What about privacy and confidentiality?

What happens at Happy Doc Summer Camp stays at Happy Doc Summer Camp!  All records are confidential and will remain so at all times.  We are here to provide a supportive, encouraging environment where you can let your hair down and relax.  

What if I need to cancel?

Sometimes, schedules change and you may not be able to attend Happy Doc Summer Camp. We have a generous refund policy based on the dates of when you submit a notice of cancellation. We recommend that you purchase travel insurance to protect your investment from unexpected cancellations, flight delays, lost luggage, etc.

You can find our comprehensive refund policy in the "About Booking" section. 

Are there handicapped accommodations?

Pocono Valley is in the heart of the Pocono mountains; thus, it is very hilly. If you're challenged by hills and dirt paths, just let us know and we'll place you near the center of camp where the dining hall and auditorium is located. There is one cabin more suited to wheelchairs near the main dining hall, otherwise, all of the other cabins have stairs. Please take that into consideration if you have mobility issues

Are medical services available?

With all of our events, we ensure that there is someone available at all times for non-emergency medical needs. But since all of you are healthcare providers, our medical staff will most likely be very bored throughout the week. If you do need to see our medical staff, you will find him or her in the Infirmary building not far from the main camp office. You can go directly to the main camp office 24 / 7 and ask for the medic on call; they will meet you in the exam room in the Infirmary building

Are there medical facilities nearby?

Yes, there are a number of local medical facilities within a 10 - 20 minute drive from Pocono Valley.

ST LUKE'S HOSPITAL Emergency Department
100 St. Luke's Ln
Stroudsburg PA 18360
Open 24 hours
www.slhn.org
(272) 212-1000

Are AED's available?

Yes, there are AED's available around camp. If there is an emergency, call 9-1-1, tell the operator that you're calling from Pocono Valley and give them the location where the emergency has occurred, e.g. main dining hall, gym, cabin number, etc. 

Grab one of the AED's to begin resuscitation and let one of the staff members know.

We will have the location of the AED's posted at camp so be sure to look for that after you arrive.

What is the weather like?

Pocono Valley is located in the Pocono mountains of eastern Pennsylvania. It can be cool in the evenings. In fact, it can get cold at night compared to where you may live. At camp, the forecast is posted daily on the bulletin board by the main camp office. Expect that over the week it may rain at some point.

What about dietary restrictions?

Our chefs will be preparing meat dishes along with vegetarian, vegan, and gluten-free meal options at every meal. Just sign up for these options on your registration form so we can get an accurate count for our chef. We'll also have healthy (and some not-so-healthy) snacks throughout the day and desserts served in the evening. And for our insomniacs who get hungry, you will be able to go to the kitchen 24 / 7 and order off a limited lat-night menu, e.g. turkey club and chips, eggs over easy and grits, etc. (menu to be determined).

Is there WiFi?

Of course! There is free WiFi available for you to use 24 / 7. Just connect your device or laptop to the the WiFi located around the main camp office and inside both dining halls. WiFi is unencrypted and open so we suggest you use caution if you're accessing sensitive information.

Is there cellphone service?

Yes, there is cell phone service in the area. Some providers are better than others and depending on your location at camp, you might find you have better service in some parts of camp than others. If you have any questions about your specific service, please contact your service provider and ask about coverage in Reeders, Pennsylvania.

Are there on-site computers?

Happy Doc Summer Camp is created with the intent for you to disconnect from the world. That said, we understand that there may be times that you need to check on a patient, sign a chart urgently, or access company e-mail. We very much want you to disconnect and spend time doing the things that you want to do rather than taking care of business. But if you absolutely have to access a computer and didn't bring one, we will have a private office with a computer and phone available. We also offer complimentary photocopying, scanning, and faxing services.

What about security for valuables?

Unfortunately, we cannot provide security for valuables. Our attendees are very well behaved, but that's not to say that theft won't ever happen; it's just highly unlikely that it will. We recommend that if you are concerned about securing your valuable items, either lock them in your luggage or vehicle, or purchase a small safe from a local office supply store. 

Because our event is all-inclusive, there will be little need for large amounts of cash but we understand your concerns for securing keys, drivers licenses, passports, credit cards, etc. The best thing that we can recommend is to find what best that works for you when it comes to securing your valuables.

