This packet includes the steps
and instructions needed to prepare
for Student Life this summer.
This information is simply a print version of what is available online.
The forms needed are available in the second half of this document.
Additional information is available at www.campprepcenter.com
including:
• Sign-up sheets to help you sign up your students
• Promotional graphics to design your own brochures
• Driving directions
• Location information
• Luggage tags for your students
• Ideas & suggestions for organizing Church Group Time
• Frequently asked questions
We hope this information will help you prepare for camp and allow you
to have the best possible experience with your students this summer!
Feel free to contact us with any questions through our Event Prep
Line at 888.213.6038.
Student Life For Kids Prep Center
Thank you for visiting Student Life’s Camp Prep Center for your event preparation. We
encourage you to thoroughly read the information provided to help you and your students have
a positive camp experience.
Please be mindful of the following highlights and important deadlines:
1. Plan to bring one (1) adult for every ten (10) students. (STEP 2)
2. Log onto www.campbiblestudy.com in advance to help your Family Group & Student Leaders
prepare to lead Family Group Bible Studies. (STEP 3)
3. Lead a Parent’s Meeting a few weeks prior to camp and distribute the Waiver and Release Form
along with the Parent Flyer and Checklist. (STEP 4)
4. Submit your Group Leader Agreement along with Rooming and Family Group Lists no later than
12 days prior to camp. (STEP 5)
5. Pay your Final Balance no later than 12 days prior to camp. (STEP 6)
6. Prepare for travel using our driving directions and packing suggestions. Don’t forget to note what
time zone you are traveling to for camp. (STEP 7)
7. Submit any Final Changes to your list prior to arriving at registration. (STEP 5)
8. Prepare for your nightly Church Group Time (STEP 8)
Feel free to contact us at anytime on our Event Preparation line at 888.213.6038.
Available at end of this document
Available on the Online Camp Prep Center
1
Student Life For Kids Prep Center
STEP 1: Sign-Up Students
The following items have been provided to help you register and prepare students for camp.
Sign-Up Students
Media Slide - Put this Power Point slide with the rest of your announcements before your service.
Coupon Books - Reminders to hand out to your parents to keep track of their student's balance.
Poster- Download a .zip file of Camp 2008 Promo Posters. (11x17)
Sign-up Sheet - Get your students to sign up early by using this sign-up sheet.
Clip Art - Use Student Life graphics to create brochures, hand outs or mailers for your students and
parents.
Banner Ads - Use Student Life banner ads on your church's website. Also, use them in your blog areas or
emails as signatures.
Theme Overview - Want to know what the focus will be this summer at camp? Get a brief overview of the
2008 Theme: The Way.
Videos - Download the Kids Camp 2008 Promotional Video to show to students and parents.
Pre-Camp Resources
Visit the student life store at www.studentlife.com to pre-order nametag lanyards.
Lanyards will be delivered the first day of camp.
Available at end of this document
Available on the Online Camp Prep Center
2
Student Life For Kids Prep Center
STEP 2: Organize Family Groups
Family Groups are the small groups (9-12 people) you will place your students in for Bible Study, Family
Group Investigate, and Recreation Teams. Adults, using the curriculum provided by Student Life, lead
these groups.
Family Group Leaders are the “M.V.P.’s” of Student Life For Kids Camp. They will have the opportunity to
love, teach, encourage, challenge, and counsel students. Plan to enlist one Family Group Leadership
Team for every ten (10) students you are bringing to camp.
Family Groups consist of:
•
•
9-12 Students
Family Group Leadership Team
o At least one adult Family Group Leader
o Student Leader (optional)
Family Group Leaders should:
•
•
•
•
•
Be a college junior or older
Be able to relate to students
Be prepared to share the plan of salvation with their group or one-on-one
Be able to prepare and lead three Bible Study discussion sessions and two Family Group
Investigate sessions
Be an encouraging and active part of recreation
Student Leaders
If you choose to bring Student Leaders, they will assist the adult Family Group Leaders in leading the
Family Group.
Student Leaders should:
•
•
•
•
•
Be a high school Junior, Senior, or recent graduate
Have a healthy and growing relationship with Christ
Be willing to give support, encouragement, and assistance to the Family Group Leader
Be prepared to share the plan of salvation and their personal testimony with their group
Be an encouraging and active part of recreation
(Step 2 continued on next page.)
Available at end of this document
Available on the Online Camp Prep Center
3
Student Life For Kids Prep Center
STEP 2: Organize Family Groups (continued)
Suggestions and Things to Remember
•
Children’s Ministers should NOT plan to be Family Group Leaders. Your role for the week is to be
available to hang out with your students and minister to them.
•
As you enlist your leaders for camp, assure them that the Bible Study material fully equips them
for their responsibilities as leaders throughout the camp experience.
•
Please give the material to your leaders as early as possible, and emphasize the importance of
your leaders being prepared to teach the Bible Study BEFORE they come to camp.
•
Encourage your leaders not to feel overwhelmed when they view the Bible Study material. We
provide more material and activities than needed so they can choose what best suits their group.
