Retreats FAQ

GENERAL QUESTIONS

No. We do not book any retreats during our Summer Camp season, June 1 – August 15. Retreats are booked mid-August - May.

We only host groups. Christian church groups, civic groups, and school groups can book retreats.

Individuals and families cannot book retreats.
No, we do not host family reunions.
No, we are not a wedding venue. We do not host weddings or wedding receptions.
No. A church family retreat is when a church wants to have a retreat for entire families (parents & children) in their church, not just the men or the women or the children or youth apart from the rest of their immediate family. It is a church group, not an extended family group.
We do not. We book groups--Christian church groups, civic groups, and school groups. We do not rent facilities to individuals or families.
No, we do not. Pets are not allowed on the camp. Pet owners must make other arrangements before coming to Pineywoods.

RETREAT DETAILS

Start on this webpage to find all our information about retreats: www.pineywoodscamp.com/retreats/. Links are provided to facility information & pictures, facility details in PDF format, current lodging & meal rates, current recreation rates & scheduling information, meal information, camp rules, and a camp map.
We host a variety of groups, from a church staff group of very few individuals to large retreats comprised of several church groups.
We try to accommodate requests for specific facilities; however, we must take into account the needs of all contracted groups for a particular date and most efficiently and effectively manage the facilities.
No. ONE meeting space that will accommodate your group size will be provided at no additional cost. The only exception is the Tabernacle; there is always a fee for using the Tabernacle.
There are additional charges (1) if you desire a larger than adequate meeting space or (2) for additional meeting space(s). Meeting space fees are shown listed with the lodging/meal rates.
You receive a Request Form via email with your Reservation Contract. Note on the Request Form how you want chairs and/or tables arranged as well as any other special requests. We set the room up prior to your arrival.
Yes, meals are served at the same time each day.
  • Breakfast is served at 8:00 am.
  • Lunch is served at 12:00 pm.
  • Supper (AKA Dinner) is served at 5:30.
If available, some of our conference spaces have full kitchens with one stove and one refrigerator. This does allow you to prepare your own meals. The kitchens ARE NOT STOCKED with pots, pans, dinnerware, or flatware. You must bring everything you need to prepare and serve your own meals.
You receive a Request Form via email with your Reservation Contract. Note on the Request Form the desired day of week and time that you would like for the activities to happen. The Reservations Secretary will confirm those requests with you or let you know what adjustments are necessary.
Some activities are available at all times (i.e. volleyball, gaga ball, fishing, etc.); however, many activities must be scheduled PRIOR to your arrival. Some of them are scheduled on a first-come, first-served basis. Click the following link for further details: pineywoodscamp.com/wp-content/uploads/FACILITIES-RECREATION.pdf.

RESERVATIONS & DEPOSIT

  1. Signed and initialed two-page Reservation Contract
  2. Deposit payment
Fill out a BRIEF online form to check Pineywoods’ availability for your retreat. Go to www.pineywoodscamp.com/retreats/ and click the CHECK DATE AVAILABILITY button.
You will be sent an email response from the Reservations Secretary within one business day.
No, the form is only the first step in booking a reservation. Further details must be addressed once date availability is confirmed. The reservation is secure only upon receipt of a signed contract and the required deposit.
After date availability is confirmed for your group you will receive via email from the Reservations Secretary a link to a subsequent form to confirm your date & booking #. Using this form you will also give us the other required contract data, specify meal information, and let us know the recreation you are interested in during your retreat.
A reservation/damage deposit of $300 or $2 per person, whichever is greater, is required for a retreat.
Payment options are check, cash, or money order. We do not accept credit card or electronic check payments.

No, the deposit is a reservation/damage deposit. It secures your reservation AND is held until facilities are accessed for damages and/or excessive filth after your retreat.

The deposit is returned AFTER your retreat.
No. The reservation/damage deposit is forfeited regardless of notice.

COST & PAYMENT

Links to current rates are found on this web page: pineywoodscamp.com/retreats/. Rates are divided into 2 categories, church groups and non-church groups. There are separate links for lodging/meal rates and recreation rates.
Supporting ownership churches, Christian college groups, and Christian school groups qualify for a discount. The adjusted rate will be applied to lodging and meals at the time of payment.
Payment options are check, cash, or money order. We do not accept credit card or electronic check payments.
Utilizing the provided rates at pineywoodscamp.com/retreats/ and the information about your group you calculate the total cost based upon the following:
  • Bunkhouse and dorm rates are per person per night.
  • Private room rates are per night (minimums are required regardless of occupancy).
  • Meal rate is per meal.
  • Additional fees for meeting spaces, activities, or recreation.

You are required to pay the lodging and meal cost for 75% of the contracted total number plus the fees for recreation, meeting spaces, and other services provided for the actual number of participants.

For example, you contract for 100 people but only 65 attend. Your required payment due at the retreat will be the lodging and meal cost for 75 people PLUS recreation costs for 65 (or the number of participants), meeting space fees, and any other services provided at your retreat.
  1. A partial payment is required at the retreat. Prior to your arrival the Reservations Secretary will email you the amount you will pay at the retreat. It is the amount required at the retreat no matter if your actual attendance is higher or lower than expected.
  2. AT THE RETREAT you will give the Retreat Coordinator the facts of your retreat using an invoice worksheet that will be provided to you when you arrive.
  3. AT THE RETREAT you will submit payment to your Pineywoods Retreat Coordinator for no less than the required amount.
  4. After the retreat (usually on Monday), the Reservations Secretary will work up the invoice for your retreat. It will show your payment(s) and your balance or show that we owe you a refund.
  5. Payment is due within 10 days of your receipt of the invoice.

CHILDREN & YOUTH RETREATS 3+ NIGHTS

*** Medical registration & adult paperwork are required for CHILDREN & YOUTH Retreats lasting 3 or more nights. ***

*** CHILDREN & YOUTH Retreats lasting 3 or more nights must have one or two Camp Medic(s), as directed by the management of Pineywoods, on call at all times. ***

  1. ONLINE MEDICAL REGISTRATION in our system is required for EVERY PERSON (all ages -- infant to adult) before coming to camp.
  2. EVERY ADULT (18 & older) must submit the required adult paperwork.
Prior to the retreat your group's unique medical registration link will be emailed to the group leader. The leader must share the link with parents of minors, students 18 & older, and all other adults coming to camp.
A smartphone, a tablet, or a computer.
  1. Minors (age 17 & under) must be registered by their parent. Each parent must create his/her account with his/her information, not the child's information.
  2. Each adult (age 18 & older, including 18 year old students) must register him- or herself. He/she must create or log into his/her own account.
  3. NOTE: Spouses cannot register each other.
  4. NOTE: 18 year old students must register themselves.
  5. NOTE: Accounts cannot be shared.
  • You will know the real-time status of your group’s registration using the church roster/report.
  • The church roster/report shows who is and who is not registered and the person who registered the participant.
  • Church Roster/Report
    1. Click here to begin.
    2. Log in.
    3. Click the Select button next to your retreat event.
    4. Click More Info.
    5. Click the Reports button.
    6. In the middle of the pop-up, click “Select Report…” to select the report for your group.
    7. Click Print (just below the report name).
    8. NOTE: You do not have to count each row to determine how many people have registered. Hover your mouse over the rows of data. A gray box will appear in the upper left corner telling you the number of rows (i.e. the number of participants).
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 Consent & Release Form:
  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/.
Both Medical Registration and the adult paperwork are required by Pineywoods NO LATER THAN ONE WEEK PRIOR to your arrival.
No. The background checks must be for the current year. They must be run annually. Background Check FAQ

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