RESERVATIONS & REGISTRATION
In short the reason is twofold:
- Fewer students have the opportunity to hear the Gospel and respond to it when reservations are made and not filled. Padded reservations have prevented entire churches from attending camp in recent years.
- The camp incurs significant cost when preparations for camp are made based on reservations that are not the reality. Staff is hired, facilities are prepared, and resources are committed based on the expected attendance.
- 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.
- Each church should work their own waiting list from January until the Registration Deadline. It is our experience that changes that affect your numbers--drops and additions-- occur January through May/June. Often spots added early in the year are not ultimately filled.
- If, at the Registration Deadline, your group needs more spots than were reserved, the group leader should SEND AN EMAIL THE WEEK OF THE REGISTRATION DEADLINE specifying how many more spots are needed.
- Our office will be in touch with you AS SOON AS IS POSSIBLE to let you know if the additions can be made.
- It could take up to 3 or 4 business days AFTER the deadline for us to know if spots have opened up for your additions. We will work in your waiting list additions in the order that we are notified of your need for them.
- 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 week after the Registration Deadline when actual people are registered for camp.
Yes, every registered person at camp is a camper and pays the stated camp cost for the session.
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.
No, it is the first of three payments which add up to to the total camp cost. It is not an additional cost.
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.
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.
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.
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.
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.
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. 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. The Consent & Medical Release Form is required to register for 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. Background Check FAQ
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.
We do not accept credit card payments or 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 1st payment is always forfeited. Forfeiture of the 2nd payment depends on when a camper drops out according to our registration policy.
Yes, the first $50 per person payment is non-refundable when a church chooses to cancel and not attend camp.
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.
He/she forfeits the $50 1st payment and half of the 2nd payment. The other half rolls over to the camp balance.
Yes. Within that timeframe 1st & 2nd payments are not transferable to the camp balance.
Yes, 1st & 2nd payments 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.
- 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.
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?
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.