Do the pools close at night?

No, the pools are open 24 / 7 for your enjoyment. If it becomes necessary to add chemicals or vacuum clean the pool, we will let you know when that occurs and the duration of how long the pool will be closed. Otherwise, feel free to take a swim at 3:00 am or any other time of the day or night.

Please note that there is no lifeguard on duty; swim at your own risk.

Is there a gym on-site?

Indeed! We have approximately 2,750 square foot of free weights, weight machines, and cardiovascular exercise equipment available for you to use 24 / 7. You're welcome to work out and make use of the equipment anytime. Drinking water is available in the weight room as well so that you can stay hydrated.

Is my privacy protected?

Yes, we take privacy very seriously.  What happens at Happy Doc Summer Camp stays at Happy Doc Summer Camp.

We use all information provided during registration to provide you with our services. We do not release this information to any outside organization or sell our mailing list to anyone. All membership information you supply will be used only to process requested transactions or to contact you regarding a specific need.

What are the payment options?

We've tried to make booking a reservation and payment as simple as possible. If you register online through our electronic reservation forms, you can pay with one of the major credit cards - Visa, MasterCard, Discover, Diners Club, and American Express.

Or if you prefer, you can also send a check or money order to the following address with your printed and completed registration form:

Happy Doc Summer Camp
190 W Continental Rd Ste 216-261
Green Valley AZ 85622-3500

Make checks and money orders payable to "Happy Doc Summer Camp."

Can you apply my fees to a future event?

Happy Doc Summer Camp is unable to accommodate the request to transfer a paid registrant's entrance fees to a future event. However, entrance fees are transferable to another person - contact us for details. If a paid registrant cannot attend Happy Doc Summer Camp, he / she can also request a refund according to the refund policy. We also recommend that you protect your travel investment by purchasing a travel protection plan.

What if the event is canceled due to war, civil unrest, etc?

In the event Happy Doc Summer Camp is cancelled, postponed or unable to be held due to acts of war, natural disaster, hurricanes, floods or other weather emergencies, public unrest, terrorism, or other causes beyond the reasonable control of Happy Doc Summer Camp, we shall not be obligated to refund any registration fees, either in full or in part. This is highly unlikely to happen but we do have to disclose this to you in the extreme off chance that Happy Doc Summer Camp is cancelled for reasons beyond our control.

Therefore, we highly recommend that you protect your travel investment by purchasing a travel protection plan.

Is there a returned check charge?

If you attempt to pay by check and we find that your check did not have sufficient funds, we'll contact you and let you know. In order to cover our costs for a NSF check, there is a $30 bank fee to cover your NSF charge. This will have to be paid in addition to your reservation fees and confirmation of your attendance.

How do I know my reservation is processed?

After you successfully submit your booking reservation, your payment will be processed and you will be e-mailed a confirmation number. If additional information (such as housing assignments) is not available at registration, it will be provided as soon as possible before the event. If you think you did not receive your confirmation, please check your "spam" or "junk mail" file first - but if you need help you can always contact us.

Can I claim a business deduction?

You may be able to claim this conference as a work-related business expense. Contact your tax adviser for more details.

So the cabins are being renovated?

Yes, and not just the cabins!  Pocono Valley resort has been doing significant upgrades over the past two years.

Can we decorate our cabin?

Absolutely! In fact, it's encouraged. We want you to have the time of your life and if that means you want to make your cabin more "homey" and festive, by all means, please feel free to do so. You may add holiday lights, hang pictures, posters, drapes, etc. All we ask is that you return your cabin to its original condition prior to your departure. 

Outside of that, have fun!

Can I stay at a nearby hotel?

Of course, you can! Contact us for information on hotels nearby.

We understand that there might be some that may not like the concept of group housing or sharing their personal space with others and may opt to stay at a local hotel. That's perfectly fine.

If that is the case and you do want to stay off camp, hotel costs are not included in your reservation fees and will be paid separately directly to the hotel. Unfortunately, we are unable to offer you a credit or discount for staying off camp. The camp charges Happy Doc Summer Camp the same rate whether you stay on camp or at a nearby hotel.

Can I stay in a tent?

