What Every Church Staff Person NEEDS to Know About Children’s Summer Camps
...But Didn’t Know Who to Ask!

Sonshine camps are for children entering 1st or 2nd grade.  Elementary and “Joy” camps are designed for children who are entering 3rd, 4th and 5th grades.  Sixth Grade camps are designed for children who are entering 6th grade.  Only in rare instances have camp deans made exceptions to these guidelines.

Why should we try to send children from our church to camp?

Besides just being fun, camping is recognized as an effective arena where intensive Christian education happens.  Campers are away from distractions, such as television and sports teams, and the stresses and/or boredom of everyday life in the summer are eliminated.  Campers are immersed in a learning environment that is active and interactive 24 hours a day.  Curriculum includes not only the structured lessons provided by trained leaders, but also the powerful, informal learning that takes place as life is lived with other adults and children in the context of a Christian community.  One week at summer camp provides the equivalent learning exposure as 100% attendance in a full year of one-hour Sunday school classes!  And talk about value........!

How much does it cost to send a child to camp?

Current camp costs can be obtained from this year’s camp booklet or website: www.okumc.org/camps .

In addition to the basic registration cost, campers can bring some change for beverages and snacks from vending machines or souvenirs during canteen time.  A T-shirt is included in the camp cost, so no additional money is needed to purchase one.

Why does it cost so much to send a child to camp?

The Conference Department of Children’s Ministries and Camp and Retreat Ministries tries very hard to keep camp costs as low as possible without jeopardizing the quality of the camping/learning experience.  Facilities must be maintained, good food provided, ample supplies available, and capable, well-trained leadership present.  When broken down by categories, the fees on the average cover the following:

100%

The only areas negotiable for reductions are supplies and administration, and, as you can see, these costs are pared to the very minimum as they are.  To cut them would mean less communication about camps, fewer supplies available for activities, less organization of the program, and generally lower quality overall.

How can my church help campers’ families cover the costs of camp?

Local churches are encouraged to build into their annual budgets an amount designated for camp scholarships.  Some churches cover as much as 50% of registration fees.  Alternative financing ideas to consider include: 

• seeking scholarships from groups such as Sunday school classes, UMW or UMM
• having special fund raisers such as bake sales or dinners
• arranging for a donor to provide matching funds for fund raisers the children hold
• locating adoptive financial sponsors for children with special needs

What if the financial needs of our children outstrip the resources available?

There may be a limited amount of funds available for children in severe financial need through the Camping or Children’s Ministry areas.  A maximum of 50% of the registration fee can be waived in this way.  To tap this resource, the local church pastor or staff person must contact the Conference Director of Camp and Retreat or Children’s Ministries to request for assistance.  The requirements for receiving these funds as long as they are available are as follow:

1.  The pastor must vouch for the extraordinary financial need of the family in a letter included when the registration form is sent to the Conference Office

2.  The church and the child’s family must provide 50% of the fee with registration

Conference camp registration booklets are sent to all local church pastors, other key church leaders, and past campers in the spring.  If you do not receive one, request one or additional copies from the Camps and Conferences Office. 

Registration and health forms in the booklet can be easily copied and distributed in local churches to children from third through sixth grades.  One registration form is to be completed for each camper.  Be sure all blanks are filled!  The medical information/release form is essential.  Registrations will not be accepted without this critical information.   

Local churches are urged to collect and return to the Conference Office all registrations together whenever possible.  (Just be careful not to hold registrations so long that the camp you wanted to attend fills!)  This helps assure that everyone can attend the same session of camp and assists deans in making small group and cabin assignments so everyone can be with at least one friend.  It is very helpful for churches to designate one person to act as the “contact person” in case there is a need for communication between the Conference Office and parents in regards to camp plans.  Please indicate that person’s name when registrations are mailed.

Camp registrations are “official” only after receipt of the full registration fee and the complete registration form for camp sessions that are still open.  Churches cannot “reserve” a certain number of spaces in advance.  Phone registrations are not accepted except after the registration deadline as space becomes available.  In this case, campers will be instructed by the Conference Office to bring the compete registration form and fee to camp with them.

Early registration is encouraged since camps quickly reach their enrollment limitations.  Be aware of the deadlines publicized in the registration brochure and that camps can and do close before the deadline if physical capacity at the camp is reached or if leadership is not secured to maintain the appropriate camper to one adult ratio. 

