PowerPlus FAQ
- In order to ensure the safety and security of our campers, Pineywoods enforces a NO-VISITOR POLICY DURING ALL SUMMER CAMPS. (effective 3/22/18)
- The Pineywoods Board of Trustees felt it necessary that we implement this policy because of unpredictable violent events against innocents in our country and in our churches.
- We have historically enjoyed a family-like atmosphere and could welcome anyone to campus; however, just as our schools and churches are tightening protocols and increasing security, we have to do the same.
- Additionally in 2021, due to COVID-19 recommended guidelines for Texas camps, PASTORAL/MINISTERIAL GUESTS of attending churches will not be allowed.
For the past several years the camp sessions have filled up very rapidly. Within 6 weeks all sessions are usually full and reservations closed.
- Within the first two weeks, 3 of the 4 youth camps and one of the preteen camps usually fill up.
- Typically, at least one session fills up on the first day!
- All sessions are usually full by mid-February.
We cannot predict which sessions will fill up first nor when they will fill up.
The reservation requires two things: (1) The number of spots you need for the adults & students in your group and (2) a per person non-refundable deposit.
Our recommendation: BEFORE THE NEW YEAR, prepare to make your reservation on the day reservations open or the days following. The method of preparation is different for every church.
Yes. As of 2017, the reservation deposit is non-refundable and non-transferable to the balance owed. It is forfeited when a reservation is not filled or when a church group cancels.
In short the reason is twofold:
- Fewer students have the opportunity to hear the Gospel and respond to it when reservations are made and not filled. Padded reservations have prevented entire churches from attending camp in recent years.
- The camp incurs significant cost when preparations for camp are made based on reservations that are not the reality. Staff is hired, facilities are prepared, and resources are committed based on the expected attendance.
Our goal is to maximize camp ministry in every way. We ask churches to be realistic from the start, to make a realistic number of reservations for the benefit of all. PowerPlus and Pineywoods ask for a small financial commitment for each reservation in January. When a reservation is not filled one month prior to camp, only the initial reservation deposit is forfeited. We are partners—the camp and churches—and we desire to work together to get as many students to camp as possible.
Yes, every registered person at camp is a camper and pays the stated camp cost for the session.
No, it is a portion of the total camp cost. It is not an additional cost.
No. Reservations only hold spots for your group until the registration deadline. At that time, reservations expire and are removed from your group.
The deposit is always non-refundable. The refund and forfeit amounts are dictated by the cancellation date. Refer to the refund schedule at the bottom of the registration page for the amounts.
Refunds are mailed to the church after camp.
MEDICAL REGISTRATION in our online system is required for EVERY PERSON before coming to camp. There is no physical registration paperwork; however, any person bringing medications to camp will need to bring a Medication Form to camp with their medications. In addition, every adult (18 & older) must submit the required adult paperwork.
The registration link unique to your group will be emailed to the group leader. The leader must share the link with parents of minors, students 18 & older, and all other adults coming to camp.
A smartphone, a tablet, or a computer.
- Minors (age 17 & under) must be registered by their parent. Each parent must create his/her account with his/her information, not the minor’s information.
- Each adult (age 18 & older, including 18 year old students) must register him- or herself. He/she must create or log into his/her own account.
- NOTE: Spouses cannot register each other.
- NOTE: 18 year old students must register themselves.
- NOTE: Accounts cannot be shared.
- You will know the real-time status of your group’s registration using the church roster/report.
- The church roster/report shows who is and who is not registered. If a person’s name is not listed, they are not registered.
- Church Roster/Report
- Open/click church registration link.
- Log in.
- Scroll to bottom of page.
- Click yellow circle icon to access Church Roster/Report.
By law all persons 18 and older attending retreats or summer camps lasting three or more nights must provide the following:
- Annual background checks (consent form submitted online by each adult)
- Child Protection Training (completed online by each adult)
- Pastor Reference (submitted via email by group leader)
Complete details are provided here.
No. The state Health Inspector scrutinizes our files and forms each time he/she inspects Pineywoods. Because the camp is subject to requirements by law, our staff has to review all of the paperwork in order to ensure we remain in compliance with the state’s youth camp rules.
The church roster report will reflect the status of the adult requirements as we review & process them in our office. Requiring the items two weeks prior to camp gives us almost that much time to get missing forms and sometimes correct/replace items.
No, we do not accept checks from individuals.
Refund checks are issued after camp, made payable to the church, and mailed to the church.
- EACH CHURCH SHOULD WORK ITS OWN WAITING LIST. It is our experience that some churches don’t need more spots after working their own waiting list up to the Registration Deadline.
- Our office will not keep a waiting list.