•
Family Group Leadership Team Meetings are held each day of camp and are meant to
encourage Family Group Leaders and Student Leaders, review that day’s Bible Study Lesson,
and answer any questions Family Group Leaders may have.
Setting Up Family Groups
In addition to building your Family Group Leadership Teams, you will need to decide if you would like your
group to be in a Mixed Family Group or Independent Family Group.
MIXED Family Group Option
•
•
•
This option is beneficial for groups whose students know each other fairly well.
Student Life will place your students into Family Groups with their roommate (or at least one other
student from your church) and a mixture of students from other churches.
You will still need to bring adults to be Family Group Leaders, because they will be assigned to
lead Mixed Family Groups.
INDEPENDENT Family Group Option
•
•
•
This option is beneficial for groups that do not know each other very well and/or would benefit
from spending group-building time together. This is a great option for large groups.
You will indicate who is in each group, and students will be taught by leaders from your church.
These groups should consist of 9-12 students and one leadership team. If you are bringing less
than 9 students to camp, you can still choose this option.
Available at end of this document
Available on the Online Camp Prep Center
4
Student Life For Kids Prep Center
STEP 3: Prepare Family Group Leadership Teams with Online Bible Study
The Way is the theme for Student Life For Kids Camp 2008. The corresponding Bible Study is available
for you and your Family Group Leaders to prepare online. In order for your leaders to access the lessons
online, please provide the following instructions to them. Camp Bible Study will be available soon.
Steps to Access Family Group Bible Study
•
•
•
•
Log onto www.campbiblestudy.com
Click the Student Life For Kids button
Children's Ministers log-in information: Username: camp2008 Password: kids2008
Family Group Leaders log-in information: Username: teacher2008 Password: kids2008
We encourage your leaders to prepare online so that they have all the resources* available to them. In
the event that some of your leaders do not have access to the web, you can download the complete study
and provide them with a copy. Follow the access instructions above and choose the “Print” option.
NOTE: Current Student Life Bible Study customers -- starting this year the Camp Bible Study WILL NOT
be accessible from your Bible study account. You will need to supply all of your teachers serving as
Family Group Leaders with the login information above.
Available at end of this document
Available on the Online Camp Prep Center
5
Student Life For Kids Prep Center
STEP 4: Meet with Parents and Students to Distribute Forms
Plan to meet with your parents and students several weeks before camp. Since some of our forms
must be notarized, you may want to have a Notary Public on hand.
The following two forms are required to be submitted to Student Life:
•
Group Leader Agreement
o This form needs to be signed only by the Student Minister (or Group Leader).
o Please send in to the Student Life office with your Final Balance and Rooming List 12
days prior to camp.
•
Student Life Waiver & Release Form
o The parent or guardian of participants 18 and under must sign this form. Participants
older than 18 must sign their own form.
o Regardless of age, every person who attends Student Life Camp must have a
notarized form and have them turned in by the Student Minister at registration.
o Please do NOT mail these forms to the Student Life office before camp; they will be
collected at registration upon arrival.
Additional Forms
•
Special Needs Request
o Please submit this form 30 days prior to camp if you have a participant(s) with special
needs. This is particularly important for participants with any disability requiring
assistance under the Americans with Disabilities Act (ADA), such as hearing
impairments, physical disabilities requiring wheelchair access or blindness.
•
SAMPLE Medical Release Form (pdf version)
(Word version)
o Student Life requires churches to collect and maintain Medical Release Forms for their
participants for their own use.
o Student Life has provided a SAMPLE Medical Release Form for you to adapt if
necessary. However, we will NOT collect them.
o Feel free to use your own form if you have one. Confirm that you have secured the
needed information for your records.
•
Parent Flyer and Checklist (Click link below according to event attending)
o Encourage parents to visit studentlife.com and find their student's event to stay
connected with camp. They can e-mail their student, send gift certificates, read camp
news, view pictures, and listen to live evening worship.
o Checklist includes: Stuff to Bring, Stuff NOT to Bring and Things We Have an
Understanding About
Available at end of this document
Available on the Online Camp Prep Center
6
Student Life For Kids Prep Center
STEP 5: Submit Rooming and Family Group List
Rooming and Family Group Lists are due 12 days before camp in the Student Life office. Housing
priority is given in the order that deposits were received.
Options for Submitting List:
NOTE: Groups over 50 must use the email or online option.
1. Submit Online Form
2. Email Excel Template
3. Fax or Mail Forms
After you have submitted your information, feel free to submit changes to Student Life prior to arriving at
camp using the Changes Request Form.
Available at end of this document
Available on the Online Camp Prep Center
7
Student Life For Kids Prep Center
STEP 6: Paying Your Final Balance
For a complete list of Financial Guidelines.
April 1, 2008
•
•
If your registration number is lowered on or before this date, deposits can be transferred to your
church’s account but will not be refunded.
If your registration number is lowered after this date, deposits are non-refundable and nontransferable to your camp balance.
12 Days Before Camp
•
•
•
•
Final Balance, Rooming Lists (with Family Group assignments), and Group Leader Agreements
are due in the Student Life office.
