PowerPlus FAQ (revised 10/20/16)

PowerPlus FAQ (revised 10/20/16)

RESERVATIONS & REGISTRATION

  1. My camp session is full. Will there be a waiting list for additions to my group?
    • We will not have a waiting list for additions.  In the reservation phase we only have numbers for groups. Until the Registration Deadline when individuals fill those spots we cannot determine availability for additions.  If your group needs more spots than were reserved, the group leader should contact our office 6-7 business days after the Registration Deadline to find out if space is available for additions to their group.
    • Each church should work a waiting list from now until then.  It is our experience that changes that affect your numbers–drops and additions– occur now through May/June.  Often spots added early in the year are not ultimately filled.
    • Please be assured that we do our very best to register every student desiring to attend camp with a registered church.  Please also know that because we are not adding new churches to full camp sessions, usually the drops in some churches allow for the additions in other churches.  We just cannot guarantee additional spots until the 6-7 days after the Registration Deadline when actual people are registered for camp.
  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. 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.
  4. 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.
  5. Will I lose the $50 reservation payment if my church group doesn’t fill up all of our reserved spots?  Yes.  As of 2017, the first $50 reservation payment is non-refundable and non-transferable to the balance owed.  It is forfeited when a reservation is not filled.
  6. Are payments forfeited if someone decides not to come to camp? The 1st payment is always non-refundable. Forfeiture of the 2nd payment depends on when a cancellation occurs.  Refer to the cancellation questions below or the registration policy for further details.
  7. 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.
  8. 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.
  9. 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.
  10. 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.
  11. 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 individual/camper must submit a complete and accurate Medical Release.  In addition, every adult must submit the required adult paperwork.
  2. 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.
  3. 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.
  4. 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.
  5. 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.
  6. 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.
  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/.
  8. 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.
  9. 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.
  10. 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. 

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?  We do not accept credit card payments or 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 1st payment is always forfeited. Forfeiture of the 2nd payment depends on when a camper drops out according to our registration policy.

CANCELLATIONS

  1. 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.
  2. 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 forfeit only the $50 1st payment.  The total 2nd payment rolls over to the camp balance.
  3. It’s after the registration deadline yet still more than two weeks before camp and a camper needs to cancel.  Will he/she forfeit both payments?  He/she forfeits the $50 1st payment and half of the 2nd payment.  The other half rolls over to the camp balance.
  4. It’s two weeks or less until camp or the first day of camp and a camper needs to cancel.  Will he/she forfeit both payments?  Yes.  Within that timeframe 1st & 2nd payments are not transferable to the camp balance.
  5. 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.

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.
    • At PRETEEN camp, Sponsors also teach the Bible stories, lead the Bedtime Dorm Devotions, and motivate and/or encourage their students during recreation.  Material is provided for the stories and devotions.  One or two representatives from each church are expected to attend the Sponsor Meeting each morning to prepare for the day.
    • At YOUTH camp, Sponsors also assist with recreation and/or lead a small group in discussion and application of the material presented during the Master Teaching Time in their Power Group.  Sponsors lead and/or participate in the Breakout session each afternoon of camp.  Talkback questions for small groups and Breakout material are provided.  Sponsors 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 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?
  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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