2015 Alabama
COWBOY CAMPS
Hargis Retreat Center
Chelsea, Alabama
Preteen: June 18-21
Youth: June 22-25
AFCC // P O Box 513 // Waxahachie, Texas 75168
phone 972-937-9979 // fax 972-937-9943 // www.americanfcc.org
DEADLINES
APRIL 1, 2015
Postmark deadline for Advance Registration Form and deposit in the amount of
$50 per camper (a deposit may be transferred to a new camper, but not
refunded); mail to
AFCC
P O Box 513
Waxahachie TX 75168
May 1, 2015
Deadline for Criminal and Sexual Misconduct Records Check Authorization form
(for each sponsor) and Church Registration form to be mailed, faxed or emailed
Fax # 903-842-2828
Email [email protected]
MAY 1, 2015
Postmark deadline for full payment in advance at the discounted rate of $185 per
camper; NO REFUNDS ALLOWED AT THIS RATE; mail to
AFCC
P O Box 513
Waxahachie TX 75168
TWO WEEKS PRIOR TO CAMP
All adds, drops, and changes to the original Church Registration form must be
faxed or emailed to Connie
Fax # 903-842-2828
Email [email protected]
CAMP DAY
Final payment at the rate of $200 per camper due at camp
--------------------------------------------------------------------------You may pay for some of your campers at the discounted rate and the remaining
campers when you arrive at camp.
For example: You have 30 campers/sponsors preregistered ($50 deposit paid for
each). You feel confident that 25 of those will be at camp, so you pay for those
campers at the discounted rate of $185 each by May 1. Youʼre not sure about
the remaining 5 campers, so you pay for those campers at the full rate of $200
each when you arrive at camp.
FEBRUARY
1. PRAY
THE PROCESS STEP-BY-STEP
2. Find a member of your team that is a good organizer and GET SOME HELP
3. Create and copy a “camp packet” for each camper
Cover sheet with this info (run this on colored paper):
Camp location and dates
Camp fee (you may want to add a transportation cost to the camp cost)
Your name and contact information
Due dates for forms & payments (leave yourself a few days to organize paperwork)
Place and time to meet the morning you leave for camp
Time you expect to return from camp
Then, add these forms from this registration packet:
Camper Rules and Information (run this on colored paper)
Camper Registration form (run this on white paper)
Food Allergy & Medication forms (run this on white paper)
***When you staple your camp packets together, make sure the Camper Registration,
Allergy & Medication forms are at the back of the packet. That way, you can remove
those forms and the parents can keep and use the colored information pages.
Follow the same steps for your sponsor packets. Add the Criminal and Sexual
Misconduct Records Check Authorization form. Don’t forget the Allergy and
Medication forms.
4. Promote camp
Show 2014 camp video and/or share student testimonies about camp
5. Make a list of potential campers and sponsors
6. Begin collecting campers’ deposits and registration forms and don’t forget to check
for parent and student signatures; then keep a record of deposits and forms
MARCH
1. PRAY
2. Continue promoting camp and collecting deposits and forms
3. Complete the Advance Registration form and mail it and your deposit to AFCC,
P O Box 513, Waxahachie TX 75168. This form must be postmarked by April 1, 2015
in order to guarantee your church a spot at the camp of your choice.
APRIL 1
POSTMARK DATE FOR ADVANCE REGISTRATION FORMS THAT GUARANTEE
YOUR CHURCH A SPOT AT THE CAMP OF YOUR CHOICE
APRIL
1. KEEP PRAYING
2. Continue collecting camp payments and forms
3. Verify that each sponsor has completed and signed a Criminal and Sexual
Misconduct Records Check Authorization form.
4. Fax or email the Criminal and Sexual Misconduct Records Check Authorization
form for EVERY SPONSOR and the Church Registration Form by May 1, 2015.