You become financially responsible for the number of people registered.
An official registration number will be established for your group. We will use your official
registration number to make final commitments to camp locations and to calculate your final
balance.
All final balance money is non-refundable and non-transferable after this date.
Increasing your registration number is only possible if space is available at your location. Please contact
the Student Life office at 888.213.6038 if you would like to increase your registration number before you
make commitments to anyone in your group.
Please make checks payable to Student Life and mail to arrive in our office no later than 12 days before
camp.
Payments sent standard mail:
Student Life
P.O. Box 36040
Birmingham, AL 35236
Payments shipped via FedEx or UPS
Student Life
2183 Parkway Lake Drive
Birmingham, AL 35244
We also accept Visa, Master Card and American Express through our office at 888.213.6038.
National Disaster Cancellation Policy Since Student Life began, we have always followed through with hosting
planned events. We are committed to continue to do so. However, in these uncertain times post-9/11, a national
disaster or act of terror could render us both unable to host a planned event or return your deposits. Please be
advised that if a Student Life event is cancelled due to such extraordinary circumstances, we cannot refund your
deposits regardless of other published cancellation dates and deadlines.
Weather Cancellation Policy Student Life has your group’s safety in mind as we host events. If we are unable to
host an event due to weather conditions, deposits cannot be refunded. Refunds of final balance payments will be
made only if properties and/or locations refund Student Life for those costs. If an event is hosted as scheduled and
your group cancels or reduces your registration number due to weather conditions, all payments are non-refundable.
Available at end of this document
Available on the Online Camp Prep Center
8
Student Life For Kids Prep Center
STEP 7: Prepare for Travel and Registration Day
Download Directions and Location Information
Visit www.campprepcenter.com for directions and location information. Included will be directions, maps,
free time options, mailing address, time zone, phone number and location housing information.
PLEASE NOTE:
•
•
If you are running late to registration, and your Registration Day falls on a Monday- Friday, please
call the Events Preparation line at 888.213.6038.
If you are running late to registration, and your Registration Day falls on a Saturday or a Sunday,
please call 205-451-8449 so your Event Coordinator can be notified.
Items to Bring to Registration
•
•
•
•
Student Life Waiver and Release Forms (See Step 4)
Copies of Rooming List
Payment for any additions or outstanding balances
$10 key deposit for each person in your group
Loading Vehicles
•
•
•
•
Arrive between 11:45 am -1:45 pm for registration.
We suggest labeling luggage with something specific to identify your church.
We strongly suggest color-coding girls’ and guys’ luggage to make this process easier.
Girls’ and guys’ luggage needs to be packed separately to make unloading more efficient.
o Luggage tags are designed to print on Avery 5163 labels. Labels print on a template that
has 8 labels to a page, 2x4 each.
 Avery 5163 lables are a basic shipping label. Print Luggage tags on label paper,
put the sticker on a 3x5 index card. Hole punch the card.
 OR Buy perferrated nametag paper, and name tag slots. Print on paper and hole
punch the plastic slot.
Available at end of this document
Available on the Online Camp Prep Center
9
Student Life For Kids Prep Center
Step 8: Review Important Information
Student Life For Kids Camp Daily Schedule
Frequently Asked Questions
Church Group Time Ideas
Bus Drivers
The best option for your bus driver is to have your church arrange accommodations in a local hotel. If you
request a bus driver to stay on campus, Student Life For Kids cannot guarantee that the driver will have a
single room. In most cases the driver would have to count as one of your adults and be housed within the
assigned lodging of your group.
Pre-Camp/Post-Camp Housing
Student Life For Kids is unable to make arrangements for groups to stay the night prior to or following
camp. We have our locations reserved only for the nights that camp is in session.
Lost and Found
•
•
•
•
•
Items found at camp will be placed on a designated table in the Worship Center.
Lost items collected by Student Life will return to the Birmingham office at the end of the summer.
All unclaimed lost and found items will be donated to charities and groups in December 2008.
Claimed lost and found items will be shipped C.O.D.
Student Life is NOT responsible for items left at camp.
Available at end of this document
Available on the Online Camp Prep Center
10
This packet includes the forms and parent handouts
needed to prepare for Student Life For Kids Camp.
Complete information is available at www.campprepcenter.com including:
• Sign-up sheets to help you sign up students
• Promotional graphics to design your own brochures
• Driving directions
• Location information
• Luggage tags for your students
• Ideas & suggestions for organizing Church Group time
• Frequently asked questions
We hope this information will help you prepare for camp and allow you to have
the best possible experience with your students this summer!
Feel free to contact us with any questions through our Event Prep Line at
888.213.6038.
FOR OFFICE USE ONLY
Code: ____________________
Team: AQU BLU BRN ORG
YLW SKI TOUR
Student Life
P.O. Box 36040
Birmingham, AL 35236
PH: 800.718.2267
FAX: 205.403.3969
www.studentlife.net
Group Leader Agreement
Church: __________________________________________________________________
Address: _________________________________________________________________
City: _______________________ State: _________________ Zip: ________________
Group Leader Name (Authorized Agent):_______________________________________
Camp Location (herein after “camp location”): __________________________________
It is the desire of Student Life to help people know Christ through His Word. During events this best happens
through a solid partnership with the local church to help create a meaningful and safe experience. The following
responsibilities are asked and required from each attending group’s leadership:
I am responsible for the Spiritual guidance of all individuals in our group.
