Event FAQ’s

Registration 

If my church is not part of The Diocese of South Carolina can we still attend events? Yes. We welcome all church groups regardless of affiliation.

How do I register my group? We do all registration online. When registration is set up, we email the link to group leaders who should register the whole group. We encourage leaders to set up an online profile to more easily add easily students and view their registrations thus far.

Should I wait until I have all the sign ups from my group before registering? No, it helps us to see who is coming if leaders register students as they receive sign ups from their students. It’s also easier for you to register a few at a time than to do a whole stack at once. The online profile speeds up the process.

What form of payment do you accept? Registration online can be paid by credit card or a check. Registration is only confirmed when payment is received.

Are there scholarships available? Yes. Our scholarships are intended as financial aid to those who would not be able to attend otherwise. The policy and request form can be found on our website under the forms and policies page.

Can I register my group before I have all the names of participants? Yes. Our system will allow you to register and pay for students (or leaders) before adding their names. You must set up an online profile in the registrations system. Then, register students as “male student” or female student”, etc. When you have the names, go back into the system and change them. The changes must be done by the time registration closes or you will need to contact Beth Snyder in the diocesan office to make the changes for you. Nametags are typically printed about a week before an event, so any changes after that will result in a handwritten nametag. PLEASE NOTE: Any student or leader that you register with or without a name must be paid for at the time of registration.

Is there a cancellation policy? Yes. The full policy is on our website under events>policies and forms. Basically, we allow cancellations with full refund up until the registration deadline. After that we are not able to refund due to numbers being given to camp, food purchased, supplies ordered, etc.

What does the registration cost cover? It covers the cost of lodging, meals, t-shirts or other giveaways, speakers, musicians, etc for the weekend. The events are not set up to make a profit but rather the budget is planned to break even.

Do I need to bring any forms with me on the weekend? Yes. You should have a permission and release form for each student in your group. This is a form specific to your group that you use for trips or events. You will hang onto those during the weekend. We do not collect them. If you need a sample form, see the policies and forms page.

Logistics

When do weekends start and end? Our weekend events start on Friday night at 8pm (check in begins at 7pm) and conclude around 11:45am on Sunday.

Can students arrive late if they have a Friday night sports conflict? Yes. Ideally students should be present for the entirety of an event, but there are times when arriving late or leaving early are necessary in order for a student to participate. Be sure to let us know on arrival if you have latecomers so that we can anticipate them.

What meals are provided on the weekend? Breakfast, Lunch, and Dinner on Saturday as well as Breakfast on Sunday.

What is our accommodation on the weekend? For fall events we use both cabins and lodge rooms at St. Christopher. Groups that are assigned to Lodge rooms will be notified that they do not need to bring sleeping bags. Winter/Spring events use only cabins.

What should participants bring on a weekend? We have a generic packing list that goes out with info prior to events which includes the need for sleeping bag, pillow, towel, toiletries, etc and especially a Bible, notebook, and pen.

What is not allowed on a weekend? We do not allow alcohol, drugs, tobacco, and weapons of any kind. We strongly discourage provocative clothing, electronics (ipods, etc), and the use of cell phones.

What is the required ratio of leaders to students? For Middle School events we ask that you bring one leader per five students and for High School events the ratio is one leader per eight students. If you have both male and female students, you should have both male and female leaders with you. The ratio however can be averaged across the entire group.

What if I don’t have a female/male leader but do have those students? When churches struggle to find a male or female leader to accompany a group, we are able to pair them up with another church with adequate leadership coverage for that gender. This way, no group of girls or guys stays in a cabin without adults.

Do larger church groups dominate? No. We have lots of smaller churches with small to medium sized groups that attend as well as larger church groups.

Will we get to spend time with just our youth group? Yes. We build youth group times into the schedule of all our events.

Who can I contact before the event if I have questions or needs? Dave Wright dwright@dioceseofsc.org or Darrin Owens darrinmowens@gmail.com can address any questions, needs or concerns.

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