- At the Registration Deadline, individual registrations must be finalized for the reservations made earlier in the year (medical registration and full payment required). THIS MUST INCLUDE THE REQUIRED ADULT SPONSORS.
- Additions to a group will be addressed AFTER the Registration Deadline.
- All additions are addressed AFTER the Registration Deadline, 3-4 (or more) business days later.
- At deadline, additions for a group are not addressed until all reservations are filled for the group.
- EMAIL US to tell us how many spots are needed. NOTE: MAKE SURE YOU ARE MEETING THE REQUIRED SPONSOR : STUDENT RATIO IN LIGHT OF THE POSSIBLE ADDITION(S).
- If the session has availability, we will work in additions in the order that we are notified of them. We will also email you the registration instructions.
- Our office will be in touch with you AS SOON AS IS POSSIBLE to let you know if additions can be made.
- Please be assured that we do our very best to register every student desiring to attend camp with a registered church. Please also know that because we are not adding new churches to full camp sessions, usually the drops in some churches allow for the additions in other churches. We just cannot guarantee additional spots until the week after the Registration Deadline when actual people are registered for camp.
- EMAIL US to tell us how many spots are needed. NOTE: MAKE SURE YOU ARE MEETING THE REQUIRED SPONSOR : STUDENT RATIO IN LIGHT OF THE POSSIBLE ADDITION(S).
- If the session has availability, we will work in additions in the order that we are notified of them. We will also email you the registration instructions.
Yes, the per person deposit is non-refundable when a church chooses to cancel and not attend camp.
The refund and forfeit amounts are dictated by the cancellation date. Refer to the refund schedule at the bottom of the registration page for the amounts.
Refunds are mailed to the church after camp.
Yes, payment is transferable to a replacement camper.
No. Pineywoods makes all lodging assignments based on numbers and cannot take requests for specific assignments.
No. During summer camp ALL STUDENTS AND ADULT SPONSORS are housed in dorm-style accommodations and grouped together by church.
No. Lodging is only available for registered campers during summer camp.
No. Only registered campers (sponsors, students, program leadership, and camp staff) are allowed to stay overnight during summer camp.
Churches are grouped together in dorms unless a church’s girls or boys fill up a dorm. On average, the dorms sleep 20 each.
- Adults/Sponsors who attend camp with their students are an integral part of the camp program. Sponsors lead their group and are active participants throughout the camp session. Sponsors maintain order in their group and make sure students follow rules and follow the schedule. Sponsors have the opportunity to invest in the lives of students and reflect Christ in every situation.
- At PRETEEN camp, Sponsors also teach the Bible stories, lead the Bedtime Dorm Devotions, and motivate and/or encourage their students during recreation. Material is provided for the stories and devotions. One or two representatives from each church are expected to attend the Sponsor Meeting each morning to prepare for the day.
- At YOUTH camp, Sponsors also assist with recreation and/or lead a small group in discussion and application of the material presented during the Master Teaching Time in their Power Group. Sponsors lead and/or participate in the Breakout session each afternoon of camp. Talkback questions for small groups and Breakout material are provided. Sponsors are expected to attend the Sponsor Meeting each morning to prepare for the day.
Check-in is just that, checking in your group. Expect the following:
- Verify your numbers (total number, # females, # males)
- Discuss all changes to your registration
- Discuss late arrivals and/or early departures
- Turn in medications
- Receive nametags, program information, and facility assignments
NOTE: Since the camp cost is paid in full at the registration deadline, additional balances or refunds due to registration changes are calculated at the conclusion of the summer camp season. Invoices will be emailed to the group leader at that time. Refunds will be mailed to the church at that time.
Go to pineywoodscamp.com/summer-camp-meals/ for menus and further meal information.
Medications are turned in at check-in upon arrival at camp. Go to pineywoodscamp.com/medications/ for complete details regarding medication rules and preparation.
Pineywoods encourages campers to experience the entire camp session with their group, beginning to end, and to participate in all scheduled camp sessions/activities. Once at camp, no student is allowed to leave campus for any reason without written consent to leave from his/her parent or legal guardian.
- The parent who registered the student must submit the Student Check-Out Authorization prior to camp or prior to the expected departure. It must specify who is authorized to pick up the student.
- The form is required if a student has to leave for any reason prior to camp dismissal on the last day.
- The form is required even if a student is simply leaving early separate from the group.
- No one under the age of 21 can pick up a student from camp.
- Boyfriends/Girlfriends, no matter their age, are not permitted to pick up a student.
- No student will be released without the presentation of a photo ID by the person picking him/her up.
Yes. Sponsors can split the week if it is absolutely necessary. A fee of $15 is required for the addition of another person.
No. Younger children cannot stay in the dorms with campers, and sponsors are required to stay in the dorms with their students.
