School Trip FAQs

First, feel free to reach out to our kitchen staff at goodfood@frostvalley.org. Second, take ease knowing we are a nut-aware facility, meaning our Food Service team does not serve any items containing nuts or nut-based products, with the exception of coconut (MCT). We have a variety of meal and food options to accommodate a wide range of allergies and restrictions. Students are also able to bring their own allergy-friendly food and store it in our dedicated allergy-friendly refrigerator.

Your child will have a marvelous outdoor experience while visiting us here at Frost Valley. Your school will choose the educational track in which your child will participate. Our program provides an amazing camp experience enriched with outdoor education, team-building exercises, and recreational fun. Sometimes kids don’t even realize that they’re learning something new—whether it’s science-related or not. They are too busy having fun, trying new things, and making unforgettable memories.

Yes, while we are without cell service, we have landline phones available during meals. Students can get our outgoing call code to dial home from their chaperones. If you need to reach your student or wish for them to call you back, please know they may not be able to return a call until the next meal that day. We advise against sending cell phones with your students as they are a major distraction for outdoor experiences and may be easily lost. 

If it is necessary to reach someone at Frost Valley, the main telephone line at (845) 985-2291 and is answered Monday through Friday from 9:00 a.m. to 5:00 p.m. Please note, that the person you are trying to reach may be temporarily unavailable if participating in our programming, but we will contact them as soon as possible. After hours, please feel free to leave a voicemail which will be delivered first thing in the morning.

Letters and packages can be sent to your student at the following address. Mail and non-emergency messages will be delivered at dinner each evening. Please do not send candy or any other items on the “Do Not Bring” list, as they will be removed from the child’s possession. Also, as our location is a bit more remote, we recommend sending mail at least five days in advance of your student’s trip.

Student’s NAME & SCHOOL
c/o Frost Valley
2000 Frost Valley Road
Claryville NY 12725

Yes, we strive to welcome all students regardless of their abilities and can adapt several of our activities to suit many developmental or physical disabilities. Please give us a call to discuss options and what accommodations can look like.

Yes, we have a health center that is equipped to deal with most medical needs. We have a full-time nurse on staff and an EMT is available 24 hours a day to deal with any emergency. We have a select few locations onsite that have WiFi during the evening if that is required for your medical devices or monitoring.

Yes, this is crucial. It is our direct link to you and your child. The more information you include, the easier it is for us to treat your child. It is also necessary for a doctor, physician or nurse, to sign the medical forms. This allows the Frost Valley nursing staff to administer medications. Without this signature, we are not allowed to give out ANY medications. It’s a New York State Law. For further information regarding our health center, please give us a call at 845-985-2291 ext 225.

Schools will either opt into our onsite nursing services or bring their own nurse to handle medical needs. If they are using Frost Valley nurses, they work with your child’s school to keep you informed and updated. Our top-notch wellness center is equipped with many tools and comfort items to keep your child healthy and comforted during this time. If your child becomes too ill to remain on-site, you may need to pick them up from Frost Valley. We require all schools to bring their own vehicle to use for hospital or urgent care visits.

If your school has never booked a trip to Frost Valley, please email businessdevelopment@frostvalley.org. If you have and wish to rebook, please email the director at elarson@frostvalley.org. If you have already booked and are ready for your next planning meeting. For more information, please email outdoorschool@frostvalley.org

Upon arrival, all chaperones and staff will check in at our Welcome Center. It is the first building on the right as you enter the camp. They will let your school host know you are here. We will come to greet you and give you instructions on where your buses should go and what to do with your luggage. We will try to have everyone meet in the Dining Hall for an orientation at 11:30 am. Lunch will happen either at noon or 12:45, depending on arrival schedules. We will also host a teacher/chaperone meeting either before, during, or after this meal. We will discuss everything from emergency procedures to where you can park your car (if you happen to drive yourself). You will be given wristbands, parking passes, maps, and general information. We will also answer any questions you may have. Upon the conclusion of lunch, you may have a little free time to let your students play in the field or go to their lodges to get ready for their afternoon classes.

