H Camp Workbook

Transcription

1 H Camp Workbook New Flex Registration New Registration Options, New Camper Opportunity! Powered by: CampSylvester.org Online Registration Explore Your Registration and Payment Plan Options. Paper Registration Proceed with Traditional Paper Registration. campfires ropes course cabins hiking fishing

2 Open 363 Days a Year Group/Guest Welcome Packet RE: 'Reunite with Alpine Tradition' Dear Guest, has been helping to create memories since 1927 and continues to welcome your 4-H Community Club to the family of guests. This workbook was developed in cooperation with and the Stanislaus County 4-H Youth Development Program, Camp Committee. The workbook is to assist Community Clubs through new registration guidelines and opportunities. Additional information can be found within this workbook and at We look forward to your stay, if you have any questions and/or comments regarding 'Online Registration' please call Ken Peterson at (209) , for 'Paper Registration' questions please call the 4-H Office at (209) Sincerely, Irene Ulm Director of Operations, Pinecrest irene@campsylvester.org (209) cc: Kenny J. Peterson Site Services, Marketing Manager, Pinecrest ken@campsylvester.org (209) Pinecrest, California Established 1927 New Flex Registration New Registration Options, New Camper Opportunity! Powered by: CampSylvester.org Online Registration Explore Your Registration and Payment Plan Options. Paper Registration Proceed with Traditional Paper Registration. campfires winter sports cabins hiking fishing

3 Table of Contents Table of Contents: Welcome and Introduction: 4-5 Quick Reference Online Registration: 6-7 Online Registration Worksheet: 8 Quick Reference Paper Registration: 9 Paper Registration Worksheet: 10 Wavier and Rental-Use Agreement: H Camp Registration Flyer: 15 Color-Coded for Quick Reference ORANGE BLUE Online Registration Explore Your Registration and Payment Plan Options. Paper Registration Proceed with Traditional Paper Registration.

4 Welcome & Introducion 4-H Camp Workbook: Welcome and Introduction: Thank you for your interest in 4-H Summer Camp With continued growth of the Camp Program the Stanislaus County 4-H Camp Committee is working to improve program opportunities and resources. For 2012 the Camp Committee is piloting new online registration and payment plan options and believes that online registration will grow to become a valuable tool for Campers and families. To help ensure registration progresses as smoothly as possible, the Camp Committee strongly advises each Community Club to nominate a 'Community Club Camp Representative'. Flex Registration is now available! Campers may register for 4-H Camp online with payment plan options or follow traditional registration and register thru paper forms. Please review this document thoroughly and use this 4-H Camp Workbook to your advantage, sections are color-coded for quick reference. Registration Opt. In / Opt. Out: Community Clubs may independently select which method(s) they prefer for 4-H Summer Camp registration. Follow this Quick Reference Check-List for the registration method(s) your Community Club participates. Note: Community Clubs may independently choose to use one method or both method(s). Camp Program Description: A (4) four night, (5) five day event at, Pinecrest, CA. Program includes cabin accommodations, great food, good beverages, awesome recreational opportunities, hilarious nightly entertainment and custom Camp t-shirt. Come See What s Fun, at 4-H Summer Camp Campers participate in a variety of events including: theme days, arts and crafts, outdoor team recreation, campfires, canoeing, fishing, hiking, swimming and camp dance! For returning campers explore the new adventure challanges during Summer Camp Camp Program Location: on Dodge Ridge Road, Pinecrest, California; approximately 30 miles East of Sonora; elevation 5,600' above sea level; 1/2 mile from Pinecrest Lake. Camp Program Date: Session (1)-One: June 9-13, 2012; Check-in 1:00 PM, Check-out 10:30 AM; Session (2)-Two: June 14-18, 2012; Check-in 1:00 PM, Check-out 10:30 AM; Camper Capacity: (120) Campers Per Session Camp Program Costs: Camper 'Good Standing': $ Registration Opens: February 6, 2012; 8:00 AM Camper 'Non-Good Standing': $ Registration Opens: February 6, 2012; 8:00 AM Camper 'Non 4-H Guest': $ Registration Opens: February 6, 2012; 8:00 AM Co-Counselor: $ Applications Due: January 6, 2012; 5:00 PM Counselor: $ Applications Due: January 6, 2012; 5:00 PM Adult Chaperone: $ Applications Due: February 6, - April 27, 2012; 5:00 PM Submittal of Adult Chaperone Applications with Camper Registrations on February 6, 2012 is highly recommended. 4

5 Welcome & Introducion Camp Program Outreach: 4-H Camp Staff are available for Camp presentations to Community Clubs, contact Ken Peterson at (209) , to schedule a Community Club visit. A copy of the 4-H Camp Registration Flyer is available on the last page of this Workbook. 4-H Camp Medical Professional: Document Copies: In order to maintain a safe and active Camp Program, 4-H Policy requires a medical professional to be on-site at all times during 4-H Camp. For best practices please instruct Campers to carefully review and thoroughly complete all required '4-H Medical Forms' before submitting with Camp Registration. This is a public-use Workbook to assist 4-H Community Clubs plan for 4-H Summer Camp. Additional copies of this Workbook and informational flyers are available at and on the Stanislaus County 4-H Camp Website. Community Clubs are also permitted to make photocopies of the inclosed worksheets and flyers. 5

6 Quick Reference Check-List Online Registration Quick Reference Check-List, Opt-Out: Select 'Opt-Out' if you do not wish to use 's Online Registration tools. Below are step-by-step details to assist you, the Community Club Camp Representative better understand the Camp Sylvester online registration process. If at any time you have questions or comments please feel free to contact Camp Sylvester Representative at your convenience. 1. Understanding Restrictions and Special Conditions: A very specific and unique set of restrictions and special conditions apply to those using the Online Registration system. Before proceeding with registration ensure your complete understanding of the following restrictions and special conditions: 4-H Camper Registration begins 'Open Enrollment' February 6, 2012 at 8:00 AM. 'Open Enrollment' is processed first come, first served for both paper and online registrations; 'Open Enrollment' pending available 'Camper Capacities' will continue until May 11, :59 PM; An $50.00 non-refundable 'Registration Deposit' will be required with all online 4-H Summer Camp Camper registrations. Note: The 'Reservation Deposit' will be applied toward total Camper fees due; Upon registration and deposit(s) paid, Campers who register online will be allowed make progress payments during the entire 'Open Enrollment' period. Camper registrations cancelled before April 27, :00 PM will be eligible for a refund of all monies paid excluding the 'Reservation Deposit' or 'Processing Fees'. Camper registration cancellations must be provided in writing submitted to ken@campsylvester.org and received by April 27, :00 PM; All progress payments must be completed by May 11, :59 PM or registration will be dropped without refund of 'Registration Deposit', 'Processing Fees', or 'Progress Payment(s)'; Community Clubs are required to provide (1) Male 'Adult Chaperone(s)' for every (1-7) Male Campers and (1) Female 'Adult Chaperone(s)' for every (1-7) Female Campers. A Community Club's failure to provide adequate number of 'Adult Chaperones' by April 27, :00 PM will result in 'Camper Registrations' being dropped without refund of 'Registration Deposit' or 'Processing Fee'; 'Adult Chaperone(s)' must be an enrolled and approved 4-H Leader; No refund of any kind will be provided after April 27, :01 PM without medical note reporting illness, injury or death.. 2. Obtain Your Community Club Group-Codes: Each Community Club will be issued a unique set of 'group-codes' for members to access the Online Registration system found at The Community Club Camp Representative shall provide the appropriate 'group-code' individually to each Camp as defined by their individual status within the 4-H Youth Development Program. My Online Registration Community Club 'Group-Codes': 'Good Standing' Member: 'Non-Good Standing' Member: Non-4Her Guest: Approved Camp Counselors: Approved Camp Co-Counselor: 6

7 Quick Reference Check-List Online Registration Quick Reference Check-List, 3. Required Waivers and Forms: Waiver: requires all guests to provide an electronic signed copy of the ' - Waiver and Rental-Use Agreement' prior to arrival at. The ' - Waiver and Rental- Use Agreement', is automatically completed as part of online registration. Additional copies of the 'Camp Sylvester - Waiver and Rental-Use Agreement' are available online at click the 'History' tab, waiver located near bottom of page under heading 'Guest Resources'. 4-H Medical Form: Upon completion of online registration a 4-H Camp Welcome Packet will be ed to address submitted with online registration. All attached '4-H Medical Forms' must be completed and submitted to the 'Community Club Camp Representative' and turned into the Stanislaus County 4-H Office by April 27, 5:00 PM. 4-H Code of Conduct: Upon completion of online registration a 4-H Camp Welcome Packet will be ed to address submitted with online registration. The attached '4-H Code of Conduct' must be completed and submitted to the 'Community Club Camp Representative' and turned into the Stanislaus County 4-H Office by April 27, 5:00 PM. 4. Registration Verification: Registration Reports: After registration opens Campers will begin registering for 4-H Camp. On March 5, 2012 a 'Mid- Registration Report' and May 7, 2012 a 'Final-Registration Report' will be provided for the 'Community Club Camp Representative' to verify that Campers registered using the appropriate 'Group-Code' and to confirm that all additionally required documents have been submitted. Worksheets have been provided within the 4-H Camp Workbook to assist with this task. 7

8 Online Registration Worksheet Online Registration Worksheet: The following worksheet is available to assist the 'Community Club Camp Representative' manage and track Camper registrations. Note: This is a sample worksheet to work from, the 4-H Camp 'Mid-Registration Report' and Final Registration Report' will be pre-filled with Camper information, use this worksheet as a second record. Camper(s) Registration Submitted Session Registered Deposit Paid Waiver Signed Medical Forms Submitted Code of Conduct Submitted T-Shirt Size Amount Due Registration Complete Approved Adult Chaperone: 8

9 Quick Reference Check-List Paper Registration Proceed with Traditional Paper Registration. Opt-Out: Select 'Opt-Out' if you do not wish to proceed with Paper Registration. Below are step-by-step details to assist you, the 'Community Club Camp Representative' better understand the 4-H Camp registration process. If at any time you have questions or comments please feel free to contact the 4-H Office at your convenience. 1. Understanding Restrictions and Special Conditions: A very specific and unique set of restrictions and special conditions apply to those proceeding with Paper Registration. Before proceeding with registration ensure your complete understanding of the following restrictions and special conditions: 4-H Camper Registration begins 'Open Enrollment' February 6, 2012 at 8:00 AM. 'Open Enrollment' is processed first come, first served for both paper and online registrations; 'Open Enrollment' pending available 'Camper Capacities' will continue until May 11, :59 PM; All paper registrations must be submitted with all documents and waivers completed, signed and with full payment for all monies due for each camper. A 'Reservation Deposit' of $50.00 is included with full payment of Camper registration dues. Camper registrations cancelled before April 27, :00 PM will be eligible for a refund of all monies paid excluding the 'Reservation Deposit'. Camper registration cancellations must be provided in writing submitted to ken@campsylvester.org and received by April 27, :00 PM; All registrations and payments must be submitted by May 11, :59 PM to be eligible to attend 4-H Summer Camp. Community Clubs are required to provide (1) Male 'Adult Chaperone(s)' for every (1-7) Male Campers and (1) Female 'Adult Chaperone(s)' for every (1-7) Female Campers. A Community Club's failure to provide adequate number of 'Adult Chaperones' by April 27, :00 PM will result in 'Camper Registrations' being dropped without refund of 'Registration Deposit'; 'Adult Chaperone(s)' must be an enrolled and approved 4-H Leader; No refund of any kind will be provided after April 27, :01 PM without medical note reporting illness, injury or death. 2. Required Waivers and Forms: Waiver: requires all guests to provide a signed copy of the ' - Waiver and Rental-Use Agreement' prior to arrival at. Within the provided 4-H Camp Welcome Workbook is a copy of this agreement. Copy/Print and provide one copy of the (4)-four page agreement to each Camper who intends to register for 4-H Summer Camp. One signed copy of the ' - Waiver and Rental-Use Agreement' must be submitted with each 'Paper Registration' and provided upon registration submittal to the Stanislaus County 4-H Office. Additional copies of the ' - Waiver and Rental-Use Agreement' are available online at click the 'History' tab, waiver located near bottom of page under heading 'Guest Resources'. 4-H Medical Form: '4-H Medical Forms' are available through the Stanislaus County 4-H Office (209) and on the Stanislaus County 4-H Camp website. All forms must be completed and submitted to the 'Community Club Camp Representative' and turned into the Stanislaus County 4-H Office by May 11, :00 PM. 4-H Code of Conduct: The '4-H Code of Conduct' is available through the Stanislaus County 4-H Office (209) and on the Stanislaus County 4-H Camp website. All forms must be completed and submitted to the 'Community Club Camp Representative' and turned into the Stanislaus County 4-H Office by May 11, :00 PM. 9

10 Paper Registration Worksheet Paper Registration Worksheet: The following worksheet is available to assist the 'Community Club Camp Representative' manage and track Camper registrations. Note: This is a sample worksheet to work from, the 4-H Camp 'Mid-Registration Report' and Final Registration Report' will be pre-filled with Camper information, use this worksheet as a second record. Camper(s) Registration Submitted Session Registered Waiver Signed Medical Forms Submitted Code of Conduct Submitted T-Shirt Size Amount Due Registration Complete Approved Adult Chaperone: 10

11 Waiver and Rental-Use Agreement Page (1) of (4) Waiver, Release and Indemnity I understand and agree that my participation in events, programs, races, or activities organized, operated, conducted and/or sanctioned by is conditional upon my execution of this document. 1. I am aware that camping and related activities involve the possibility of injury or death. 2. I accepts these risks, and all others arising from these events and programs, even if arising from the negligence, gross negligence or negligent rescue by those associated in any way with the events and programs I may be involved in, the venues at which these events and programs takes place or by those organizing, officiating, or participating in these events and programs throughout the year, including their respective officers, directors, employees, agents, servants, volunteers and representatives (the Releasees ). 3. I understand that all applicable rules for participation must be followed and that SOLE RESPONSIBILITY FOR MY PERSONAL SAFETY REMAINS WITH ME, including my physical and emotional preparation and fitness to participate in all events and programs throughout the year. 4. I undertake and agree to remove myself from participation if I sense or observe any unusual hazard or unsafe condition. 5. I give, a FULL RELEASE AND WAIVER OF LIABILITY AND ALL CLAIMS that I have, or may have in the future, against Camp Sylvester, participating program organization, and all other Releasees from all liability for any loss damage, injury or expense that I may suffer as a as a result of my participation in any part or parts of the events or programs or my presence at any venue at which they may take place, due to any cause whatsoever including the forms of negligence set forth in paragraph (2) above or from any breach of contract or statutory duty or other duty of care including any duty of care owed by the Releasees. 6. I AGREE NOT TO SUE and I further agree TO INDEMNIFY AND SAVE HARMLESS the Releasees from all expenses, fees, liability or damage award or cost of any type whatsoever arising from my participation in these events or programs. I HAVE READ AND UNDERSTOOD THIS WAIVER, RELEASE AND INDEMNITY. I am aware that by signing this agreement I am waiving substantial legal rights (on my behalf and on behalf of the heirs, executors, administrators and next of kin), including the giving up of my rights to sue. Name: Signature: Date: PARENTAL CONSENT FOR MINOR PARTICIPANT and INDEMNITY AGREEMENT I have read and understood the above waiver, release and indemnity, and have discussed the same with the minor person signing above. I am satisfied the said minor understands the waiver and release and his/her obligations are set out. In consideration of the participation of my minor child/ward I too agree to waive, release and indemnify the Releasees, including and any related individual employee or agent thereof, in the terms set out above. I am aware that by signing this agreement I am waiving substantial legal rights, which my minor child/ward and I, our respective heirs, executors, administrators and next of kin may have against the Releasees. Name: Signature: Date: 11

12 Waiver and Rental-Use Agreement Page (2) of (4) General Facility Use Agreement 1. I accept and agree to take good care of property and leave it in clean condition, free of damage. 2. I understand that and/or its employee do not provide cleaning services. All guests and/or groups are required to do daily cleaning. It is NOT the Site Services Manager duty or responsibility to clean facilities, bathrooms or other buildings. Each group upon departure is required to complete a comprehensive cleaning of all facilities used. A detailed cleaning check-out list will be provided to the person in charge as defined on the Reservation Agreement the afternoon prior to the day of departure. Failure to complete cleaning of all facilities used prior to departure may result in partial or total forfeit of Cleaning Deposit. 3. The Site Services Manager, an employee of, will open and close cabins, instruct you on use of equipment and provide basic supplies including: electric service (for general use), running water (hot water limited), toilet paper, paper towels, light bulbs, hand soap, hair and body wash, appropriate surface and floor detergents and cleaner for sanitation management. Any equipment failures shall be reported to the Site Services Manager. 4. General Facility Use furnishings include beds for up to (220) persons or as defined on the contracted Reservation Agreement, an equipped kitchen and dining area, firewood and a wood burning fireplace/fire pit. All guests to furnish bedding (sheets, blankets, sleeping bag and/or pillow), hygiene products, bathing towel, food or any other item necessary. 5. I acknowledge and accept that facilities may be rented independently of other on-site facilities and services. I agree to maintain the privacy of other guests/groups that may be staying on site and will not intrude or interrupt other guests and/or groups staying at during the rental period. Rental of does not include open use of other on site areas not defined on the contracted Reservation Agreement such as: other recreation and/or dining halls, amphitheater, sport courts/fields and/or bathroom facilities. 6. I accept and agree to be responsible for all damages or injury done to persons or property while on the property. I understand I may be individually charged for damages and agree to pay for repair and/or replacement of damaged property including labor and materials. 7. I understand that area heating units are for use during cooler season months (September-May) and will not be available for use during the summer season unless determined necessary by the Site Services Manager. 8. I understand that additional rules and regulations are posted on site and will do my part to review and understand these additional rules and regulations apply during my stay at. 9. I understand that no pets are allowed at expected those certified for medical need (example: seeing eye dogs). 10. I understand tampering with emergency and safety equipment is a punishable felony and may result in fines up to $ per occurrence/incident. 11. I understand that cleaning charges of $ per occurrence and fines of $50.00 per occurrence will be charged to the camper and/or the contracted organization for discharging fire extinguishers in a non-emergency. 12. In understand that National Forest Service Law defines hat the hours between 10:00 PM 6:00 AM are Quiet Hours and I will respect s neighbors and reduce excess noise during Quiet Hours. 13. I understand that National Forest Service Law does NOT permit the use of equipment that generate amplified sound such as stereos, loudspeakers, DJ equipment or excessively loud / amplified instruments (example: drums, electric guitar). 14. I understand that smoking is not permitted anywhere on or adjacent to the site. 15. I understand that available vehicle parking is limited at and I will do my part to organize available carpools for myself and my guests. 16. I understand that is located in a natural environment setting and is subject to alpine weather conditions including snow and heavy rains. I acknowledge that it is my responsibility to understand weather reports and be prepared for unexpected weather conditions and its affect such as ground flooding and power outages. 17. I understand that Acts of God or situations outside the control of (unexpected severe weather, power outages) are not grounds for contract cancellation. 18. I understand that in a case where unexpected severe weather or situations such as a power outage significantly impact my stay, well beyond what may be expected, I MAY be giving the opportunity to reschedule my stay/event. I understand that approval for rescheduling is very rare and if rescheduling is permitted, as determined by the Director of Operations, I must reschedule my stay/event within (6) months of the original scheduled date. Initial: 12

13 Waiver and Rental-Use Agreement Page (3) of (4) Thiemann Hall/Townhouse Facility Use Agreement 1. I accept and agree to take good care of property and leave it in clean condition, free of damage. 2. I understand that and/or its employee do not provide cleaning services. All guests and/or groups are required to do daily cleaning. It is NOT the Site Services Manager duty or responsibility to clean facilities, bathrooms or other buildings. Each group upon departure is required to complete a comprehensive cleaning of all facilities uses. A detailed cleaning check-out list will be provided to the person in charge as defined on the Reservation Agreement the afternoon prior to the day of departure. Failure to complete cleaning of all facilities used prior to departure may result in partial or total forfeit of Cleaning Deposit. 3. The Site Services Manager, an employee of, will open and close cabins, instruct you on use of equipment and provide basic supplies including: electric service (for general use), running water (hot water limited), toilet paper, paper towels, light bulbs, hand soap, hair and body wash, appropriate surface and floor detergents and cleaner for sanitation management. Any equipment failures shall be reported to the Site Services Manager. 4. Thiemann Hall/House furnishings include beds for up to (12) persons, an equipped kitchen and dining area, firewood and a wood burning fireplace/stove. All guests to furnish bedding (sheets, blankets, sleeping bag and/or pillow), hygiene products, bathing towel, food or any other item necessary. 5. I acknowledge and accept that Thiemann Hall/House may be rented independently of other on-site facilities and services. I agree to maintain the privacy of other guests/groups that may be staying on site and will not intrude or interrupt other guests and/or groups staying at during the rental period. Rental of Thiemann Hall/House does not include open use of other on site areas such as: other recreation and/or dining halls, amphitheater, sport courts/fields and/or bathroom facilities. 6. I accept and agree to be responsible for all damages or injury done to persons or property while on the property. I understand I may be individually charged for damages and agree to pay for repair and/or replacement of damaged property including labor and materials. Initial: 13

14 Waiver and Rental-Use Agreement Page (4) of (4) Check-in / Check-out Policy All guests and/or groups stay at shall not arrive on site before designated check-in time and all guests and/or groups shall be completely checked-out and off site by designated check-out time. Failure to complete an on-time check-out may result in partial or total forfeit of Cleaning Deposit plus additional charges as they may apply, including Day Use Rental Fees and/ or Overnight Rental Fees. General Day Use Check-in: 6:00 AM General Day Use Check-out: 10:00 PM General Overnight Check-in: 3:00 PM General Overnight Check-out: 1:00 PM Refund Policy For campers and guests who chose to use the online registration tools on CampSylvester.org, does not retain registrar s funds and consequently will not issue refunds to individuals. If applicable/qualified for refund of monies, campers and/or guests must request refund from the Person in Charge of Arrangements defined on the contracted Reservation Agreement. No refund of 'Reservation Deposit' will be given to any guest or group who cancels reservations within (90)-ninety days of expected arrival. By signature, I acknowledge that I have read the above agreement(s) and accept the terms and conditions of use. Name: Signature: Date: 14

15 Welcome to Stanislaus County Session (1) One: June 9-13, 2012; 'Good Standing' Campers $ Session (2) Two: June 14-18, 2012; 'Good Standing' Campers $ A (4) four night, (5) five day event at, Pinecrest, CA. Program includes cabin accommodations, great food, good beverages, awesome recreational opportunities, hilarious nightly entertainment and custom Camp t-shirt. Come See What s Fun, at 4-H Summer Camp campers participate in a variety of events including: theme days, arts and crafts, outdoor team recreation, campfires, canoeing, fishing, hiking, swimming and camp dance! For returning campers explore the new adventure challenges during Summer Camp Important Dates: You're Invited, Join Us! H Summer Camp Registration Opens: February 6, 2012, 8:00 AM Registration Closes: May 11, :59 PM Partial Refunds Until: April 27, 2011, 11:59 PM All Payment to be Completed: May 11, :59 PM Requirements and Restriction: Online Registration: 'Group-Code' required, 'Group-Code' available through your 'Community Club Camp Representative', Deposit Required: $50.00 non-refundable 'Reservation Deposit' is required; Note: Paper Registrations must be paid in full upon registration. Online Registration Fee: $11.00 per Camper, non-refundable, Online Registration accepts Electronic Check, Visa, MasterCard and Discover. (Paper Registration does not require Registration Fee payment), Progress payments: Accepted during entire registration period. (Progress payments only available with Online Registration) Reunite with Alpine Tradition! campfires ropes course canoeing hiking fishing arts & crafts Paper Registration Available Through Your: Club Camp Representative Online Registration Available at: Group-Code Available Through Your Club Camp Representative. My Online Registration Community Club 'Group-Codes': 'Good Standing' Member: 'Non-Good Standing' Member: Non-4Her Guest: Note: Camper Registrations will be verified for accuracy. 15