting us.
- Please keep in mind any changes you make to hotel room occupancy could possibly result in altered pricing for the entire team.
- Individual Participant (not with team)
The individual participant must be accompanied at all times by a registered adult sponsor (21 or over). The adult sponsor must pay applicable fees and plan on attending the coaches/directors meeting each day for important information. - Make sure to include all bus drivers, chaperones, sponsors, and coaches staying in hotel on your registration form.
FORM REQUIRED BEFORE CAMP
Hotel Room Assignment Form (Excel File Download)
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- Room assignments are handled by Embassy Suites and Southwest Camps.
- Coaches/Sponsors are required to provide rooming assignments for each person staying at the hotel.
- Use the Hotel Room Assignment Form to complete your assignments.
- The final Hotel Room Assignment Form (in Excel Format ONLY) must be emailed to Southwest Camps absolutely no later than June 5, 2023. PLEASE DO NOT FAX.
- See HOTEL INFORMATION section below for helpful information to complete your hotel room assignments.
DEPOSITS AND PAYMENTS
| OVERNIGHT ATHLETE / COACH |
|---|
| 4 per room – $505 |
| 3 per room – $545 |
| 2 per room – $625 |
| 1 per room – $865 |
| INSTRUCTION ONLY (COMMUTER) |
|---|
| Athlete – $390 |
| Coach – $320 |
Commuter meal tickets are included in pricing.
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- Prices are per team member or individual attending camp.
- $200.00 per person (overnight athlete/coach) deposit is required no later than May 1, 2023.(non-refundable after May 15, 2023)
- $100 per person (athlete/coach – instruction only/commuter) deposit is required by May 1, 2023.(non-refundable after May 15, 2023)
- Your deposit guarantees your spot at camp. If this camp becomes full and we have not received your deposit, you may be asked to come as a commuter or move to another camp.
- Full Payment is due by May 29, 2023. NO EXCEPTIONS.
- Payment by school purchase order:
Purchase orders for deposit amounts will be accepted to hold your spot at camp. However, they must be paid in full absolutely no later than May 1, 2023. (non-refundable after May 15, 2023)
Purchase orders for the remaining balance must be paid in full absolutely no later than May 29, 2023. - Invoices are not automatically emailed. Upon request, we will be glad to send you an invoice. Please include the school name, group, and camp attending in your request.
- Please send all payments made payable to Southwest Camps NOT NCA.
- Send payments to: P.O. Box 350 Cisco TX 76437.
- Preferred payment options: official school check, cashier’s check, credit card or money orders. Personal, gym, booster club or business checks will not be accepted after May 1, 2023.
- Refunds will not be available until after the completion of all camps. Refunds are refunded back to the person or school that paid for camp.
REFUNDS – CANCELLATION / ENROLLMENT FEES
Southwest Camps retains the following amounts per person from any refund you might be due for cancellations or drops.
If canceled or dropped between:
| 45 – 31 days prior to camp start date | $200 per person ( this is your deposit amount, and it is non-refundable ) |
| 30 – 15 days prior to camp start date | 50% of camp fee per person is non-refundable |
| 14 – 0 days prior to camp start date | Full camp fees ( NO REFUNDS ) |
FORMS REQUIRED AT CAMP
These forms must be completed and brought with you to camp.
NCA/VARSITY RELEASE & WAIVER FORM:
Participant Liability Release & Waiver Form – (PDF form) Everyone attending camp or staying in the hotel must fill out the Release & Waiver form, this does include coaches, sponsors, chaperones, and bus drivers.
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- Complete this form, print and sign. The original and one copy must be turned in at camp check-in for EVERY person attending camp. Make a copy for yourself as well to keep with you at all times during camp.
- There has been a change in this form this year. All camper insurance and medical information, to include medication, is now the coaches responsibility to collect and maintain.
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EMERGENCY CONTACT FORM:
Emergency Contact Form– (PDF Form Fill – download required)
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- Complete this form, print and sign. The original and one copy must be turned in at camp check-in. Make a copy for yourself to keep with you at all times during camp.
- Everyone attending camp or staying in the hotel must be included on this form. This does include coaches, sponsors, chaperones, and bus drivers.
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CAMP RULES:
Camp Rules (PDF Form)
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- Please make sure that you provide a copy of the event/camp rules to all participants and guardians of participants.
- Please make sure that everyone that signs the Release and Waiver form is acknowledging that they have read and will comply to the event/camp rules. This does include coaches, sponsors, chaperones, and bus drivers.
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COVID INFORMATION
At Southwest Camps and Varsity Spirit, the health and safety of our athletes, coaches, employees, families, and friends is our top priority. We are monitoring COVID-19 and closely watching official information from health authorities, such as the Centers for Disease Control (CDC), as it relates to our larger communities and our camps. General adoption of best practices as advised by the CDC is the best way to prevent the spread of any illness.
An inherent risk of exposure to COVID-19 exists in any public place where people are present. By attending our camps, you voluntarily assume all risks related to exposure to COVID-19. Please help keep each other safe and healthy by following the guidance provided.
All camp attendees will be asked to monitor their own health seven days prior to attending camp and each morning of camp while following the CDC Guidelines for protecting themselves and others.
Covid-19 Camp/Clinic Rules PDF Form – Updated 11-15-22
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- Everyone attending camp or staying in the hotel that signed the Waiver and Release form acknowledges that they have read and will comply with Varsity Spirit Covid-19 Camp/Clinic Rules. This does include coaches, sponsors, chaperones and bus drivers.
VISITOR POLICY:
Coach – Please make sure to share the visitor policy with all that plan to attend
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- Visitors will be welcomed for the “Final Day Performances” ONLY.