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To help eliminate the latter problem, each church is requested to find one adult (over 18) who is willing to attend camp as a leader if needed for every five children they send to camp.  The adult should be of the same gender as the children (or the majority of the children) to maintain a gender appropriate ratio as well as a numerical ratio.  The dean of the camp should be contacted and informed of the names of such volunteers as soon as possible.  The dean determines the camp staffing requirements and will confirm with the volunteer whether he or she is needed.  If a volunteer is needed, the dean will inform him/her of the requirements and steps of the Application/Information process for Leaders at Conference and District Children and Youth Events.  VOLUNTEER LEADERS SHOULD NOT GO TO CAMP WITHOUT FIRST BEING APPROVED AND ACCEPTED BY THE DEAN OF THE CAMP!  Bed space, funds, and tasks may not be available. 

How do we know if the child’s registration is received and accepted?

A few weeks after the receipt in the Conference Office of complete registration forms and fees, the parent should receive a letter confirming registration at a certain date and location along with information on what to bring, when to arrive, and other important details about camp.  If a parent has questions about the registration information, a call to the Conference Office is appropriate.  Specific questions about a certain camp program or staff can best be answered by the dean of the camp.

Local churches are encouraged to request a copy of the confirmation/information letter for camps their children will attend so they will also have accurate information.

What if a camper cannot go to camp for some reason?

Please notify the Conference Office immediately to allow another camper the opportunity to fill the vacancy.  Cancellations received seven days before the opening of camp are refunded less a prorated processing fee.  No refunds are given after that date except for health reasons, whereby a full refund is available after a written request is received.  Registration fees may be transferred to a replacement camper if the registrar is notified prior to the first day of camp.  Parents or pastors may discuss unusual circumstances that may warrant an exception with the Conference Director of Children’s Ministries.

What should campers take to camp?

The dean’s letter will list things campers should and should not bring to camp.  There is some variety according to specific location and the facilities and activities available at each.  Please read this information carefully and double check that campers have everything they need and nothing they should not bring before they leave for camp. 

How do we get children to and from camp?

Transportation is the full responsibility of the campers’ parents and/or church.  Car-pooling is encouraged for economic, ecological, and relational reasons (kids get to know each other better and begin to have fun before ever reaching the campground!).  

Information on the times camps open and close is in the registration booklet and the letters from the dean and Conference Office.  Be aware that camp deans and leaders are busy with last minute preparations until the scheduled “check-in” time and will not accept the responsibility of supervising children who arrive early.  The staff meets immediately after the conclusion of camp to have an evaluation and pack up supplies so are not available to supervise children whose ride is late.  Since children should never be left unsupervised at camp, it is imperative that transportation be on time or drivers be prepared to supervise all campers in their care in a location that will not interfere with or disrupt the staff’s tasks.

How are camp leaders selected?

Camp deans are selected by the Conference Department of Children’s Ministries Camping Sub-committee, the Conference Director of Children’s Ministries, or the Conference Director of Camps and Conferences by January 1 each year.  The dean of the camp selects individual camp leaders. 

Some leaders may be close and trusted friends or co-workers of the dean or other camp leaders, some are people from local churches who independently expressed interest in our camping program, some are individuals who have worked in our camping programs for years, and others are volunteers secured by local churches to support as needed the children they send to camp.  There is great diversity in the kinds of people who come to camp as leaders.  This requires leaders to be open to new experiences and be willing to work with new people just as the children do.

Deans seek camp leaders who have skills, interest, and a love for working with children and being in the out-of-doors, and who have a strong faith.  They need to be team workers willing to work under the guidance of the dean and other designated “authorities” and to be open to new experiences.  To be counted for the 5 to 1 camper/leader ratio, leaders must be 18 or older.  Some younger leaders are occasionally used as assistants under the supervision of one or two adults.  People considered leaders will at a minimum be at least four years older than the campers with whom they work.    

Each leader is required to go through a screening process that involves completing an Application/ Information Form, securing recommendations from three people, submitting a disclosure statement, undergoing a background check (except those under 18), and participating in training.  Because some leaders must be enlisted at the last minute due to unforeseen situations, at times this process is still in motion as a camp begins. 

How can my church support camping in the Oklahoma Conference?

• Enlist and help register children for camp

• Provide financial assistance for campers

• On a timely basis follow through with local church responsibilities (publicity, collecting and sending in registrations, communicating with parents, arranging transportation, etc.)

• Providing names of adults willing to volunteer to attend camp if needed (one person

• of the same gender as campers attending per five campers is suggested;

• e.g., one man for five boys, one woman for five girls, one man for three boys and two girls, etc.)

• Offer feedback to the Children’s Camping Sub-committee for ways to make children’s camping more effective

• Keep the camping program in your prayers