How to Prepare for Camp - Youth Leaders and Pastors

Key Dates/Pricing:

Monday, February 10, 2025 - Registration Opens

Friday, March 21, 2025 - Early Registration Deadline - $335/registrant

Wednesday, April 30, 2025 - Regular Registration Deadline - $350/registrant

Wednesday, April 30, 2025 - Group Breakdown/T-Shirt Size & Quantity Submitted

Monday, July 21-Friday, July 25, 2025 - SEP Camp Week at Ridge Haven

January

  1. Camp Signups in Your Church - Set-up process for registration within your church for your youth group. This is to get the headcount so you can register the whole group for camp.

    1. Online Registration Setup - (Church database software may provide for event registration with several variables. Explore the best way to do this for your church)

    2. Recommended Items to Incorporate in Registration - (besides obvious contact info)

        1. Deposit and/or balance of payment amounts for parents

        2. Due dates for above

        3. Financial variables - These have to be decided by budget and church policy. Some considerations:

          1. Church subsidy for registrants (E.g., $100 off registration cost provided by church)?

          2. Free for volunteer leaders?

          3. Scholarships criteria for specific individual (earned or hardship)?

          4. Discounts for multiples camper in family? (E.g. 1st Child = $350, 2nd $250, etc.)?

        4. Release form pdf which can be downloaded

        5. T-Shirt size (new this year!)

    3. Parent & Student Communication - Prepare an initial “Parent Email” with all important information (Dates, Cost, Location, etc) separate from registration. Tell them when registration will open.

      1. Make sure camp info is published and advertised in all church communications and on all church calendars.

      2. Verbally talk up camp during youth group meeting times. Tell them signups are coming

  2. Registration Opens - Open up signups to church. We suggest you make the deadline about a week before you are required to finalize numbers. That will let you chase down those students who haven’t officially signed up that you think should be on the list.

  3. Plan for Parent Meeting - Decide when and if to have an informational parent meeting. If it’s your first year or you have reluctant and overly caution parents, having a meeting early prior to registration closing can be helpful. Remember it’s going to be new for at least a few families. Great to shepherd them through process and give them some comfort. Parents like to know about living arrangements, food, medications, contingencies. Have as many answers as you can

February

  1. Open Signups - If you haven’t already get it out there! If you’re willing to take non-members or have former kids who may want to camp with you spread the word as necessary.

  2. Continue Promoting - Keep running ads in bulletin/talking up in youth group. Remind families of the March early registration deadline

  3. Secure Chaperones - Recruit chaperones based on your estimated numbers. We recommend at least one adult of the same gender per every 6-8 campers.

    1. If possible, hand-select your chaperones. Middle school camp requires a special type leader.

    2. Ask the parents who if they know individuals who would be a good fit for this. They need to be respected by the kids, good at enforcing the rules, but also not too much off a cop and… fun!

  4. Ridge Haven Registration:

    1. Contact Steve Cobb (Guest Services Manager, Ridge Haven) no later than April 30 (recommend much earlier!) to register your church group with Ridge Haven and set-up your contract with RH.

    2. You’ll need an estimated number of campers to create the contract. He’ll explain any flexibility and adjustability as well. 20% downpayment is due within two weeks.

March

  1. Remind Families of Early Registration Deadline - Friday, March 21, 2025

  2. Continue Promoting

  3. Plan for Transportation - If you need to rent a bus, reserve one early. Same for van rental. This has been more difficult in recent years.

  4. Have the Parent Meeting - Have an informational parent meeting if needed before registration. Keep it brief, and be ready to answer questions. Recruit a couple of veteran parents or leaders to be there if you’re new. They can help answer some questions.

  5. Register your group with SEP Camp - Click here. Remember, this isn’t the same assecuring your contract with Steve Cobb and Ridge Haven. You still need to sign a contract with them.

April

  1. Review Registered Campers - Go over your list of campers who want to attend. Make sure you’re aware of any students that may have specific needs, e.g.,food allergies, autism, daily medicines. In addition, make sure you approve of all campers attending. Check on missing campers (find out why someone didn’t end up registering…forgot, financial, vacation, bad prior experience…shepherd appropriately). Speak to parents concerning any of those above issues.

  2. Update Ridge Haven Contract - If you’ve secured all your church registrants, update exact numbers for contract with Steve Cobb.

  3. Register your group with SEP Camp - If you still haven’t done so, click here. Remember, this isn’t the same assecuring your contract with Steve Cobb and Ridge Haven. You still need to sign a contract with them.

  4. April 30th is the deadline for registration both with Ridge Haven and SEP Camp. We will NOT be able to take any more campers after this date.

  5. Join the GroupMe - The Leader GroupMe for “2025 SEP Camp Leaders” will be frequent source of updates and means of getting questions answered.

May

  1. Push Individual Camper Registration - Communicate with your families that they must register their campers on the Ridge Haven website here (Link is top right of the main page). The “group code” will be given to you with your Ridge Haven contract. Be sure to share with parents.

  2. Send Packing List - Send out general camp information and packing list emails to families. Here’s a suggested template. Feel free to adjust it for your church.

  3. Finalize Transportation Plan - Secure or plan for transportation to and from camp if you haven’t already: leader vehicles, parent drivers, rental vans, or charter bus.

  4. Informational Meeting - Have an informational parent meeting if you haven’t yet.

  5. Seek Prayer Support - Ask your elders, church, and parents to begin praying for camp and the campers.

June

  1. Final Details - Send families a final details email with departure information, etc. Include your own church’s waiver and medical release form. Go over the forms several weeks before camp to make sure you understand your student’s needs.

  2. Check GroupMe - Watch the GroupMe for last minute details or changes.

July

  1. Pray - Pray for camp and your campers.

  2. Survive and Thrive at Senior High Camp! - Middle school is only part of the job.

  3. Last Minute Adjustment - Contact Ridge Haven & SEP Camp both if you have a student who can't attend last minute. Two weeks out is final opportunity for RH refund.

  4. Check Group Me - Watch the GroupMe and your email for final housing and arrival information.

  5. Coordinate Arrival with Ridge Haven - Charter buses need a Ridge Haven escort for drop-off location and turn around.

  6. See you at camp!