Departure days are busy ones and they typically start before breakfast. You will begin by having your students pack and collect their luggage to be picked up by our luggage crew BEFORE they come to breakfast at 8 am. If you are staying in lower main camp lodges, you may have to walk over to our pavilion. Your school host will instruct you the night before where to leave the luggage – maybe on the porch, maybe on a parked luggage vehicle outside. We ask that students and adults do not go back to their lodges once classes begin as our housekeeping crew will start cleaning for our next guests. Once you are all packed, you will head to breakfast, which begins at 8:00 am. After breakfast, you will have your morning class followed by lunch. Most schools depart at approximately 1:00 pm. Make sure students know to take everything they need for the whole day and they will not see their luggage until it is loaded onto the bus.

Please email and bring a student and teacher/chaperone attendance list, class roster for each trail group, and lodge assignment list. You will also need to bring all  Frost Valley medical forms – which include student and chaperone waivers and medication release forms. We will collect these upon arrival along with any medications that your students may have brought. You may want to make copies of these forms to keep with you.

You will notice that on your contract (Clause Number 18) it states that we need a Certificate of Insurance. This document should list Frost Valley as additional insured. You can ask your business office for this or, if you are from a NYC public school, please contact the NYC Department of Education, Legal Services. The address is 52 Chambers Street, Number 308, New York, NY, 1007. The Phone number is 212-374-6888 Or email asklegal@schools.nyc.gov

Once you have procured the certificate, please send it to Frost Valley YMCA, 2000 Frost Valley Road, Claryville, NY, 12725 Attn: Reservations.

During class times we require two adults (one Frost Valley staff member and one teacher/chaperone) per fifteen students. For overnight supervision, we recommend a ratio of one adult to eight students below the 6th-grade level and a ratio of one adult to ten students beyond the 6th-grade level.

Chaperones are a vital part of any group’s trip to Frost Valley. Outdoor Instructors, students, and teachers count on chaperones to help make this trip a success for everyone. Chaperones are there to help support a positive learning environment and we encourage you to participate and empower students. Please feel free to speak with your outdoor instructor about any specific activities, goals, or other topics. We encourage you to communicate with your instructor. We want everyone to have a rewarding experience. It’s all about your students!

Chartwells, our Dining Service, takes care to offer a vast array of options while meeting the dietary needs of all of our guests.

Nutritionally balanced meals are served community-style featuring a main entree, a selection of side dishes, a salad bar, a soup station, a cereal bar, and fresh fruit. Our kitchen staff can accommodate most people with special dietary needs including but not limited to organic, gluten-free, dairy-free, and vegan options. We are a nut-aware facility, meaning our Food Service team does not serve any items containing nuts or nut-based products, with the exception of coconut (MCT).

The closest hospitals are Catskill Regional Medical Center and Ellenville Regional Hospital. Both are approximately 45 minutes away. It is imperative each school bring their own personal vehicle for use in case of an off-site medical emergency. If a car is not brought, we will have to call an ambulance and it will be on the school to secure a ride back to the Frost Valley for the student and chaperone.

Please see our suggested packing list for details. Please pack to be outdoors for the entirety of this trip. Layers are important as is good footwear.

It is necessary to communicate any medically diagnosed dietary conditions or needs of anyone in your group BEFORE you arrive at Frost Valley otherwise any information not communicated may not be able to be accommodated during your stay.

Contact your school group leader with any diagnosed dietary condition such as a life-threatening allergy or intolerance or need for an alternate option such as a vegetarian or vegan meal. These dietary needs will be communicated with Frost Valley staff prior to your visit. If you have specific questions about our food service operations or procedures, please contact us at goodfood@frostvalley.org

Frost Valley provides a wide variety of lodging styles from cabins to lodges. All of our lodges and cabins have indoor bathrooms, electricity, hot water, heat, and bunk beds. There are private ‘counselor rooms’ attached for chaperones to stay near but separate from students. Some have indoor fireplaces and common rooms. We try to accommodate the needs of each group and cluster lodging together, but that is not always possible. Pillows and blankets are provided in each room. We provide full linens, pillows, towels, and blankets for an additional charge per person.

For making phone calls without WiFi, they do not. We offer guest Wifi for chaperones at our Welcome Center, Dining Hall, and Wellness Center. We also have landline phones for chaperones and students to use.