This includes, but is not limited to, counseling students and adults concerning spiritual decisions in corporate
gatherings, quiet time, church group time, as well as other opportunities throughout the event.
I am responsible for discipline, supervision and leadership of individuals in our group.
This includes, but is not limited to, in the dorms/lodging, during corporate gatherings, during scheduled events
and throughout free time.
I understand that any damages incurred on campus due to actions from members of our group will be the
sole responsibility of that individual or the church/group that they are attending with.
I understand that all decisions regarding medical needs of individuals under my supervision are the sole
responsibility of me and our adult leadership.
This includes, but is not limited to, decisions about medical/injury treatment, collecting and maintaining copies
of medical release forms, medical history or attendees’ medical insurance information, transportation to
medical facilities if needed and communication with parents or guardians regarding any medical needs of
attendees.
I am responsible for a child protection policy.
This would include conducting background checks on the adult leaders you bring, as well as establishing
guidelines and policies that ensure the safety of the students you bring to camp.
I understand that I am responsible for the arrival and departure of all of my students. If parents are picking
up a student early they will make arrangements through me and I will communicate with them regarding any
attendee’s departure from a Student Life event.
I understand that I am responsible to uphold the event guidelines that Student Life and the camp location
have set that will be communicated to each student and adult at Student Life events.
This includes, but is not limited to, dress standards, attendance, lights out, guys and girls being in the
appropriate rooms, no alcohol, tobacco, drugs, weapons or fireworks.
In the event of an accident or injury to a participant at Student Life events, the Student Life staff and/or the
camp location staff (including colleges, universities and conference centers) will not make any recommendations or
decisions regarding medical treatment or diagnose illnesses or injuries. Our staffs may provide basic first aid but
will never provide medication of any kind. All medical decisions are reserved for the authorized agent (group
leader) of the church. We strongly urge that medical attention be sought for any injury occurring during at a Student
Life event.
I understand my responsibilities as the authorized agent of my church and I will properly train, educate and
inform each of my adult leaders to help our group carry out our assigned tasks and expectations.
Signature: __________________________________ Print Name: ________________________________________
Church: ____________________________________ Date: _____________________________________________
FOR OFFICE USE ONLY
Code: ____________________
Team: AQU BLU BRN
ORG YLW
WE ARE HELPING PEOPLE KNOW CHRIST THROUGH HIS WORD
WWW.STUDENTLIFE.NET
Waiver & Release
All participants in Student Life Events must have a signed and notarized Waiver & Release Form, including
adults 19 years and older. Participants under 19 must have the authorized signature of a Parent/Guardian. This
form cannot be faxed or mailed to the Student Life office. It must be brought to registration.
Name of Church: ____________________________________________ City/State: _________________________
Name: ________________________________ Birthdate: _____/______/______ Age: ______ Sex: Male Female
Address: ________________________________________City: ___________________ State: _____ Zip: _______
Parent/Guardian: ______________________________________________ Home Phone: (___)_________________
Work/Cell Phone: (____)_______________ Email: ___________________________________________________
Camp Location (herein after “camp location”): _______________________________________________________
Event attending:
Student Life Camp
Student Life Mission Camp
Student Life @ The Beach
Student Life For Kids Camp
Student Staffer (Volunteer)
Please check which one best describes the attendee (more than one may apply):
Student
Family Group Leader
Student Leader
Adult
Youth/Children’s Minister
Consideration. I acknowledge the personal benefits accruing to me (and my child, as applicable) by reason of participation in
the above described event and am aware of the activities in which I, or my child, will be involved through said participation.
Release / Indemnification. I hereby, in consideration of such benefits and other good and valuable consideration received,
consent to the above listed participation and release absolutely, forever discharge, hold harmless and covenant not to sue Student
Life, Inc., and camp location (including colleges, universities and conference centers), its directors, employees, agents,
volunteers, and affiliates ("Student Life" and “camp location”) from any and all present or future liability, claims, demands,
actions or rights of action, whether asserted by me or a third party arising out of my (or my child's) participation in event
activities (the "Claims"). I agree to indemnify Student Life and camp location for any such Claims brought by me or a third party
from any costs associated with defending or litigating such claims, including but not limited to attorney fees, costs and legal
expenses.
Assumption of Risk. I am aware of the risks associated with participation in the above event and do hereby voluntarily assume
full responsibility for any risk of loss, property damage or personal injury, including death, that may result from participation in
event activities.
Medical Emergency. In the event of injury or a medical emergency, I understand that the church’s group leader, not Student
Life and camp location, will be responsible for the medical care of all attendees. It will be the church group leader's
responsibility to assess medical needs, obtain and consent to appropriate medical care, transport persons in need of medical care
and contact parents or guardians of minors. I release Student Life and camp location from any and all liability related to medical
treatment. In addition, I assume the risk and financial responsibility for any injury resulting from the attendee’s participation in
all Student Life and camp location events.