- There will be standing room only – no chairs will be allowed in ballroom due to space limitations
PARKING ON LAST DAY OF CAMP:
The parking spaces are limited. The overflow parking that we had last year is no longer available.
FIRST DAY OF CAMP CHECK-IN
When: 10AM – NOON
Plan to turn in all forms.
Where: Hotel Event Center
Embassy Suites by Hilton San Antonio Brooks Hotel and Spa
7610 S. New Braunfels Ave
San Antonio, TX 78235
Room/Baggage: Hotel rooms will not be available for check-in until your scheduled dinner break time. During registration you will have an option to store your baggage in the hotel or in your vehicle until your designated time for room check-in. Stored baggage will not be accessible after the initial check-in, so we encourage you to remove what you might need before checking.
Opening Rally: 1:00 PM at the Heritage Ballroom
Click Here to view the hotel website.
SCHEDULES
CAMP SCHEDULE
Camp/Mascot Schedules Camp schedule is subject to change by the Head Instructor. If there are any changes, a new schedule will be handed out on the first day of camp during the first coaches meeting.
MASCOT SCHEDULE
Camp/Mascot Schedules If there are any changes, a new schedule will be handed out to the mascot at camp.
HOTEL INFORMATION
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- Hilton has partnered with RB, makers of Lysol® & Dettol®*, to help deliver an even cleaner stay for our guests with the creation of the Hilton CleanStay program.
- Expect up to 4 per suite sharing a bathroom.
- Hotel rooms are assigned by Embassy Suites and Southwest Camps staff only.
- Room check in will be at your scheduled dinner break time.
- Male Team Members: All males will be roomed separately from females. Males are not allowed in female rooms. They are welcome to meet downstairs in the lobby.
- Use the Hotel Room Assignment form to assign participants to each room. Final hotel room assignment is due June 5, 2023.
- Male coaches must bring a female chaperone to stay in the hotel with the team.
- Resident Female Coaches: If you bring more than two male participants to camp, you must bring a male chaperone to stay with them.
- HOTEL DOES NOT ALLOW DECORATING – ABSOLUTELY NO decorating in the hotel rooms or in the hotel.
- Each suite has one thermostat that controls both rooms. Bring a blanket just in case the room is too cold.
- Southwest Camps is not responsible for lost or stolen items. Valuables should be left at home.
For special needs, diets and/or injuries, special arrangements can be made through Southwest Camps. Please call or email us immediately .
MEALS
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- Dining services will be in the Hotel’s Alamo Room.
- Camper Fee includes meals, which will begin on the first day at dinner and end on the last day at breakfast.
- Commuter meal tickets are included in camp fee.
- Please let us know if you have dietary restrictions and we will do our best to accommodate your situation.
PARKING
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- Buses staying at the hotel during camp will park to the right at the main entrance.
- FREE PARKING
- PARKING ON LAST DAY OF CAMP The parking spaces are limited. The overflow parking that we had last year is no longer available.
WHAT TO BRING
WHAT TO BRING LIST – PDF Use this list to make sure you are prepared. Commuters will not need everything on this list.
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- RE-USABLE SCREW TOP WATER BOTTLE
- FACE MASK (IF REQUIRED BY LOCAL GUIDANCE)
- HAND SANITIZER
- SANITIZING WIPES
- TISSUES
- COMPLETED AND SIGNED WAIVERS
- HEALTHY SNACKS AND WATER
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- THERMOMETER
- ANY NECESSARY MEDICATION
- CAMP WEAR
- CHEER SHOES
- FAN
- FUN DAY OUTFIT/ACCESSORIES
- GAME DAY PROPS: FLAGS, POMS, MEGAPHONES, SIGNS, TEAM MASCOT
- HAIR TIES AND RIBBONS
- HANGERS
- INSECT REPELLENT
- MONEY FOR THE VARSITY SPIRIT SHOP
- SHOWER SHOES
- SUNSCREEN
- TOILETRIES
- UMBRELLA AND RAINCOAT
- UNIFORM
- A GREAT ATTITUDE!
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- GUM
- JEWELRY
- GLITTER
If one of your participants requires wrapping at all times, please be sure to bring your own wrapping to camp. The wrapping that we furnish at camp is for injuries during camp.
WHAT TO WEAR TO CAMP
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- Check the Camp Schedule for appropriate clothing or contact your Varsity/NCA Rep.
The statement below is a suggestion from NCA:
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- 1st Day: Half day PM – Camp clothes – shorts and t-shirts/tank tops.
- 2nd Day: Full day – Camp clothes – shorts and t-shirts/tank tops.
- 3rd Day: Full day – Camp clothes – shorts and t-shirts/tank tops. This is also known as FUN DAY. You can dress to match the THEME but of course, they don’t have to (just a suggestion!) This is also the day that participants try out for All American. Many participants choose to wear their uniforms for tryouts.
- 4th Day: Half day AM – Most teams choose to wear their uniforms on the final day but again, it is not required.
FUN
This year’s theme is SPIRIT IS FOREVER, celebrating 75 years of cheer! From the first cheerleading camp to the first spirit stick, you have helped NCA cultivate a culture of positivity and cheer. Get ready for Fun Day at Overnight Camps, where your team will have the chance to celebrate the past and look to the future. Dress up in your best “decades” look and get ready to make memories of a lifetime! Here are some outfit ideas for FUN DAY at camp:
- Decades: 70’s, 80’s, 90’s
- Retro Uniforms
- Throwbacks
CONTACT INFO
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- If you have any questions concerning registration, payments, food and hotels, please feel free to contact us either by email or by phone at 888-442-2514 or 254-442-2500.
- If you have questions about classes, instructional items and clothing, you will need to contact your Varsity Rep or call NCA – Cheer 1-800-527-4422.
- Click Here to visit the NCA website or download the NCA 2023 Brochure.