Yes, all Frost Valley lodges and cabin areas have an outdoor fire pit and many have indoor fireplaces.  Please plan on spending time around your fire during your visit, but we ask that you follow our rules for the health and safety of our forested lands.  Firewood from any location other than Frost Valley YMCA is prohibited. Transporting firewood may spread non-native insects and threaten the trees in our forest.  New York State law prohibits transporting firewood greater than 50 miles.  Cutting, felling, or gathering of wood on Frost Valley grounds is not allowed.

Yes. Please bring your own fishing pole if you want to test your luck at catching fish in our pristine waters. Lake Cole is open for rod and reel fishing and you may use live bait. Fishing is not allowed around the swimming docks or boating docks. Lake Cole is a fishing preserve, which means a New York State License is not required.  Fish may be kept from Lake Cole, however, if they are taken off Frost Valley property a fin tag must be obtained from the Front Desk of the Welcome Center.

All other waters at Frost Valley are restricted to Fly Fishing only and are catch-and-release. Access to fish the rivers and streams is open to Outdoor Sporting Members and registered guests with a valid NYS fishing license. To fly fish guests must check in at the Welcome Center front desk and obtain a name badge, fishing rules and regulations, and fishing map.  All fish caught from the rivers and streams must be released at the same location.

Frost Valley offers more than 30 miles of hiking trails open to all guests. Guided hikes are scheduled through your school with our staff, but you may also choose to explore our trails on your own.  Trail maps are available at the Welcome Center. Difficulty levels are noted on the map, so you can choose from Easy, Moderate, or Difficult. Please bring your backpack with 10 essentials, hiking boots, appropriate clothing, and water for these adventurous excursions. You have the opportunity to visit High Falls, Brother’s Hole, cable bridges, scenic vistas, and beautiful mature forests, and catch some wildlife sightings.

Pick up a winter trail map at the Welcome Center to see which trails are open for cross-country skiing and snowshoeing.  Guided snowshoe hikes can be offered to the students during winter if there is adequate snow. Snowshoes are provided for these hikes only.

Please plan on bringing winter boots, yak-trax (boot traction devices), and/or snowshoes during the winter.  Our trails during this time of the year can be snowy, icy, and somewhat dangerous.  If properly prepared, you and your family can enjoy beautiful winter conditions. Find an icy waterfall, wildlife tracks, mountain streams bordered by snow and ice, hemlock trees, and peace and quiet.

Frost Valley is typically 10 degrees colder than our surrounding area. We also get a great deal of snow and precipitation So, while it may be fifty degrees and sunny where you are, it could very well be chilly, muddy, or snowy here. Please pack for all weather and elements as we will be outside the majority of the trip. Check out the latest weather forecast for Claryville, NY.

Student safety is our highest priority. Supervision by chaperones, maintaining a well-trained staff, and providing access to medical needs are ways Frost Valley helps keep kids safe and comfortable.

All of our instructors undergo background checks and are held to the highest professional standards. All equipment used in our programs is checked and replaced regularly.

Chaperone supervision of students is necessary at all times. Frost Valley requires a minimum of a 1:15 chaperone-to-student ratio. They are supervised as they travel to and from classes, during all evening activities, during meal times and free times, and any time they are in lodging.

Staff are very sensitive about identifying authorized and non-authorized individuals on campus. Staff are in constant contact with one another, and with the administration, via hand-held radio. Guests are required to wear color-coded wristbands identifying the program in which they are enrolled. Additionally, their vehicles are registered with Frost Valley’s Welcome Center. This ensures an increased awareness of who is on the campus at any given time. Trespassers are immediately identified, approached, and asked to vacate the premises. If you need to find a Frost Valley staff member, they will be wearing nametags.

During inclement weather, Frost Valley personnel will assess the conditions to ensure the safety of both the students and adult chaperones.  Consideration will be given to the air temperature, wind chill, and student clothing to determine the appropriate amount of indoor/outdoor activity time for each class. Temperatures that fall below -20° (wind or air) will greatly reduce the amount of time spent outdoors.  The -20° degree guideline is based on frostbite averages according to the Wind Chill chart from the National Weather Service. Our classes feature back-up activities Frost Valley instructors can draw from if outdoor activity times are reduced.