Missions Authorization Addendum – I acknowledge that during my (or my child's) participation in Mission Camp or as a
Student Staffer volunteer that certain risks do exist. These include, but are not limited to, the hazards of being in a construction
type setting, travel by automobile, the risks involved in leading recreation games and those existing because of content of these
programs. In consideration of this acknowledgement, I voluntarily have and do hereby, assume all risk associated with my (or
my child's) participation in these programs.
Student Life @ The Beach Authorization Addendum – I acknowledge that during my (or my child's) participation in Student
Life @ The Beach that certain risks do exist. These include, but are not limited to, the hazards of public beaches, travel by
automobile or shuttle service, public condos and hotels, recreation activities and swimming in the ocean. In consideration of this
acknowledgment, I voluntarily have and do hereby, assume all risk associated with my (or my child's) participation in this
program.
Camp Location Recreation Addendum - The recreation programs at summer event locations strive to offer fun, safe, and
challenging activities that engage the whole person--body, mind and soul. Program staffs are trained and as a team committed to
your rewarding experience with safety as their highest priority. They have done everything possible to mitigate any risks
involved in their recreation programs. However there are inherent risks to participation in recreation activities, including but not
limited to, initiative games, high and low challenge course, outdoor education, paintball and aquatics. You could experience any
of the following - elevated heart and respiratory rates, uncomfortable group dynamics, climbing or descending unpredictable and
possibly slick or uneven terrain, crossing narrow wires and logs, jumping, running, climbing/descending steep rock faces,
traveling long distances in remote settings, carrying weight on your backs and shoulders, unforeseen forces of nature or weather,
any of which could result in injury/illness that could result in loss of life, limb, and/or property. For more detailed information
about the recreation programs offered at summer event locations, go to www.studentlifecamp.com and follow the specific
location Recreation Program link.
Understanding. I represent and acknowledge that I have completely read and understand this document and all its terms and all
matters referred to herein, that I have had an ample opportunity to obtain the advice of counsel and that, by signing this
document, I understand that I am relinquishing legal rights and remedies that may have otherwise been available to me. I
understand that this Waiver and Release shall be construed as broadly and inclusively as is permitted by applicable law and agree
that if any portion of this document is held invalid, the remaining shall continue in full force and effect. To the extent the
restriction on filing lawsuits is deemed unlawful, I agree to submit any Claims to a Christian conciliation/mediation organization
for binding resolution.
Media Consent. I give my consent and permission for the taking of photographs and/or video of me (or my child) during the
described event and waive and/or assign any and all rights (including copyright) in such media to Student Life and camp location.
Student Life and camp location, as the sole owners of such media, shall have the exclusive right to control and determine the use,
display, performance, reproduction and dissemination of any such photographs and/or videos.
Copy to Camp Location. It is understood and agreed that a copy of this form shall be treated as authentic and binding as the
original and that a copy of same shall be provided to camp location.
CAUTION: READ THIS DOCUMENT CAREFULLY BEFORE SIGNING. THIS IS A GENERAL
RELEASE AND INDEMNIFICATION OF CLAIMS.
Please check, which applies:
Parent/Guardian
Attendee 19 years of age and older
Signature: _____________________________________________________________
If you are a Parent/Guardian of an attendee who is under 19 years of age, please include the following.
Your Name: _________________________________________________________
Relationship to Attendee: _______________________________________________
Contact Number: _____________________________________________________
Notary Information
The following is to be completed by the notary witnessing parent/guardian’s signature.
The State of _________________________ the County of ________________________
Before me, a Notary Public, on this day personally appeared ____________________ known to me to be the person
whose name is subscribed to the foregoing instrument and acknowledged to me that he executed the same for the purpose and
consideration therein expressed.
Given under my hand and the seal of the office this _______________________day of ________________________________,
A.D.________________________.
Notary Public, Signature __________________________
My commission expires the _________ day of______________, A.D.______________.
Student Life
P.O. Box 36040
Birmingham, AL 35236
PH: 800.718.2267
FAX: 205.403.3969
www.studentlife.com
Special Needs Information
Attention Group Leader: The purpose of this section is (1) to enable you to notify Student Life of
individuals in your group who have special needs and (2) to communicate to group leaders about what
Student Life is able to do to accommodate those with special needs, particularly disabilities under the
Americans with Disabilities Act (ADA).
It is our desire to host all people with excellence, including those with special needs. This will not be
possible without the help of the group leader. Please provide notification at least 45 days prior to the
first day of your camp in order to allow us enough time to accommodate the individual’s need.
Please mail or fax this form to the Student Life office. If you have questions, you may contact us at
888.213.6038. When we receive notification of your special needs request, you will be contacted by a
person in our office to begin the process of preparing to accommodate the need.
Special Needs Information for Deaf or Hard of Hearing Students:
Student Life will do the following to host individuals who are deaf or hard of hearing:
1. Reserved seating for the individual and a couple of his/her friends. (We cannot guarantee
reserved seating for the entire group.)
