registration cg

Step 1: Connect with Woodlands

Is your church considering bringing a group to Woodlands? Are you a new church group leader? If so, we’d love to connect with you! Contact us by email or at (706) 865-0853 to learn about the Woodlands Camp experience. By sharing your contact information with us, we can add you to camp communications that direct you through the entire process - from your group’s registration until their departure from an UNFORGETTABLE week at camp.

We look forward to meeting you!

Step 2: Advertise

Each fall church group leaders begin sharing information about Woodlands at their churches to garner interest. Promotional videos are located on the Woodlands Youtube channel and photographs are available on the Woodlands website. The church designates a group contact who requests the preferred camps, camp weeks, and the anticipated number of boys and girls who will attend each week of camp. A minimum of 15 reserved spots is required per camp week. New groups may request a maximum of 20 reserved spots per week of camp. Conditional on overall space availability, returning groups may request a 10% increase of reserved spots per camp that were filled the previous year. The group contact begins collecting campers’ names, their birthdates, parent/guardian contact information, and the $100 deposit from each camper.

Step 3: Submit the Registration Form (January 10-February 9)

On Wednesday, January 10, 2024, at 9:00 am the online Church Group Registration form will go live. Your group contact submits the form including:

- group’s contact information (name, address, email & phone)
- selected camps
- week(s) of camp requested ordered by first, second, and third preference
- anticipated number of reserved spots (boys and girls) per week
- mode of group’s transportation
- method of group’s payment
- if applicable, the anticipated number of sponsors

Church Group Registration forms are evaluated in the order that they are received per the day/time stamp of the form submission. Don’t delay! Popular weeks of camp fill quickly!

Step 4: Pay the Deposit (noon deadline on January 17)

Within 48-72 hours of receipt of the church group registration form, Woodlands emails the group contact confirmation of the week(s) assigned for each requested camp. Woodlands strives to honor first or second preference for camp weeks, but balancing the number of available camper spots with the number of anticipated campers for all church groups is challenging, and there is no guarantee that groups will be assigned their first or second preferred week.

The group contact accepts the confirmed week(s) by paying the required $100 deposit for each reserved camper spot per week of camp by noon EST on Wednesday, January 17, 2024. You may pay by check or online with a credit card.

Step 5: Fill your Spots (January 17-February 18)

The group contact names the campers’ spots (camper name, gender, and birthdate) for each week of camp through the registration portal. The registration system compares the camper’s birthdate to the first day of the camper’s week of camp to determine registration eligibility. The camper must turn the minimum age or must not exceed the maximum age by the first day of camp to meet the age requirement. A registration exception may be made if the camper’s age changes during the week of camp. The group contact should contact Woodlands to process any registration exceptions.

The group contact may build each camper’s profile manually or by emailing each camper’s parent/guardian the registration invitation through the parent portal (preferred method). The parent/guardian may then access the parent portal to build their family profile and complete their camper’s registration.

Any camper spots left unassigned after February 19, 2024, are forfeited to Woodlands and are open for public registration. The paid deposits for forfeited spots will not be refunded but will apply toward the tuition balance owed by the church group.

Step 6: Pay Camp Balances (by two weeks prior to each camp start date)

Parents/guardians pay their campers’ deposit and tuition directly to the church and not through the parent portal. Group contacts are responsible for tracking and collecting payments for their individual campers.

Group contacts pay Woodlands each camp’s total balance by two weeks prior to the start date of camp. Online credit card payments and checks are accepted methods of payment. Make checks payable to Woodlands Camp. Woodlands tracks the deposit payments and final balances due for church groups.  Group contacts access their group’s financial account through their login page.

Step 7: Important Reminders

• If applicable, group contacts should submit the Sponsor Request Form and pay any sponsor fees by two weeks prior to the start of camp.

• Group contacts should communicate the following reminders to their parents/guardians:
  -Accept or make adjustments to roommate invitations via the parent portal by two weeks prior to the start of camp. Camper FAQs.
  -Complete the medical form in the parent portal and the allergy form (if needed) by two weeks prior to the start of camp.
  -Add store credit to their camper’s account via the parent portal by two weeks prior to the start of camp. Camper FAQs.