CAMP IS FULL!
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: July 11-13, 2025 (2-night stay)
Camp Code: TX EMB BR II NCA
Location: Embassy Suites by Hilton San Antonio Brooks Hotel and Spa
| OVERNIGHT ATHLETE / COACH |
|---|
| 4 per room – $430 |
| 3 per room – $460 |
| 2 per room – $515 |
| 1 per room – $685 |
| INSTRUCTION ONLY (COMMUTER) |
|---|
| Athlete – $365 |
| Coach – $295 |
Commuter meal tickets are included in pricing.
Required Before Camp
What to Expect at Camp
HOW TO REGISTER FOR CAMP
- NCA/Varsity Rep will notify us when you register with them. Your camp registration is not finalized until Southwest Camps’ Registration Form is processed.
- If you haven’t registered with NCA yet, that’s OK. This may be done after you complete Southwest Camps’ Registration Form.
- Now, complete Southwest Camps’ Registration Form. Southwest Camps Registration Form (You will get a confirmation email from JotForm.com. Please make sure your email server doesn’t 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
- Please note that Varsity Spirit 2025 Rules has a 1:10 adult to participant ratio required for their camps.
- Email address should be one that you check regularly throughout the summer. Important camp information and updated invoices will be sent to this email address
- 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’s 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 participant must be accompanied at all times by a registered adult sponsor (21 or older). The adult sponsor must pay applicable fees and attend 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.
DEPOSITS AND PAYMENTS
| OVERNIGHT ATHLETE / COACH |
|---|
| 4 per room – $430 |
| 3 per room – $460 |
| 2 per room – $515 |
| 1 per room – $685 |
| INSTRUCTION ONLY (COMMUTER) |
|---|
| Athlete – $365 |
| Coach – $295 |
Commuter meal tickets are included in pricing.
- Prices are per team member or individual attending camp.
- $200.00 per person (overnight athlete/coach) deposit is required by May 12, 2025. (Non-refundable after May 27, 2025)
- $100 per person (athlete/coach – commuter) deposit is required by May 12, 2025. (Non-refundable after May 27, 2025)
- 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 June 9, 2025. NO EXCEPTIONS.
- 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 12, 2025. (Non-refundable after May 27, 2025)
Purchase orders for the remaining balance must be paid in full absolutely no later than June 9, 2025. NO EXCEPTIONS will be permitted. - Invoices are not automatically emailed. Upon request, we will be glad to send you an invoice. Please include the school’s name, group, and camp attending in your request.
- Please send all payments made payable to Southwest Camps P.O. Box 350 Cisco TX 76437. NOT NCA.
- 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 27, 2025.
- DUE TO 2025 VARSITY 10:1 RATIO RULE, SOUTHWEST CAMPS WILL EXTEND A $50 CREDIT PER EACH REGISTERED CHAPERONE/BUS DRIVER ON YOUR INVOICE.
REFUNDS -CANCELLATION POLICY
Refunds will not be available until after the completion of all 2025 camps and are refunded back to the person or school that paid for camp.
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 is non-refundable |
| 30 – 15 days prior to camp start date | 50% of total camp fee per person is non-refundable |
| 14 – 0 days prior to camp start date | No Refund |
CAMP ATTENDANCE REQUIREMENTS
USA CHEER MEMBERSHIP
Varsity Spirit requires all adults attending an Overnight Camp have a USA Cheer/Dance Coach or Professional Membership. Only one of the two USA Cheer memberships is necessary to meet this requirement. The Cheer/Dance Coach Membership is recommended—with the safety and risk management course, along with professional liability coverage—but either the Cheer/Dance Coach Membership or Professional Membership meet this requirement for Varsity Spirit Overnight Camps. Please print out and bring to camp. Varsity Spirit will cover the membership fee for all registered coaches and team personnel who attend a Varsity Spirit camp lasting two or more days. Check out this link for more information: Which Membership is Right for Me?
NCA/VARSITY RELEASE & WAIVER FORMS:
Varsity Spirit has transitioned to digital waivers this season. Everyone attending camp or staying in the dorm must fill out the Participant Release & Waiver form, this does include coaches, chaperones, and bus drivers. These waivers must be completed before the first day of camp. There has been a change in this form this year. All camper insurance and medical information, to include medication, is now the coach’s responsibility to collect and maintain. Please print out and bring to camp.