2. Strategic placement of reserved seating to allow for good sight lines to video screens and the
stage.
3. Space for interpreter, as well as accommodation of needs of interpreter (lighting, podium, etc.)
during large group gatherings including worship, morning celebration and Late Nite.
4. Accommodation of special auxiliary devices such as microphones to be worn by camp pastor.
5. Assistance with provision of interpreters during large group gatherings including worship,
morning celebration and Late Nite.
The group leader will be responsible for the following:
1. Prior to the event, all communication with Student Life, including special requests, needs to be
made by the group leader.
2. During the event, all requests must be made by the group leader TO the camp director.
3. Student Life may require the individual and special helps (interpreters, auxiliary aids, etc.) to be
in place 15 minutes before the beginning of each large group session to ensure that reasonable
accommodation will take place.
Student Life
P.O. Box 36040
Birmingham, AL 35236
PH: 800.718.2267
FAX: 205.403.3969
www.studentlife.com
Special Needs Request Form
Camp Location and Dates: _________________________________________________________
Church: _______________________________________ City/State: _______________________
Youth / Children’s Minister Name: ___________________________________________________
Email: ____________________________ Phone: (____)____________ Fax: (____)___________
Name of Individual with Disability: ______________________________ Gender: _____ Age: ____
Please check the appropriate box to indicate the type of special need of the individual:
_____ Deaf or Hard of Hearing (Please indicate accommodations needed.)
___
___
___
___
Reserved Seating
Interpreter (Student Life will work with Hands in Motion Ministries to secure an
interpreter. Please make this request at least 30 days prior to the first day of your camp.)
Assistance with Hearing Device (i.e. Does the individual have an auxiliary aid that the speaker
needs to wear?) If yes, please explain. ________________________________________________
_______________________________________________________________________________
Other (Please describe.) ___________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_____ Physical Disability Requiring Wheelchair Access
_____ Blind
_____ Other Disability (Please specify in the space below.)
Please describe the extent of the disability / special need:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Place Church/Youth Group Logo and Church info here
Medical Release Form / Permission to Treat
Name of Church: _____________________________________ City/State:_______________________
Personal Information:
Name: ______________________________________________________________________________
SS # (optional): ________________________ DOB: _____/_____/_______ Age:______ Gender:______
Address: ____________________________________________________________________________
City: _______________________________________________ State: ________ Zip: _______________
Emergency Contact Information:
Parent/Guardian: _____________________________________________________________________
Home Phone: (_____)________________________ Work Phone: (_____)________________________
SecondaryContact: ______________________________ Relationship: __________________________
Home Phone: (_____)________________________ Work Phone: (_____)________________________
Insurance Information:
*Attach a copy of your insurance card to this form.
Insurance Co.: ____________________ Group#: _______________ Policy#: ______________________
Cardholder: _____________________________ Relationship to Cardholder: ______________________
Insurance Co. Address: ________________________________________________________________
Insurance Co. Phone: (_____)_____________________
Personal Medical Information:
Physicians Name: __________________________________ Phone: (_____)_____________________
Physical Limitations (Asthma, diabetes, allergies, etc.), and/or Special Instructions (Allergic to certain
meds, rare blood type, wears contact lenses, etc.):
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
List ALL medication taken on a regular basis and/or any brought with you to Camp. (Prescription
meds MUST have a pharmacy label and name of doctor.)
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
List all operations/serious injuries and dates within the past five (5) years:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
The Health History is correct so far as I know, and the person herein described has
permission to engage in all prescribed activities except as noted.
Emergency Authorization - I hereby give permission to medical personnel selected by the
participants Church sponsor/his designee or camp staff to order X-rays, routine tests, and treatment for
myself. In the event of an emergency and neither my primary contact nor secondary can be reached, I
hereby give permission to the physician selected by the Authorized Agent to hospitalize, secure proper
treatment, order injections and/or anesthesia and/or surgery to myself as named above.
I further authorize the release of the above medical information to appropriate medical
personnel and/or the health coverage insurance company. In addition, I have, and do hereby, release
the church, its employees or agents from liability associated with participation in a church activity.
I understand that if I do not have medical insurance, I, as the parent or guardian, will be
responsible for any medical expenses in the event of a sickness and/or injury.
I understand that there are risks involved in taking place in recreation activities and other
activities related to participation in youth functions.
Signature of Parent/Guardian ___________________________ Date ____________________
The following should be completed by the notary witnessing parent/guardians signature.
The State of _________________________ the County of________________________ Before me, a
Notary Public, on this day personally appeared ____________________ known to me (or proved to me
on the oath of__________________________________) to be the person whose name is subscribed to
the foregoing instrument and acknowledged to me that he executed the same for the purpose and
consideration therein expressed. Given under my hand and the seal of the office this
_______________day of ___________________, A.D.______________________.
Notary Public, Signature __________________________
My commission expires the _________ day of______________, A.D.______________.
Stuff to Bring
Stuff NOT to Bring
q A fantastic attitude and a desire to draw near to God
q Casual clothing for three days (Shorts that meet our
standards and pants are acceptable for all
meetings, including worship.)
q Closed-toe shoes
q Sheets, a blanket, a pillow, sleeping bag, etc. (unless
told otherwise)
q Beach towels for Water Day
q Personal hygiene items
q Spending money for snacks, T-shirts, CDs, etc.
q $10 key deposit
q Alarm clock
q Watch
q Bible, pen, notebook, etc.
q Spaghetti strap tops, halter tops, tube tops or tank tops
q Tight clothing
q “Short” shorts or skirts (Stand with your arms by your
side. If your fingertips are touching skin,
your shorts or skirt should be longer for camp.)
q Bikinis or two piece bathing suits (unless covered with a
dark T-shirt)
q Speedos
q Cell phones, iPods, mp3 players, DVD players or video
games
q Tobacco, drugs, alcohol or weapons
q Fireworks
q Water balloons
q Clothing with questionable sayings, slogans, etc.
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Follow the guidelines below to fill out your Rooming and Family Group List.
Name, Gender and Status are required for each person.
List names on the form according to how you want them to room. We cannot guarantee the number of people you
will have per room as each campus varies, so please divide your group into pairs. You will be able to make roommate
changes within your allotted rooms once assignments have been made.
Keep in mind that your adult leadership will be housed with your students. We designate buildings as either male or
female, so unfortunately we will be unable to accommodate married couples wishing to room together.
STEP 1- Make Copies of Forms
STEP 2- Enter Rooming and Family Group List
l First Name: Enter each name the way you would like it to appear on a nametag.
l Last Name: Enter each name the way you would like it to appear on a nametag.
l Grade Entering: Enter the grade each student is entering this fall. Enter G for upcoming college freshmen and A for adults.
l Status:
CM – Children’s Minister
FL - Adult Family Group Leader
A - Adult not leading a Family Group
G - Upcoming college freshman
SL - Student Family Group Leader (must be entering 11th grade to 19 years old)
S - Student
C - Child not attending as a camper (NOTE: Childcare is NOT provided.)
-C1 Birth to 2 yrs (no charge)
-C2 3 yrs to Kindergarten ($80 off camp price)
-C3 1st to 3rd grade ($50 off camp price)
Family Group #: Enter the group number assigned to each person.
If you choose Independent Family Groups, each student, Family Group Leader and Student Leader will need a number.
If you choose Mixed Family Groups, only your Family Group Leaders and Student Leaders will need a number (number
them according to how you want them paired in Family Group Leadership Teams). The number you assign them will not
be their Family Group number at camp; it is only to make assignments. Refer to Step 2 in the Camp Prep Center (www.
campprepcenter.com) for instructions on setting up your Family Groups.
Mixed Family Group Leader Preference: This is not needed for Student Life For Kids Camp.
Special Comments: Submit special needs or circumstances that your students or adults may have. In order to
accommodate such requests, we must be informed of them 30 days prior to your arrival at camp. Ex: Wheelchair access
needs, hearing or vision impairment, diet restrictions, etc.
STEP 3- Fax or Mail List to Student Life
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FORMS ARE DUE NO LATER THAN 12 DAYS PRIOR TO YOUR CAMP.
Fax forms to 205.403.3969 or mail to: Student Life Housing, P.O. Box 36040, Birmingham, AL 35236
STEP 4- Submit Changes
l
Feel free to make changes until the morning you leave for camp in order to make your check-in process quicker. In
order to make changes to the Rooming and Family Group List you submitted to Student Life, use the Changes Request
Form provided. Once completed, fax the form to 205.403.3969. Log back into the Camp Prep Center and click on Step
4 for the form.
Rooming & FAMILY GROUP: GIRLS’ LIST
1. Make copies before using.
2. Please PRINT CLEARLY IN PEN. it is important that we can read
Office Use Only!
each letter in every name
Camp Code:________________ Account :________________
Total Rooming:____________________Reg ID: ___________
YLW
ORN
BLU
AQU
BRN
3. Please fill in this form completely according to the instructions
included with the forms.
4. Group student and adults in to pairs.
5. Fax to 205.403.3969 when complete.
Group Leader’s Name:_______________________________________________________________________
Church Name: _ ________________________________________ City:______________________State:________
Church Phone: _ ________________________________________ Daytime Phone:_____________________________
Contact Phone While at Event: _ ___________________________Email:______________________________________
Camp Location:__________________________________________ Camp Date:_____________________________
Which Family Group Format are you choosing? Mixed______ Independent______
Total Number of Female Students/Adults attending:______________
*Missions & Church Connect Groups Must
Choose Independent
Mixed Family
Name
GradeStatus
Family Group LeaderSpecial Comments
(Entering)
Group # Preference
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Rooming & FAMILY GROUP: GUYS’ LIST
1. Make copies before using.
2. Please PRINT CLEARLY IN PEN. it is important that we can read
Office Use Only!
each letter in every name
Camp Code:________________ Account :________________
Total Rooming:____________________Reg ID: ___________
YLW
ORN
BLU
AQU
BRN
3. Please fill in this form completely according to the instructions
included with the forms.
4. Group student and adults in to pairs.
5. Fax to 205.403.3969 when complete.
Group Leader’s Name:_______________________________________________________________________
Church Name: _ ________________________________________ City:______________________State:________
Church Phone: _ ________________________________________ Daytime Phone:_____________________________
Contact Phone While at Event: _ ___________________________Email:______________________________________
Camp Location:__________________________________________ Camp Date:_____________________________
Which Family Group Format are you choosing? Mixed______ Independent______
Total Number of Male Students/Adults attending:______________
Name
GradeStatus
(Entering)
______________________
[ ______________________
______________________
[ ______________________
______________________
[ ______________________
______________________
[ ______________________
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[ ______________________
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[ ______________________
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[ ______________________
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[ ______________________
______________________
[ ______________________
______________________
[ ______________________
______________________
[ ______________________
*Missions & Church Connect Groups Must
Choose Independent
Mixed Family
Family Group LeaderSpecial Comments
Group # Preference
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CHANGES REQUEST
Office Use Only!
make copies
Camp Code:____________ Account #:____________
Total Rooming:________________Reg ID:_______________
YLW
ORN
BLU
AQU
BRN
We want to be prepared for your group and help you experience a quick and simple
registration process. Please fax this form to communicate additions or deletions at
any time after you send your Rooming and Family Group List. Please fax the form to
our home office in Birmingham, AL at 205.403.3969.
Fax changes to: 205.403.3969
Group Leader’s Name:______________________________________________________________________________________
Church Name:____________________________________Church City:____________________________Church State:_______
Church Phone:__________________ Daytime Phone:__________________ Contact Phone While at Event:___________________
Camp Location:________________________________________________ Camp Date:________________________________
PLEASE PRINT CLEARLY!
females
Circle Change Type
Name
Room with
GradeStatus
Family group with
Name
Room with
GradeStatus
Family group with
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males
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Comments
Student Life is committed to providing a quality experience at the lowest possible price so that more
students can experience Student Life For Kids Camp. Our goal is not to entertain, but rather to bring the
teachings of Scripture to life.
Payment Options
•Send payment by check to Student Life, PO Box 36040, Birmingham, AL 35236.
•Pay by credit card (Visa or MC) by calling Student Life at 888.213.6038.
Deposits Due January 31
•Deposits of $50 per person are due January 31, 2008.
•Prices increase by $10 per person if deposits are received after January 31, 2008.
•Housing priority is determined by the date your deposit is received.
Final Payment Due 12 Days Before Your Event
•Your final balance, housing list and group leader agreement are due in the Student Life office no later than 12 days before
Student Life For Kids Camp begins.
•Groups who do not send final balance, rooming lists and group leader agreement to the office by this date will be charged a
$100 late fee.
Cancellations and Decreasing Your Number
•Deposits are non-refundable if you cancel your space after January 31, 2008.
•Deposits are non-transferable to your final balance if you decrease your number after April 1, 2008.
•An official registration number will be established for your group 12 days before Student Life For Kids Camp begins. We will
use your official registration number to calculate your final balance because of our commitments to camp locations.
•If you decrease your number or cancel inside 12 days before your event begins, you will be responsible for the full balance.
All FINAL BALANCE money is non-refundable and non-transferable inside 12 days of the event. We regret that we cannot
refund or transfer your payment after this time.
National Disaster C ancellation
Since Student Life began, we have always followed through with hosting planned events. We are committed to continue
to do so. However, in these uncertain times post-9/11, a national disaster or act of terror could render us both unable to
host a planned event and unable to return your deposits. We hire staff, purchase equipment, and rent non-refundable
facilities based on your reservations. Please be advised that if a Student Life event is cancelled due to such extraordinary
circumstances, we cannot refund your deposits regardless of other published cancellation dates and deadlines.
Weather C ancellation
Student Life has your group’s safety in mind as we host events. If we are unable to host an event due to weather conditions,
deposits cannot be refunded. Refunds of final balance payments will be made only if properties and/or locations refund
Student Life for these costs. If an event is hosted as scheduled and your group cancels or reduces numbers due to weather
conditions, all payments are non-refundable.
First Day
12:00Registration
3:30Orientation
4:15Family Group Leaders’ Meeting
4:45Dinner
6:00Family Group Bible Study
6:15Children’s Ministers’ Meeting
7:15Corporate Worship
8:45
Late Nite
9:15Church Group Time
10:30
Lights Out
Other Days
7:00Breakfast
8:00Quiet Time with Church Group
8:00Family Group Leaders’ Meeting
9:00Celebration
10:15Recreation / Family Group Bible Study
11:30
Lunch
1:30Recreation / Family Group Bible Study
2:45Free Time
4:45Dinner
6:00Children’s Ministers’ Meeting
6:00Family Group Investigate
7:15Worship
8:45
Late Nite
9:15Church Group Time
10:30
Lights Out
Last Day
7:00Rise and Shine / Pack and Load
7:15Breakfast
8:15Quiet Time with Church Group
9:00Celebration
10:30Dismiss