Girls Camp & Boys Camp FAQ

Girls Camp & Boys Camp FAQ

REGISTRATION

  1. When does registration open?  Registration for Girls Camp opens February 1st.  Registration for Boys Camp opens April 1st.
  2. Is the camp cost the same for both sponsors and students?  Yes, every registered person at camp is a camper and pays the stated camp cost for the session.
  3. Should I give parents and/or students the password to register themselves online?  No.  The group leader (or someone he/she asks for help) needs to do the online registration entries.  It is impossible to keep track of your individual registrations if you are not doing them, or overseeing them at a minimum.  The group leader must manage his/her individual registrations and the payment(s) required.
  4. How do I get the required information to register every individual camper?  An information sheet/worksheet is provided for each camp as a tool to help you gather the required information for each person.  See the registration details for each camp to download the helpful tool.
  5. Can I add campers to my group after the Registration Deadline?  Additions after the Registration Deadline are based on space availability and must be approved. Such additions are not guaranteed a camp T-shirt.
  6. If I send more money than is required for my actual number of registered individuals, can I hold spots for others whom I expect to register later?  No, we do not hold spots.  Any amount paid above the required deposit amount for registered campers is applied to the balance due.
  7. Can we switch sponsors in the middle of the week?  Yes. Sponsors can split the week if it is absolutely necessary. A fee of $15 is required for the addition of another person.
  8. Can sponsors bring their younger children to camp? No.  Younger children cannot stay in the dorms with campers, and sponsors are required to stay in the dorms with their students.

PAPERWORK

  1. What paperwork is required for each camper?  Every registered camper must submit a complete and accurate Medical Release.  In addition, Every adult must submit the required adult paperwork.
  2. Can we use the Medical Release as a liability release for our church?  No, the Pineywoods’ Medical Release IS NOT a liability release for churches and cannot be used as such.
  3. Where can I find the Medical Release?  The Medical Release is submitted online.  Access information for the Medical Release will be sent to the group leader approximately 6 weeks before camp. The group leader must provide parents of minor students, students 18 & older, and sponsors with the password to access the Medical Release.  The group leader must require that Medical Releases be submitted on or before the Forms/Paperwork Deadline two weeks prior to camp.
  4. As the group leader, how will I know which campers have/have not submitted the Medical Release online?  The group leader will be provided a registration summary that lists outstanding Medical Releases and paperwork for their group.
  5. Can I bring a camper to camp without a Medical Release and take care of it once we are at camp?  NO.  The group leader cannot allow anyone to travel to camp without prior online submission of the Medical Release.  Minor students that arrive at camp without a Medical Release on record CANNOT ATTEND CAMP AND WILL BE REQUIRED TO RETURN HOME IMMEDIATELY AT THE CHURCH’S EXPENSE.
  6. Can I just bring the adult paperwork on the first day of camp?  No.  The state Health Inspector scrutinizes our files and forms each time he/she inspects Pineywoods.  Because the camp is subject to requirements by law, our staff has to review all of the paperwork in order to ensure we remain in compliance with the state’s youth camp rules.  After the paperwork is reviewed by our staff, the group leader is notified if any portion of the requirements is not met.  Sending them two weeks prior to camp gives us almost that much time to replace forms instead of being in the first-day check-in situation where you need something from a parent and cannot get it.
  7. What are the adult paperwork requirements?  By law all persons 18 and older attending retreats or summer camps lasting three or more nights must do the following in addition to submitting a complete Medical Form/Release:  (1) Submit printed copies of results from national criminal and national sex offender background checks for the current year.  (2) Complete a state-approved training and examination program on sexual abuse and child molestation and submit a valid certificate of completion.  (3) Provide a character and integrity reference.  Complete details and links to documents are provided at pineywoodscamp.com/requirements-for-adults/.

PAYMENT

  1. Do I need to send a Camp Payment Form with every payment?  Yes, Pineywoods needs to know how to direct the payment when it is received.  For your convenience, you can complete only the top and bottom sections of the form and skip the middle section  if you’ve already given us contact information (and nothing has changed).  The top portion tells us your church and camp session.  The bottom portion tells us what kind of payment it is.
  2. Do you accept personal checks for camp payments?  No, we do not accept checks from individuals.
  3. Can I pay for camp with a credit card?  No.  Pineywoods does not accept credit card payments or ACH/Electronic Check payments.
  4. When does my church get a refund if campers drop out or if we inadvertently overpay for camp?  Refund checks are issued during the camp session and are usually available the afternoon of the last full day of camp (the day before your departure day).  Please note that when campers drop out at the last minute you do not get a full refund.  The deposit is non-refundable according to our registration policy.

CANCELLATIONS

  1. I registered my campers online and paid my deposit before the early registration deadline.  Now a camper needs to cancel.  Will he/she forfeit the deposit?  No, cancellations of individual registration made on or before the early registration deadline do not forfeit the deposit.  The deposit rolls over to the camp balance.
  2. It’s after the early registration deadline yet still more than two weeks before camp and a camper needs to cancel.  Will he/she forfeit the deposit?  He/she forfeits half of the deposit amount.  The other half rolls over to the camp balance.
  3. It’s two weeks or less until camp or the first day of camp and a camper needs to cancel.  Will he/she forfeit the deposit?  Yes.  Within that timeframe deposits are not transferable to the camp balance.
  4. I have a camper that has to cancel, but I have someone else that can take their spot.  Can I use the first camper’s deposit for the new camper?  Yes, deposits are transferable to a replacement camper.

LODGING

  1. Can our church pick the dorms we stay in? No.  Pineywoods makes all lodging assignments based on numbers and cannot take requests for specific assignments.
  2. Are there optional accommodations other than dorms? No. During summer camp ALL STUDENTS AND SPONSORS are housed in dorm-style accommodations and grouped together by church.
  3. Are accommodations available at Pineywoods for others that want to be on campus while their family members attend camp? No. Lodging is only available for registered campers during summer camp.
  4. Can we bring an RV and stay at Pineywoods while our child/children are at camp? No. Only registered campers (sponsors, students, program leadership, and camp staff) are allowed to stay overnight during summer camp.
  5. Will my group be in a dorm by ourselves? Churches are grouped together in dorms unless a church’s girls or boys fill up a dorm. On average, the dorms sleep 20 each.

MISCELLANEOUS

  1. What are the responsibilities of adults (AKA Sponsors) at camp?
    • Adults/Sponsors who attend camp with their students are an integral part of the camp program.  Sponsors lead their group and are active participants throughout the camp session.  Sponsors maintain order in their group and make sure students follow rules and follow the schedule.  Sponsors have the opportunity to invest in the lives of students and reflect Christ in every situation.
    • Sponsors also teach or help with classes and are expected to attend the Sponsor Meeting each morning to prepare for the day.
  2. What happens at check-in on the first day of camp?  Check-in is just that, checking your group in, verifying your numbers for rooming assignments, discussing all changes to your registration, discussing late arrivals and/or early departures, paying your camp balance, turning in medications and receiving program materials and facility assignments.  Here are a few questions that are asked at that time.  Is everyone on the registration summary at camp?  Or have you had any changes from this report/summary?  Do you have any replacement Medical Releases for campers that have new or changed information, medical or otherwise?
  3. Where can I get information about meals at camp?  Go to pineywoodscamp.com/summer-camp-meals/ for menus and further meal information.
  4. How do I organize medications for my group and when do I turn them in at camp?  Medications are turned in at check-in upon arrival at camp.  Go to pineywoodscamp.com/medications/ for complete details regarding medication rules and preparation.

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