Youth Camp System
System Owner: Tiff Hansbro
Youth Camp is a much anticipated annual districtwide (statewide) event where the youth spend about a week away from home at a church camp. During the week, teens enjoy several services, activities and opportunities to meet new people and make friends. We want the youth to get renewed and refreshed in the Holy Ghost or receive the Holy Ghost for the 1st time if they do not have it prior to camp. We also want them to make new friends from around the state. This helps young people realized they aren't alone in their walk with God. There are a lot of other students who deal with the same things they do while trying to live for Jesus. Camp should be a good time of encouragement and recommitment. Camp is a privilege. Although we want all of our youth to go to camp, Pastor signs off on their registration, so if behavior is ever an issue at camp, parents will be notified and asked to come and pick up their student. We expect all youth to represent Jesus, Pastor and theCrossroads well.
Preparation
1. Any and all information about this event will need to be gathered from Kentucky District Youth. They will post information about the location, dates, special speakers, activities and schedule.
2. Ideally, a member of our church will attend Youth Camp as a camp worker. This person can be available to personally watch over the teens and help out when needed throughout the entirety of the camp. He/she will be responsible for reaching out to the Kentucky District leadership to go through the necessary process to become a camp worker.
3. Arrangements will need to be made to drop the teens off at camp and pick them up. Multiple vehicles will be needed to transport all the teens and their luggage. A van driver will have to be scheduled for this.
4. All teens who plan on attending Youth Camp will need to have current medical and health information forms filled out. Their information will be needed when purchasing all the registrations. Kentucky District Youth leaders will keep this information on file in case of an emergency.
5. All teens who plan to attend must also sign and agree to follow the Student Code of Conduct which covers behavior guidelines for every youth event theCrossroads makes available.
6. Rather than having teens register themselves for Youth Camp directly, plan to have the teens register through the church app. The Youth Committee will have to work with the Online Campus team to create an event and registration page for Youth Camp. This will allow the Youth Committee to easily track who plans to attend and how much they have paid. Also, this allows the Youth Committee to increase the registration cost (perhaps to cover transportation cost and taxes) or decrease the registration cost (if a portion is being covered by fundraisers).
7. Register all attendees for Youth Camp at least a week before the registration deadline. That will allow time for any issues encountered during the registration process to be sorted out.
8. Based on the schedule of activities the Kentucky Youth District puts out, plan out the time to meet at the church, the departure and an approximate return time.
9. In order for a teen to be allowed to attend this event, they must have the following forms completed and on file with the church: Code of Conduct, Health Information and Permission. These forms need to be updated for each teen yearly (usually in January).
10. 3 to 4 people will be needed to transport all the teens and their luggage to the camp location. Check in with the Youth Rallies POC because they have the list for who volunteered to drive. People that have to take off work to help may need at least a 2 week notice to give their boss, so please secure drivers and vehicles as soon as possible. I would start at least a month in advance asking people. They will also make sure the students get checked in at the registration desk and into their dorms, so you need at least 1 male, 1 female and 1 person to stay with the van.
11. Preferably 1 week prior or as soon as possible that week, make sure all teens have a ride to the church on the day of and a ride home from the church on the return date.
Promotion
1. You can repost any information that Kentucky District Youth puts out.
2. Start announcing Youth Camp at least three months prior to the event. At this point, Kentucky District Youth should have all of the basic information available including registration costs and deadlines. If fundraisers are planned to be used to raise money to offset Camp registration, start announcing even earlier.
3. Remind parents and teens of the internal registration deadline one month, two weeks and one week before the date. If at that point you still have some that are not registered, go to them personally and check in on them.
4. Two to three weeks prior to Youth Camp, send out information detailing what to expect and what to pack.
Day of Event / Day of Return
- Meet time should be 30 minutes prior to departure to load luggage
1. Arrive to the church prior to the planned meeting time to greet all of the parents and teens as they arrive. Get a group picture before taking off as well. Do a final head count as they load into the van so if you are not the same one picking them up, you will have a name and number to pass along to the pickup team.
2. Double check with whoever drops them off, that arrangements are still set for pickup upon the return date/time.
3. Pray before departing.
4. Upon arriving at the campus, have adult volunteers help check the teens in and get situated into the correct dorms. (Again, preferably 1 male and 1 female adult for this.)
5. Once everyone is situated into their dorms and settled in, the transportation team can leave. Alternatively, volunteers can stay until after the service and then leave. After that, if you are not a volunteer approved to stay, you will need to leave. (See step #2 in the preparation section.)
6. On the last day of camp, the transportation team (does not have to be the same people) should arrive at the campus to allow for plenty of time for the teens to load their luggage into the vehicles. (Sometimes this is better to be done prior to the last service.)
7. Once camp is dismissed, the transportation team needs to do a head count as they load up and a last check to make sure nothing important gets left behind. At this point the team needs to notify the parents of the expected arrival time back at the church so the parents can be ready to pick them up.
8. Pray before heading back to the church.
Acknowledge This system has been reviewed with me and I have had an opportunity to ask questions and discuss pertinent details. I understand my role on the team. Background checks are only required if over 18 years of age. If you are over 18, we will order a background check.
