Camp Registration

Camp registrations collected through paper forms or email give organizers an inconsistent and often incomplete record of each child's details, their guardians' contact information, emergency contacts, and any medical conditions or allergies the camp staff need to be aware of. Primary and secondary guardian details arrive in different formats or only one parent is captured. Physician information is omitted. Allergies are mentioned informally rather than recorded in a structured field that staff can reference quickly. Without a structured, centralized registration process, managing camper welfare and maintaining duty-of-care records requires more administrative effort than it should.

The Camp Registration template for SharePoint, built with Infowise Ultimate Forms, provides a structured registration form that captures the child's personal details, school, and contact information, full details for two parent or guardian contacts, an additional emergency contact beyond the parents, allergies and medical conditions, and the child's physician contact information. Every registration is stored as a complete, searchable record in SharePoint.

How it works

Child details

The form captures the child's name, age, address, city, postal or ZIP code, school name, and optionally their email address. Capturing the child's school gives camp staff useful context for scheduling and communication, while the address and city details provide the location information needed for logistics and emergency situations.

Primary parent or guardian

A dedicated primary guardian section captures the full name, email address, place of work, cell phone number, and optionally work phone number of the first parent or guardian. Capturing the place of work and both contact numbers ensures camp staff have multiple ways to reach the primary guardian quickly in the event of an urgent situation during the camp day.

Secondary parent or guardian

An optional secondary guardian section captures the same set of details for a second parent or guardian. Capturing both guardian records within the same registration form ensures the camp has the complete family contact picture from the outset, without requiring a separate follow-up to gather information about additional guardians.

Additional emergency contact

A required emergency contact section captures the name, cell phone number, and relationship to the child of an additional emergency contact beyond the parents. Requiring at least one non-parental emergency contact ensures the camp always has a fallback point of contact if neither parent can be reached, which is a basic duty-of-care requirement for any supervised activity involving children.

Allergies, medical conditions, and physician details

An allergies and medical conditions column gives parents the space to document any conditions, allergies, or medications relevant to their child's care during the camp. A physician contact section captures the name, phone number, and address of the child's doctor, providing camp staff with the medical contact information needed to consult a healthcare professional in the event of a health incident without having to contact the parents first.

What you get

• A structured camp registration capturing child name, age, address, city, postal code, school, and email
• Full primary guardian details including name, email, workplace, cell phone, and work phone
• Optional secondary guardian details in the same structured format
• Required additional emergency contact with name, cell phone, and relationship to child
• Allergies and medical conditions column for welfare and duty-of-care documentation
• Physician name, phone number, and address for medical emergency reference
• Every registration stored as a complete, searchable record in a standard SharePoint list
• Free for all Ultimate Forms customers, installed automatically with a single click

Built on standard SharePoint lists

The Camp Registration system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All registration records stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.