Girls Camp & Boys Camp FAQ
Registration for Girls Camp opens March 1st. Registration for Boys Camp opens April 1st.
Yes, every registered person at camp is a camper and pays the stated camp cost for the session.
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.
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.
Additions after the Registration Deadline are based on space availability and must be approved. Such additions are not guaranteed a camp T-shirt.
No, we do not hold spots. Any amount paid above the required deposit amount for registered campers is applied to the balance due.
Yes. Sponsors can split the week if it is absolutely necessary. A fee of $15 is required for the addition of another person.
No. Younger children cannot stay in the dorms with campers, and sponsors are required to stay in the dorms with their students.
- In order to ensure the safety and security of our campers Pineywoods has implemented a NO VISITOR POLICY DURING ALL SUMMER CAMPS. (effective 3/22/18)
- The Pineywoods Board of Trustees felt it necessary that we implement this policy because of unpredictable violent events against innocents in our country and in our churches.
- We have historically enjoyed a family-like atmosphere and could welcome anyone to campus; however, just as our schools and churches are tightening protocols and increasing security, we have to do the same.
- Guests are limited to church pastoral staff members of attending churches who are required to do the following:
- Pre-arrange their arrival on campus
- Check in at the camp office with their driver license
- Have approved criminal/sex offender background checks on file
- Wear a nametag while on campus
Every registered individual/camper must submit a complete and accurate Consent & Medical Release Form. In addition, every adult must submit the required adult paperwork.
As of 2017, the Consent & Medical Release Form is submitted online. Approximately four weeks prior to camp the form will be available via the website. The link to the form will also be texted and/or emailed to the group leader to pass along to parents of minor students, students 18 & older, and sponsors. Consent & Medical Release Forms must be submitted by the Forms/Paperwork Deadline two weeks prior to camp.
The Consent & Medical Release Form can be submitted from a smartphone, a tablet, or a computer.
The form must be submitted by the parent or legal guardian of a minor coming or camp or by an adult (18 or older) coming to camp.
Pineywoods cannot distribute submitted forms to anyone. If you desire a copy of the Consent & Medical Release Form you have three options:
- Have the parent/adult forward their electronic copy to you.
- Have the parent/adult enter your email address in order for you to receive the electronic copy.
- Have the parent/adult print their electronic copy and give to you.
- For changes in medical condition/history, allergies, or medications have them submit a Consent & Medical Release Addendum.
- For changes in other information have them submit an entirely new Consent & Medical Release Form.
Submit a Consent & Medical Release Addendum.
You will receive an email notification each time a form is submitted.
- Make sure that we have the correct email on file.
- Check your spam and/or junk email to see if the emails are delivered there.
- If your email interface won't deliver the emails to you at all (not in spam/junk) try adding these two domains to your safe senders/white list: pineywoodscamp.com and formstack.com
NO. The group leader cannot allow anyone to travel to camp without prior online submission of the Consent & Medical Release Form. Minor students that arrive at camp without a Consent & Medical Release Form on record CANNOT ATTEND CAMP AND WILL BE REQUIRED TO RETURN HOME IMMEDIATELY AT THE CHURCH’S EXPENSE.
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:
- Submit printed copies of results from national criminal and national sex offender background checks for the current year.
- Complete a state-approved training and examination program on sexual abuse and child molestation and submit a valid certificate of completion.
- Provide a character and integrity reference.
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. Requiring paperwork two weeks prior to camp gives us almost that much time to get missing forms and sometimes correct/replace paperwork.
No. The background checks must be for the current year. They must be run annually.
No, the Pineywoods’ Consent & Medical Release Form IS NOT a liability release for churches and cannot be used as such.
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.
No, we do not accept checks from individuals.
No. Pineywoods does not accept credit card payments or ACH/Electronic Check payments.
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.
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.
He/she forfeits half of the deposit amount. The other half rolls over to the camp balance.
Yes. Within that timeframe deposits are not transferable to the camp balance.
Yes, deposits are transferable to a replacement camper.
No. Pineywoods makes all lodging assignments based on numbers and cannot take requests for specific assignments.
No. During summer camp ALL STUDENTS AND SPONSORS are housed in dorm-style accommodations and grouped together by church.
No. Lodging is only available for registered campers during summer camp.
No. Only registered campers (sponsors, students, program leadership, and camp staff) are allowed to stay overnight during summer camp.
Churches are grouped together in dorms unless a church’s girls or boys fill up a dorm. On average, the dorms sleep 20 each.
- 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.
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?
Go to pineywoodscamp.com/summer-camp-meals/ for menus and further meal information.
Medications are turned in at check-in upon arrival at camp. Go to pineywoodscamp.com/medications/ for complete details regarding medication rules and preparation.
Pineywoods encourages campers to experience the entire camp session with their group, beginning to end, and to participate in all scheduled camp sessions/activities. Once at camp, no student is allowed to leave campus for any reason without written consent to leave from his/her parent or legal guardian.
- A Student Check-Out Authorization form must be filed in the Camp Office prior to the expected departure, and it must specify who is authorized to pick up the student.
- The form is required if a student has to leave for any reason prior to camp dismissal on the last day.
- The form is required even if a student is simply leaving early separate from the group.
- No one under the age of 21 can pick up a student from camp.
- Boyfriends/Girlfriends, no matter their age, are not permitted to pick up a student.
- No student will be released without the presentation of a photo ID by the person picking him/her up.