System Owner: Tiff Hansbro
Youth Camp is a much anticipated annual districtwide (statewide) event where the youth spend about a week away from home at a church camp. During the week, teens enjoy several services, activities and opportunities to meet new people and make friends. We want the youth to get renewed and refreshed in the Holy Ghost or receive the Holy Ghost for the 1st time if they do not have it prior to camp. We also want them to make new friends from around the state. This helps young people realized they aren't alone in their walk with God. There are a lot of other students who deal with the same things they do while trying to live for Jesus. Camp should be a good time of encouragement and recommitment. Camp is a privilege. Although we want all of our youth to go to camp, Pastor signs off on their registration, so if behavior is ever an issue at camp, parents will be notified and asked to come and pick up their student. We expect all youth to represent Jesus, Pastor and theCrossroads well.
Preparation
1. Any and all information about this event will need to be gathered from Kentucky District Youth. They will post information about the location, dates, special speakers, activities and schedule.
2. Ideally, a member of our church will attend Youth Camp as a camp worker. This person can be available to personally watch over the teens and help out when needed throughout the entirety of the camp. He/she will be responsible for reaching out to the Kentucky District leadership to go through the necessary process to become a camp worker.
3. Arrangements will need to be made to drop the teens off at camp and pick them up. Multiple vehicles will be needed to transport all the teens and their luggage. A van driver will have to be scheduled for this.
4. All teens who plan on attending Youth Camp will need to have current medical and health information forms filled out. Their information will be needed when purchasing all the registrations. Kentucky District Youth leaders will keep this information on file in case of an emergency.
5. All teens who plan to attend must also sign and agree to follow the Student Code of Conduct which covers behavior guidelines for every youth event theCrossroads makes available.
6. Rather than having teens register themselves for Youth Camp directly, plan to have the teens register through the church app. The Youth Committee will have to work with the Online Campus team to create an event and registration page for Youth Camp. This will allow the Youth Committee to easily track who plans to attend and how much they have paid. Also, this allows the Youth Committee to increase the registration cost (perhaps to cover transportation cost and taxes) or decrease the registration cost (if a portion is being covered by fundraisers).
7. Register all attendees for Youth Camp at least a week before the registration deadline. That will allow time for any issues encountered during the registration process to be sorted out.
8. Based on the schedule of activities the Kentucky Youth District puts out, plan out the time to meet at the church, the departure and an approximate return time.
9. In order for a teen to be allowed to attend this event, they must have the following forms completed and on file with the church: Code of Conduct, Health Information and Permission. These forms need to be updated for each teen yearly (usually in January).
10. 3 to 4 people will be needed to transport all the teens and their luggage to the camp location. Check in with the Youth Rallies POC because they have the list for who volunteered to drive. People that have to take off work to help may need at least a 2 week notice to give their boss, so please secure drivers and vehicles as soon as possible. I would start at least a month in advance asking people. They will also make sure the students get checked in at the registration desk and into their dorms, so you need at least 1 male, 1 female and 1 person to stay with the van.
11. Preferably 1 week prior or as soon as possible that week, make sure all teens have a ride to the church on the day of and a ride home from the church on the return date.
Promotion
1. You can repost any information that Kentucky District Youth puts out.
2. Start announcing Youth Camp at least three months prior to the event. At this point, Kentucky District Youth should have all of the basic information available including registration costs and deadlines. If fundraisers are planned to be used to raise money to offset Camp registration, start announcing even earlier.
3. Remind parents and teens of the internal registration deadline one month, two weeks and one week before the date. If at that point you still have some that are not registered, go to them personally and check in on them.
4. Two to three weeks prior to Youth Camp, send out information detailing what to expect and what to pack.
Day of Event / Day of Return
- Meet time should be 30 minutes prior to departure to load luggage
1. Arrive to the church prior to the planned meeting time to greet all of the parents and teens as they arrive. Get a group picture before taking off as well. Do a final head count as they load into the van so if you are not the same one picking them up, you will have a name and number to pass along to the pickup team.
2. Double check with whoever drops them off, that arrangements are still set for pickup upon the return date/time.
3. Pray before departing.
4. Upon arriving at the campus, have adult volunteers help check the teens in and get situated into the correct dorms. (Again, preferably 1 male and 1 female adult for this.)
5. Once everyone is situated into their dorms and settled in, the transportation team can leave. Alternatively, volunteers can stay until after the service and then leave. After that, if you are not a volunteer approved to stay, you will need to leave. (See step #2 in the preparation section.)
6. On the last day of camp, the transportation team (does not have to be the same people) should arrive at the campus to allow for plenty of time for the teens to load their luggage into the vehicles. (Sometimes this is better to be done prior to the last service.)
7. Once camp is dismissed, the transportation team needs to do a head count as they load up and a last check to make sure nothing important gets left behind. At this point the team needs to notify the parents of the expected arrival time back at the church so the parents can be ready to pick them up.
8. Pray before heading back to the church.
Acknowledge This system has been reviewed with me and I have had an opportunity to ask questions and discuss pertinent details. I understand my role on the team. Background checks are only required if over 18 years of age. If you are over 18, we will order a background check.