Over the Edge Preteen Camp FAQ
RESERVATIONS & REGISTRATION
- 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.
- When I make reservations, are they held until the 1st day of camp? No. Reservations only hold spots for your group until the registration deadline. Then the slate is wiped clean. At that time the total number for your group is the number of individuals registered online with 1st & 2nd payments paid. Reservations are not held after the registration deadline.
- Is the first $50 reservation payment an additional cost? No, it is the first of three payments which add up to to the total camp cost. It is not an additional cost.
- Will I lose the $50 reservation payment if my church group doesn’t fill up all of our reserved spots at the registration deadline? No. The $50 is applied to the 2nd payment or balance due when a reservation is not filled.
- Are payments forfeited if someone decides not to come to camp? Yes, the 1st & 2nd payments are non-refundable when a cancellation occurs after the Registration Deadline; however, they are transferable to a camper in their place.
- 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 actual number as it relates to reservations and to the payment(s) required.
- 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 to download the helpful tool.
- 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 or reservations after the registration deadline. Any amount paid above the required amount for registered campers is applied to the balance due.
- Can teens be sponsors or junior sponsors? NO, BY STATE LAW ALL SPONSORS MUST BE 18 YEARS OLD. We do not have junior sponsors.
- Can we switch sponsors in the middle of the week? You can change out sponsors if it is absolutely necessary. A fee of $15 is required for the addition of another person. Children thrive on consistency and camp is about helping kids know the one true God. Kids need sponsors at camp that will love and connect with them all week long.
- Can sponsors bring their younger children to camp? The only children allowed at camp are children that have completed 3rd- 6th grade. A sponsor’s main focus at camp is ministering to preteens; they cannot do that and care for younger children.
- Can we add kids to our group at the last minute? You can make last-minute changes to your group. See pineywoodscamp.com/ote-individual-registration/ for more information. Please understand that last-minute additions (child or sponsor) may not get a t-shirt. This may be the case for last-minute substitutions as well if the dropped camper and the replacement wear different sizes.
- What paperwork is required for each camper? Every registered individual/camper must submit a complete and accurate Medical Release. In addition, every adult must submit the required adult paperwork.
- Where can I find the Medical Release? As of 2017, the Medical Release is submitted online for each person coming to camp. The group leader will provide parents of minor students, students 18 & older, and sponsors with the password to access the Medical Release when it becomes available. Medical Releases must be submitted by the Forms/Paperwork Deadline two weeks prior to camp.
- With what device(s) can I submit the online Medical Release? The Medical Release Form can be submitted from a smartphone, a tablet, or a computer.
- Who can submit the Medical Release Form? 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.
- As the group leader can I get copies of the Medical Releases for my group? No, Pineywoods cannot distribute submitted forms to anyone. If you desire a copy of the Medical Release form you have three options: (1) Have the parent/adult forward their electronic copy to you, (2) Have the parent/adult enter your email address in order for you to receive the electronic copy, or (3) Have the parent/adult print their electronic copy and give to you.
- Can I just bring the required 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. Requiring paperwork two weeks prior to camp gives us almost that much time to get missing forms and sometimes correct/replace paperwork.
- Information on one of my camper’s Medical Releases has changed since it was submitted. What do they need to do? Have them submit another Medical Release online with the current information. We will replace the old one in our files.
- 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/.
- I ran background checks for some of my sponsors for camp last year. Can I just use those this year? No. The background checks must be for the current year. They must be run annually.
- As the group leader, how will I know who has/has not submitted their Medical Release? Pineywoods will provide you a registration summary that lists outstanding Medical Releases and paperwork for your group.
- Can we get missing Medical Releases taken care of after we get to camp? NO. 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.
- Who do we make the checks out to? Make checks payable to “OVER THE EDGE PRETEEN CAMP.”
- 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.
- Do you accept personal checks for camp payments? No, we do not accept checks from individuals.
- Can I pay for camp with a credit card? We do not accept credit card payments or electronic check payments.
- When does my church get a refund if campers drop out or if we inadvertently overpay for camp? Refund checks are mailed to your church after both sessions of camp are concluded. Please note that when campers drop out after the Registration Deadline you do not get a full refund. The 1st & 2nd payments are forfeited.
- When is the total balance due? The balance for your church is due when you arrive at camp.
- Will I lose the $50 reservation payment if my church cancels our reservations altogether? Yes, the first $50 per person payment is non-refundable when a church chooses to cancel and not attend camp.
- I registered my campers online and paid my 2nd payment before the registration deadline. Now a camper needs to cancel. Will he/she forfeit both payments? Cancellations of individual registrations made on or before the registration deadline avoid a forfeit. Their 1st & 2nd payments roll over to the camp balance.
- It’s after the registration deadline or the first day of camp and a camper needs to cancel. Will he/she forfeit both payments? Yes. The 1st & 2nd payments are not transferable to the camp balance.
- 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 payments for the new camper? Yes, 1st & 2nd payments are transferable to a replacement camper.
- 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.
- 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.
- Are accommodations available at Pineywoods for others that want to be on campus during camp? No. Lodging is only available for registered campers during summer camp. Motel rooms are reserved for camp staff and guest speakers. There are not motel rooms for sponsors, family members, church personnel, or senior pastors.
- 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.
- 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.
- When will we receive camp information and small group curriculum? Go to otecamp.com for general camp information. Go to pineywoodscamp.com/ote-registration for registration details. The small group curriculum will be sent to your church contact person no later than three weeks before camp begins.
- What is the Mega Challenge? Each student will be given a packet of verses to memorize. They can pick and choose which verse(s) they want to work on. For each verse they say to their sponsor they can get Mega Challenge ticket(s). Verses are worth a certain number of tickets. Mega Challenge tickets are turned in to the Mega Challenge bucket on the stage. During the week, drawings take place and students can receive prizes for their tickets.
- What is the Quiet Time? Students are given a chance to take time out to do the student devotion in their student book for that day in their cabin. This is a great opportunity for the campers to learn how to have their own time with God. Sponsors will need to encourage their students to take time to do this and be in the cabin with them.
- 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.
- What happens at check-in on the first day of camp? Check-in is just that, checking your group in, verifying your numbers and gender breakdown 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? Have you had any changes since receiving your last registration summary? Is everyone on the list here now, or will some arrive after 5pm or later in the week? Is anyone leaving before camp concludes?
- Where can I get information about meals at camp? Go to pineywoodscamp.com/summer-camp-meals/ for menus and further meal information.
- 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.
- Are visitors allowed at camp? Visitors are strongly discouraged. All persons who are not registered campers must be cleared through the Camp Office upon arrival at camp. Go to pineywoodscamp.com/summer-camp-visitors/ for details about protocols, including the cost and required paperwork for all persons 18 and older. PLEASE MAKE THIS KNOWN TO YOUR CHURCH GROUP. We appreciate your cooperation and understanding.