Fax # 903-842-2828
Email [email protected]
After May 1st you may only replace a boy with another boy or a girl with another girl. A
fifty dollar ($50.00) non-refundable deposit is required for each person. This is a good
time to start a list of students that may want to come to camp, but did not meet the signup deadline and a list of students that signed up, but are unable to come.
MAY 1
POSTMARK DATE FOR FULL PAYMENT AT THE DISCOUNTED RATE OF $185 PER
CAMPER; CHURCH REGISTRATION FORM AND CRIMINAL RECORDS CHECK
FORMS DUE
MAY
1. KEEP PRAYING
2. Continue collecting camp payments and forms
JUNE
1. KEEP PRAYING
2. Fax or email all adds, drops, and changes two weeks before camp to Connie
Fax # 903-842-2828
Email [email protected]
3. Check the camper and sponsor registration forms for signatures (both camper and
parent/guardian).
4. Make one copy (for you) of the completed forms.
5. Make sure each sponsor has completed the Child Protection Training course.
Training is available at lathamsprings.com. If you need assistance with this training,
please contact Connie.
6. Collect all money and bring one check from your church with the total amount owed.
BRING TO CAMP
1. Individual Registration forms for all campers and sponsors (original for camp; copy for
you) and a copy (for camp) of each sponsorʼs Child Protection Training certificate
2. Prescription medicines in original containers
3. Your final camp payment
4. STUDENTS AND SPONSORS READY FOR A GREAT TIME FILLED WITH LEARNING
ADDITIONAL INFORMATION
All forms may be downloaded from the AFCC Website at www.americanfcc.org. Be sure
that you use the camp forms for the specific camp you plan to attend as forms are
different for each camp.
AFCC address: "
"
"
"
"
"
"
"
"
American Fellowship of Cowboy Churches
PO Box 513,
Waxahachie TX 75168
Phone contact: "
Connie Sanford, 903-571-7119
Fax number:"
903-842-2828 (for camp only)
"
Email address: ""
[email protected]
Requirements for all Sponsors
You must have at least one adult sponsor for every ten students of each gender. If you bring
fewer than ten students of each gender, you still MUST bring one sponsor for each gender.
For example: if you bring six girls and seven boys you must bring one female sponsor and one
male sponsor. If you bring 16 girls and 23 boys, you must bring two female sponsors and
three male sponsors.
Must be 21 or older
Must complete the Criminal and Sexual Misconduct Records Check Authorization form
(by May 1st)
Must complete the Child Protection Training Course for the camp you will be attending.
Have your pastor or church staff member sign all sponsor forms where required.
Keep the original Certificate of Completion on file at your church and bring a copy to camp.
ALABAMA CAMP
Hargis Retreat Center
Chelsea, Alabama
CAMP CHECK IN and CHECK OUT TIMES
Preteen Camp (3rd-6th grades)
Check in on June 18th from 9:00 a.m. until 12:00 p.m.
Check out and leave on June 21st at appx. 9:00 a.m.
Youth Camp (7th-12th grades)
Check in on June 22nd from 9:00 a.m. until 12:00 p.m.
Check out and leave on June 25th at appx. 9:00 a.m.
CAMPER RULES AND INFORMATION
Wha’cha Need to Bring
PLEASE LABEL ALL ITEMS (FIRST AND LAST NAME)
Bible
notebook
pens or pencils
sleeping bag or twin sheets and blanket
pillow
toothpaste/toothbrush
soap/shampoo/hairbrush
shower shoes (flip-flops)
towels/washcloths
sunscreen and/or a cap or hat
insect repellent
shorts and/or jeans (may get muddy)
shirts/underwear/socks (may get muddy)
comfortable tennis shoes or boots
modest swimsuit
plastic bag for dirty clothes
medication (in original prescription bottle; to be
dispensed by the camp nurse)
flashlight
spending money for snacks and souvenirs
(appx $20.00)
snacks in single-serving size or reclosable
bags
camera to capture the fun
DO NOT BRING
excessive money
expensive jewelry
electronic games
weapons
Wha’cha Can an’ Can’t Wear
This Dress Code applies to all students and sponsors attending AFCC Cowboy Camps
and will be enforced by camp staff and host camp staff. Remember, AFCC camps are
Christian camps and we should seek to represent Jesus Christ in every aspect of the camp
experience including the way we dress.
