Camp Victory 2017 Group Registration Guide

Transcription

1 Camp Victory 2017 Group Registration Guide Groups can register for a Summer Camp when the group leader creates an account online at for that Group. To do this the Group leader needs to know: 1. How many camper spots they want to place a $35 deposit on. a. Payment of the $35 deposit must be made for each camper at the time the Group is created. This locks in the camper spots. b. A special link/code will be created specifically for your group. You will provide all interested campers with this code so that they can enter it when they register, placing them within your group. The camper family will take care of the rest, filling out the camper registration completely. When registering for summer camp this way, the Group leader is the receiver of all camp registrations fees ($150) from the families. Camp Victory only collects registration payments (for campers within a Group) from leader of that Group. Later, as camper families work through the online registration, they will not have the opportunity to place money toward camp fees, but will have the opportunity to place money toward camp store money on the account, purchase one-way s, etc., and will make payment for those items at check out. Ready to register your Group? Go to: Select: Register under Summer Camps column Select: A Group A list of all 2017 events currently open for registration will show. Select the week of Summer Camp you wish to bring your group to by entering the number of campers you want to place your $35 deposit on at this time. (You may return any time and add more campers to your group as long as there are camper spots available.) In the example below I have selected Kids Camp 1. I have 1 female camper and 1 male camper that I am currently registering. Click Continue when you have entered the numbers.

2 Select A Group Select the week of camp by entering how many camper spots you want to reserve.

3 Click on Create New Account or sign in with last year s account. You can get help with your password if you forgot it. Enter all of your Group Leader information here. Group Name: If you are a Victory Life Church location, please name your Group in this fashion: VL Location Name (Example: VL Boswell) For other churches please be sure your church name is in your Group name, too! Bringing both children and youth groups to camp? You may select one Group leader to manage all camper accounts or create 2 individual groups (Example: VL Boswell Kids & VL Boswell Youth) When you get to Group Type be sure to select Group.

4 Here you will see the registrations you have set up. You may adjust the quantity of camper spots on this screen if needed. This is also where you would add another event to your account if you were registering for 2 different camps. When you are satisfied click on Check Out. You will now see a Refund Disclaimer agreement. Read (know what you are agreeing to ), check the box and type in your name overtop of the lightly printed name already in the box.

5 The next 2 screens will collect your payment information.

6 Review your selection and if you are satisfied, click Finish. Your Group registration is complete! Now, select View Itineraries to see your purchase. Below you see the details of your purchase. Now, let s secure the link you will share with your camper families. Select Manage Roster.

7 Click on the grayed-out toggle on the left that says private. This will change the color to blue and say Public. Then, on the right side you will see Itinerary Link: Copy It click on Copy It! Now you can see the link you will share with your campers. Copy and paste it where you can find it to hand out later or to to families.

8 By clicking on the Details link under ACTIONS (found on the screen above but currently hidden behind the Copy Itinerary Link Box) you will be able to see who has signed up for that spot once the family has registered the child. This will allow the group leader to keep up with what campers are registered, what money is still owed, etc. Handy Tool Alert: The top left of the Group Roster screen shows 3 blue links for the group leader to keep track of the campers who have not filled in their medical forms, and what payments are due by the campers. When the Parents use the link you provided they will come to a page like this that will help them be sure they are connecting to the Group Leader s Group before they continue.

9 Group Leaders - Parents need to be aware of several key things before they register. When you meet with them or send them the group link, please be sure to also inform them of these things: 1. The camper s Medical Form will be required during this initial registration process. This is different from last year. Phone numbers for their doctors, dentists, insurance companies, emergency contacts and immunization records will need to be in hand before they register their camper. 2. The Refund Policy is often overlooked and can be a source of hard feelings at the last minute when families need to cancel their camper s registration. While it was agreed to by the Group Leader during the Group set up and while Parents review it when they register, please be sure your families know this policy. a. Deposit and Refund Policy i. Camp Victory has limited enrollment and can only accept a certain number of campers per session. ii. Every application must be accompanied by the appropriate deposit. The deposit for Summer Camp is $35 per camper per session. iii. Tuition for all sessions must be paid in full one week prior to the start of camp. iv. Applications accepted 1 week or less prior to the first day of camp must be accompanied by full payment. v. All cancellations must be submitted via to campvictory@victorylifechurch.com. b. Cancellation policy and fees for Summer Camp: i. Cancellations received one month before camp session: cancellation fee = $0 ii. Cancellations received 2 weeks prior to the camp session: cancellation fee = 50% iii. Cancellations received less than 2 weeks prior to camp session shall remain liable for the full amount of tuition for the entire session reserved. c. You will receive no refund if: i. You cancel your camper registrations 14 days or less before the session begins. ii. Your camper is dismissed from camp. We reserve the right to ensure the safety and wellbeing of all campers and to dismiss a camper, without refund, for misconduct or unsociable behavior as determined by the Directors. iii. You choose to withdraw a camper for any reason before he/she has completed the entire session they were enrolled for. 3. Camp Store Accounts Sometimes a Group Leader will notice that a camper in their group does not have money to spend in the camp store. Some have added their own money or a church s/organization s money using a credit card to the camper s store account. We love your heart in that and that s awesome! We have encountered a difficult situation at check-out, however, when the camper s come to the money table to see if they have any money left on their camp store account. If there is any money left, here is our policy on this: a. Any money that is placed on a camper s store account will be returned directly to the camper or their guardian when they check out on the last day of camp. Camp Victory will not be responsible to return money on a camper s store account to a church, group leader, or any other person that is not listed on the child s account Camp Victory campvictory@victorylifechurch.com O: