We know that you have a precious few weeks each summer to plan awesome events for the students in your ministry. Why spend time lining up chaperones, booking accommodations, and coordinating meals? Let us take care of all that and you can enjoy a week watching your students have an amazing experience!
A week of summer camp can have a monumental impact on the life of a young person. Imagine the impact that bringing a group of young people home from a week of summer camp can have on your local youth or children’s ministry. These students will have bonded over a shared transformative experience, and they will have participated in first-class worship led by young adults who spent the week serving as positive role models of young Christian adults.
The following information is meant to supplement our Group Leader Checklist; make sure you have downloaded and read that document.
What precautions will be taken this year in response to COVID-19?
Choosing a week to attend camp
How should I pick a week?
Check with your church calendar about other events that are happening during the summer and pick a week that won’t interfere with VBS or your church’s bus schedule. You do not need to inform the camp which week you’ve chosen. If you are bringing a group over 15, and coming the same week is important to you, encourage your families to register early as some weeks will fill up.
How should I let parents know?
Parents need to know information about camp, including how to register and what is expected of them before camp starts. Create a handout with all of the vital information for registration. Make sure to include the week you plan to attend, the correct name of your church, the name and contact info for the church contact person, how you will be getting to camp, and scholarship and fundraising information.
Do all of the campers from our church have to come the same week of camp?
No. The campers from your church can come any of the weeks of classic camp or a specialty camp.
Does each camper fill out his/her own application?
Yes. Campers register as individuals online. There are ways for you, as the group leader, to check on your group. Families will need to set up an online account. There will be forms and medical information input there that you, as a leader but not a guardian, cannot sign. It has to be the guardian.
How can I see who is registered from my church?
You can view the most updated status of all of your campers here. To request the credentials to view this page, please contact the registration office at 352-787- 4345 ext 4166 or firstname.lastname@example.org.
Because campers register as individuals, their balance is tied to their account, not the church. If churches would like to submit a payment towards the cost of camp for a specific camper they will need to mail a check. Checks should be made out to the Warren Willis Camp and Conference Center and should be accompanied by a Church Payment Spreadsheet.
How do I use the Church Payment Spreadsheet?
The Church Payment Spreadsheet must accompany all church checks. The spreadsheet shows how the check is divided among the campers listed. All campers must either be already registered or a paper registration should be sent with the spreadsheet. Please only submit one check per spreadsheet. A church may complete and submit as many spreadsheets as needed and they can be submitted at different times.
Please mail the spreadsheet and check to:
Warren Willis Camp and Conference Center
Attn: Summer Camp Registrar
4990 Picciola Rd.
Fruitland Park, FL 34731
If I have a student that cancels, can I substitute another in his/her place?
Due to the many variables involved when a camper cancels, substitutions may or may not be possible. You may request a substitution by contacting the Summer Camp Registration Office at email@example.com .
Summer Camp Scholarships
How do families apply for a Warren Willis Summer Camp Scholarship?
Scholarships are a two-part process. Families provide personal and financial information, including a statement from the camper about why they want to attend camp. The 2nd half must be completed by a representative of a Florida Annual Conference United Methodist Church. Scholarship applications are due April 1st.
Who should apply for a Summer Camp Scholarship?
Families who are having difficulty paying the camp fee and families with more than one child attending the Warren Willis Summer Camp may apply for a scholarship.
When will families find out if they’ve received a scholarship?
The Scholarship Committee will meet in May to review the applications and determine the number of scholarships awarded. Notification of scholarship amounts will be mailed to the camper’s home address.
How much scholarship support can I expect?
The amount awarded will be dependent on how many people apply for the Warren Willis Summer Camp Scholarship. Please be aware that we do not award 100% scholarships.
How do I know if campers from my church have been awarded a scholarship?
Once the scholarships have been awarded, we will post this information in a secure location on our summer camp website that is viewable only by Summer Camp Church Contacts. To request the information on how to view this location, please contact the registration office at 352-787-4345 ext 4166, or firstname.lastname@example.org .
How do we turn in medical information and medication?
Camp gathers Health History and Permission to Treat information through the online registration system. Your students register for camp online and then, when camp gets closer, we open the medical portion of the online registration system. Families will need to go back to the online registration system, access each of their campers, and fill out the medical permission slips, medical information and tell us about any medicines that will need to be given at camp.
This is different than years past when we used Camp Doc. Now, all of their registration and medical information will be in one place. We are working with CampWise to create a report that will let us know which campers still needs to turn in their medical paperwork, much like we had before. This report will be available for the Summer Camp Church Contact to see so that you can make sure your students have completed their paperwork before arriving at camp. To request the information on how to view this location, please contact the registration office at 352-787-4345 ext 4166, or email@example.com .
Transportation/Arrival and Departure
What will drop off/registration be like on Monday afternoon?
Registration begins at 2 PM each Monday. Leave all luggage and sleeping bags in vehicles during registration. Each camper should have any medication they need for the week bagged and inside the original prescription or over-the-counter bottles. They may also bring cash or a check to use at the camp store or to purchase a weekly camp photo. Campers will also receive their name tags and cabin assignments at this time. It is important that all campers complete the entire registration process. After completion of registration, group leaders are welcomed to assist their child to their assigned cabin to unpack and settle in for the week. The first scheduled activity for all campers is at 4:15 PM. We suggest that all campers try to arrive no later than 3:15 PM.
What time should I pick up my group on Saturday?
Parents and Leaders are invited to join us for our closing Praise Time at 8:30 a.m. on Saturday, in the Fellowship Hall of Barnett Lodge. If you choose not to attend this closing Praise Time you should arrive to pick up at 9:00 a.m. and go straight to your campers’ cabins for check out. Please bring an ID. For campers attending Creative Spirit Camp, The Big Show! will begin at 8:45 in the chapel. Check out will begin after the show.
What kind of activities will the campers from my church participate in?
Every day at camp is new and exciting. Each day campers will take part in a small group (same age level, mixed gender) which is the time when they dive into the curriculum and theme for the week to learn about the ways that God wants to know them, love them, and transform them. They will also get to choose four camp activities to participate in throughout the week. In addition to meals, rest time, morning devotions, and evening worship, and our famous PRAISE TIME, your child will swim, play large crazy outdoor games, meet new friends, and have an encounter with the living God!
What is the right amount of spending money for my camper?
Each camper will be provided snacks/drinks each day as a part of their camp tuition. They do not need to bring extra money for snacks. Our camp store will be open daily, items range from $.50 to $30.
Volunteering at Camp
We appreciate the help of church staff in making our summer camp ministry amazing for all the students who attend. As an Adult Volunteer, you will be given a place to stay on our site and be included in our camp meals. You will be assigned to lead a small group of students in discussions and activities throughout the week. We also love for our volunteers to be flexible and willing to help out and participate in many ways as the needs arise. This opportunity is free of cost, because we consider your time with us to be a worthy investment in the future of these students. If you or your church would like to make a donation to offset the cost of your stay you can use the link below.
Applications to be an Adult Volunteer will be available in May.