Attending as a Group
Most church groups arrive at camp in buses or vans that they can park on our property during the week. However, your group does NOT have to arrive at camp together (you may set up car pools OR have each camper ride with his/her own parent).
Divide the luggage into boys/girls as you load the bus.
Collect all medication with detailed instructions before leaving so you can turn in one box to the nurses.
Collect any spending money with a double-checked list before leaving so you can turn it in upon arrival.
Each church group must check-in together in the Woodlands Camp office (by the dining hall). The primary group leader (or someone that he/she designates) should check-in the entire group at one time. They should be prepared to handle any medication, spending money, and communicate to each of their campers his/her cabin assignment and help them get situated.
Your group may bring one sponsor for every 15 campers at no charge. If this ratio is not met, the sponsor must pay the cost of camp your church is attending. Sponsor spots are very limited. We will do our best to accommodate at least one sponsor for each group and then award remaining spots depending on the size of the group. No church is allowed to bring more than six sponsors in one week (children may accompany adult sponsors, however kids ages two (2) and up will be counted as a sponsor for your group and will be charged the applicable sponsor fee). The only activity we schedule for sponsors is a brief orientation meeting shortly after your arrival. Your sponsors have no official responsibilities. You are our guest while your group is here and are encouraged to come and go as you please. We invite you to attend all meals and services and interact with campers during their scheduled free time.
Safety is one of our primary concerns. For this reason, visitors are strongly discouraged. Please communicate this policy to your camper's parents, church members, etc.
You are allowed to make your own cabin assignments for your group. If you prefer to assign your own cabins, please email or fax your cabin assignments at least ONE FULL WEEK prior to your arrival. Please put no more than SIX campers in each cabin. We reserve the right to change your assignments if these guidelines are not followed.
Camper check-in runs from 3-5PM every Monday. If your group arrives early, please park in the designated area and instruct your group to stay with the vehicle. Campers are not allowed to enter the cabins until 3PM. Campers are dismissed at 9:15AM on the last day of camp (Junior Camps end on Friday and Pee-Wee, Junior High and Teen Camps end on Saturday). All campers attending with a group will be instructed to place their luggage in the designated area. Sponsors can begin loading luggage before campers are dismissed but may not enter the cabins until 9:15AM.
Please plan to have your campers here for the entire duration of camp. We have procedures in place for emergencies as they arise. However, please do not allow campers to sign up for a week that they would have to leave early.
The office must be notified if a camper will be arriving late to camp. Please provide the specific time and date of their arrival. Notification can be submitted by phone, fax, email or note at check-in.
If a camper needs to leave before camp is dismissed, his/her parent/guardian must provide written permission at least 24 hours prior to departure. Written permission can only be given by letter or email and should include the name of the camper, specific time and date of departure, reason for leaving and the person's name who will be picking them up. If anyone other than a parent arrives to pick up a camper and the office has NOT received proper notification, we will not release the camper until we have obtained consent directly from the parent.