Sure! You're welcome to make this event whatever you want it to be. Camping is permitted in most areas of camp, but due to some of the infrastructure of pipes and wires, camping in certain areas is not permitted. Upon arrival, our staff will be happy to help you with finding your perfect spot to pitch your tent.

Because this is a summer camp and not a typical camp for tents and RV's (like KOA campgrounds), there are no permanent or assigned tent locations. Walk around the camp and if you find a spot you like under a nice shade tree, go ahead and pitch your tent after you check with the staff.

If you do want to stay exclusively in your tent, you will be assigned a cabin for bathroom and shower privileges.

Can I bring an RV?

Of course! Like the issue of tents, RV's are permitted only in certain locations. Please check with the staff upon arrival to find out the best location(s) for your RV.

Since this is a summer camp, it's not set up like a traditional KOA campground for RV's. Thus, there are no permanent RV set ups, meaning there aren't any power, water, or sewer hook ups. If you need power in your RV, you may be able to run an extension cord to a nearby cabin or other building. For those that stay in an RV, you will be assigned to a cabin for bathroom and shower privileges.

What if I miss the bus?  What if I want to take public transit from NYC?

TSA sharply limits the amount of time a charter bus may pick up or discharge passengers at the airport.  Buses are scheduled with TSA in advance, and are allowed 15 MINUTES for everyone to check in, board, and to get the bus loaded prior to departure.  Buses will pick up passengers at Newark Airport at 4:00 PM, and must depart Newark by 4:15 PM.  Because of this, we STRONGLY recommend you book your flight to arrive well in advance of the bus departure time, as TSA will not permit us to hold the bus for late arrivals.

If you miss the bus do not fear - there are still plenty of ways to get to camp. You can rent a car or use public transportation. Public transportation is less expensive than renting a car, but does require additional travel time.

From Newark International Airport, take the train to Port Authority in Manhattan.

From there, purchase a ticket on Martz Trailways to Delaware Water Gap or Park & Ride in Stroudsburg, PA; you can get off the bus at either location.

Once you are off the bus, contact the local taxi company - Pocono Cab Company (877-570-8294) or Uber and they will bring you to camp. At this time, Lyft is not available in the area.  Please contact the individual carriers for current fares. 

How long does it take to get to Newark Airport from camp?

When arranging your return flight, note the drive time between Pocono Valley and Newark International Airport (EWR) is approximately 1-1/2 hours, depending on traffic, road construction, and weather conditions. Buses will not depart prior to their scheduled times.   BUSES WILL DEPART FROM CAMP TO NEWARK AT 9:00 AM, ARRIVING AT NEWARK AIRPORT APPROXIMATELY 10:30 AM.

Please plan for additional time to be processed through the security checkpoints at the airport in order to make your flight time.

Can I carpool to camp?

Sure, but we may not be able to help you finding a carpool ride. Our attendees are coming from all over the United States and the world and we value privacy as to not disclose the names or locations of others who are attending. If you are coming with friends or a group, by all means, we encourage you to carpool.

Is there parking available on-site?

Indeed, there is plenty FREE PARKING at camp. When you arrive, proceed to the main parking lot. Find any open space, place your parking permit on your dashboard, and check in to receive your housing assignment and schedule. In case the parking lot is full (we would LOVE to have that many people attending), there is overflow parking behind the main gym at the top of the hill next to the main parking lot. You will receive specific information about this in your confirmation materials.

Can I park next to my cabin or tent?

Pocono Valley has a "no parking next to cabins" policy. When you arrive, after you check in, camp staff will meet you and your luggage and escort you to your cabin. They will make multiple trips, if necessary, if you have lots of stuff.

The camp is beautiful and part of that beauty is not having the clutter of cars parked next to cabins. But more importantly, there are numerous utility pipes for sewer and water running near the surface of the ground near cabins. A vehicle can easily crack those pipes taking out the sewer or water, not only for a particular cabin, but for many other cabins on the same line(s). 

If that happens, the cost of repairs will be borne solely by the individual who has caused damage so it's best to avoid the whole thing by parking only in the parking lot and utilize the camp's shuttle services.

Can I volunteer to offset registration fees?

While our intent is to offer you an experience where you can relax and unwind, there may be limited volunteer opportunities available that we fill to assist us in putting on a fantastic event. Contact Us with any questions and we'll see what volunteer opportunities may be available for you that may help defray conference costs.