Youth pastors/directors

The students and adult full-time/team leaders from your church will be signing up for camp through you. You will be provided with special links to registration forms specific to your church and the number of student spots you reserve (there is no limit on adult volunteers). 


Continue reading below for a detailed schedule of what is due each month from now until the start of camp. Below also lists the dates and times of leader meetings.

REGISTRATION PROCEDURES/DEADLINES

& MEETING DATES

January & February: Church leaders should begin to get a count of how many youth they plan to bring to camp, keeping in mind that they must bring 1 full-time adult/team leader at minimum, keeping a minimum ratio of 1 full-time adult/team leader for every 5 students they bring. There is an initial 40 student limit per church. 


*Churches will be given a sample application they can use to determine what students they choose to bring. Churches will also be provided a similar sample application for adult full-time leaders for the same reason.


February 7: CHURCH REPRESENTATIVE MEETING

3:30-4:30 pm, 1st Presbyterian Church, Room 203


March 8: RESERVE YOUR STUDENT SPOTS

Church leaders will email RenewCampHburg@gmail.com by midnight to reserve student spots. Each spot reservation incurs a $10 non-refundable registration fee. This payment is NOT in addition to the $185 student cost, but will go towards that cost. Nor is the $10 fee owed immediately, but rather it will be paid together with the full amount owed in April. During this time, churches can give up the student spots they’ve reserved without owing the full amount per spot (they would only owe the $10 reservation fee).


EXAMPLE: Church A reserves 10 student spots. They currently owe $1850, with $100 of that being non-refundable even if they end up dropping some of the student spots. Say over the next month that Church A drops down to 1 student spot. They will owe a total of $275 ($185 for the student attending, and $90 for the other 9 spots they initially reserved but didn’t use.)


Churches will be given their own unique Student registration link (good only up to the number of student spots they’ve requested). Churches will also be given their own unique Adult Full-Time/Team Leader registration link. This will be open for an unlimited amount of leaders (we will take as many above and beyond your minimum that you can provide!).


*Full-time leader registration will contain a handful of short-answer questions to help directors get to know them better and have further insight into whether it is appropriate for them to lead at Renew. Renew retains the right to deny entrance to camp any leader it does not deem appropriate.


*This is the time when churches should finalize their “in-house” registration, and we encourage you to collect full payment from your students during the month of March.


April 8: CHURCH REPRESENTATIVE MEETING

6:00-7:00pm, Covenant Presbyterian Church, Youth Room (dinner provided)


APRIL 15: DEADLINE TO DROP STUDENT SPOTS

All reserved student spots that have not been dropped will incur the full $185 per spot.


EXAMPLE: Church A reserves 10 spots. No spots are dropped by April 9. In May, 1 of their students drops out. Church A still owes the full amount for 10 spots ($1850).


*** If one of your students drop out and/or if you substitute a new student for one that dropped out,  please get in touch immediately with Sarah Richardson.


May 1: ALL TEAM LEADERS/FULL-TIME ADULST MUST BE SIGNED UP

This deadline is for the minimum amount of team leaders your church must provide based upon how many students you are bringing. Renew reserves the right to reduce each church’s student spots if they don’t have enough leaders signed up by this date (without compensation back to the churches for spots removed). Of course, if you come across an extra adult in your church who is willing to be a team leader and it is past the May 1 deadline, WE WILL STILL TAKE THEM. We can use as many as we can get!


May 10: FULL PAYMENT FROM CHURCHES IS DUE

Churches will pay Renew in one full payment for student/adult spots- in the form of cash or check. (Checks are to be made out to Renew Camp and mailed to: 5948 Lambert Town Rd, Bridgewater, VA 22812.) 

If you have extra team leaders that sign up last minute, you will receive an additional bill after camp.


MAY 10: DEADLINE TO SUBSTITUTE STUDENTS

DEADLINE FOR TEAM PAIRING REQUESTS

DEADLINE TO SUBMIT APPROVED STUDENT LEADER APPLICATIONS

                

If any of your originally registered students drop out, you have until this date to get a different student officially registered in their place. After this date, teams have been assigned and it is too late to add in new students.


While parents and students can provide team pairing requests on the registration form, we rely heavily upon youth pastors/directors to give insight and guidance regarding who each of their students should (or should not) be paired with.


Youth Pastors are responsible for inviting students to apply to be Student Leaders and are also responsible for collecting and approving the completed applications. However, the names and copies of the completed applications MUST be submitted to the Renew Directors before the deadline in order for the student to officially join the team. 


June 4: TEAM LEADER TRAINING-

6:00- New Adult Full-time/Team Leader training in the Commons Room

6:30- Dinner & All (New & Returning) Team Leader Training in Cafeteria


June 9: TEAM LEADER MEETING- 4:00pm in the Commons Room

              CAMP CHECK-IN BEGINS- 6:00pm in the Gymnasium