DIGITAL WAIVERS
- The link to the waiver is available on your MyVarsity account.
- Both the waiver template and link to the waiver are unique to your registration and prepopulated with your team’s name, registration number, camp you are attending, and camp dates.
- Click the red plus sign (+) to the right of the link to see the names of all camp attendees who have completed their waivers.
- Please ensure all waivers are completed 3 weeks prior to camp. If an athlete submits their waiver more than once, that’s not a problem! Once submitted, please allow up to 2 hours for waivers to show up in your MyVarsity! Do you need help? Click here: Digital Waivers and FAQ
Please join the Camp BAND to receive important updates from UCA/Varsity staff including schedules, any last-minute updates, etc. (Varsity link pending)
EMERGENCY CONTACT FORM:
Emergency Contact Form– (PDF Form Fill – download required)
Complete this form, print and sign. The original must be turned in at the camp check-in. Please make a copy for yourself to keep with you at all times during camp.
Everyone attending camp and staying in the hotel must be included on this form. This does include coaches, sponsors, chaperones, and bus drivers.
CAMP RULES:
Camp Rules (PDF Form)
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 Camp Rules form acknowledges that they have read and will comply with the event/camp rules. This does include coaches, sponsors, chaperones, and bus drivers.
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 SCHEDULES
Camp/Mascot Schedules Camp schedule is subject to change by the Head Instructor. If there are any changes, a new schedule will be available on the BAND app and available on the first day of camp during the first coaches’ meeting.
MASCOT SCHEDULES
Camp/Mascot Schedules If there are any changes, a new schedule will be available on the BAND app and available on the first day of camp.
HOTEL INFORMATION
- 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.
- Coaches/Sponsors are required to provide rooming assignments for each person staying at the hotel.
- Room assignments are handled by Embassy Suites and Southwest Camps.
- Hotel rooms are assigned by Embassy Suites.
- 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 (Excel Form – download required) to assign participants to each room. Final hotel room assignment is due June 9, 2025.
- 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
- 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 fees.
- Please let us know if you have dietary restrictions and we will do our best to accommodate your situation. Please complete the Guest Food Allergy/Dietary Request Form (PDF Form Fill – download required) and email it to us no later than 2 weeks prior to camp.
PARKING/VISITORS
PARKING POLICY:
- 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.
VISITOR POLICY:
Coach – Please make sure to share the visitor policy with all that plan to attend.
- At this time, visitors will be welcomed for the “Final Day Performances” ONLY.
- Limit of two visitors per camper – We will provide each coach with wristbands for their visitors. The wristbands must be worn at all times and are required to enter the ballroom where performances will take place.
- There will be standing room only – no chairs will be allowed in the ballroom due to space limitations.
We appreciate your help in adhering to these guidelines, any changes will be posted on our website as they occur!
WHAT TO BRING
WHAT TO BRING LIST. Use this list to make sure you are prepared. Commuters will not need everything on this list.
OTHER RECOMMENDED ITEMS
- RE-USABLE SCREW TOP WATER BOTTLE
- HAND SANITIZER
- HEALTHY SNACKS AND WATER
- BEDDING AND TOWELS (XL TWIN)
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
Check your BAND app or the Camp Schedule for appropriate clothing, contact your Varsity/NCA Rep for any additional questions.
The statement below is a suggestion from NCA:
- 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. 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.
- 3rd Day: Half day AM – Most teams choose to wear their uniforms on the final day but again, it is not required.:
FUN
The theme this year: ALL IN!
Being “All In” is about believing in the power of unity, where every effort counts, and every individual has a place. It’s knowing that when you give everything you have, magic happens – on and off the floor. It’s when you push through fatigue, doubt, and fear because you believe in something bigger: the bond between teammates, the dreams you share, and the goals you’re chasing together.
What to Wear on FUN Day!
Channel your inner Wildcat by dressing up as your favorite High School Musical Characters and celebrate the power of unity. Let’s sing, dance, and cheer as one – because we’re all in this together!
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 2025 Brochure.