Dress Code
★ Shorts must be modest in length. No short shorts.
★ All pants, jeans, shorts must have waistbands.
★ Shirts must cover the entire torso and not allow midriffs or bellybuttons to show even
when arms are raised.
★ Sleeveless shirts are allowed but must cover the entire shoulder.
★ No spaghetti straps or tank tops.
★ Swimsuits must be modest.
★ Undergarments must be worn underneath clothing and cannot show through clothing or
rise above the waistband of pants.
★ All clothing must be appropriate and cannot advertise any alcohol or tobacco products.
★ Clothing that represents things contrary to Christianity (i.e. satanic shirts, shirts with
inappropriate language, etc.) cannot be worn.
★ Sleep wear must be modest and may not be worn out of the cabins.
★ All campers are to be fully dressed in accordance with the dress code any time they are
outside their cabins.
Wha’cha Can an’ Can’t Wear, cont.
Enforcement of Dress Code
Group leaders are asked to review the dress code with all campers and their parents
before leaving for camp. We ask that group leaders and adult sponsors lead by example in
following the dress code.
Wha’cha Can an’ Can’t Do
AFCC Cowboy Camps are Christian camps, and all rules are designed to help us conduct
ourselves in ways that reflect Christ in all we do.
★ Alcohol, illegal drugs, tobacco, knives, guns, pets, skateboards, fireworks, or MP3
players ARE NOT PERMITTED. Such items will be confiscated and may be returned
at departure.
★ Cell phone usage is permitted only during free time or in case of emergency.
★ Please respect all camp properties. We ask you to assist in keeping the grounds clean
of trash. Cans are provided.
★ If property or equipment is damaged, your group will be held responsible for any cost
incurred for repair or replacement.
★ If the dorm room is excessively filthy during your stay or upon departure, your
church will be assessed a fine of $100.00.
★ Shaving cream fights, water fights, etc. will not be tolerated.
★ All clothing must meet dress code.
★ Shoes must be worn at all times unless the camper is in the swimming pool.
★ All Camp activities are closed unless camp staff is present.
★ Meals must be eaten in the dining hall unless otherwise prearranged with camp staff.
★ Students are not allowed to leave the camp grounds while attending Cowboy Camp.
★ Students must attend scheduled activities.
★ Students are not allowed to enter the dorms of the opposite sex for ANY reason.
★ PDA (Public Display of Affection) will not be tolerated.
★ Students are not allowed to share any medication belonging to them with any other
student—all medication must be checked in with the camp nurse.
★ Students are not allowed to ride livestock and/or tend to livestock without camp staff
present.
For emergencies please call:
Alabama Camp: Hargis Retreat Center (205-678-6512)
5
1
0
S
2
M
R
O
F
P
M
A
C
2015 Alabama
COWBOY CAMPS
Hargis Retreat Center
Chelsea, Alabama
Preteen: June 18-21
Youth: June 22-25
Registration Fees
• To reserve bunks at the camp of your choice, a $50.00 deposit per student and
sponsor is due with this Advance Registration Form
• A deposit may be transferred to a new camper if a camper backs out, but there will
be no refund issued once a deposit is paid.
• Cost $185 for each person paid in full by May 1, 2015 (NO REFUNDS)
• Cost $200 for each person paid in full on the first day of camp
Packet Information
Registration Packets can be found on our website: americanfcc.org
Mail a separate form for each camp and your deposit by April 1, 2015
Number of
Sponsors
+
Number of
Students
=
Total Campers
x
Deposit per
Camper
$50.00
=
DEPOSIT DUE
circle ALABAMA CAMP attending
PRETEEN
YOUTH
Contact ___________________________________________________________________________________________________
Phone _____________________________________________ Email __________________________________________________
Church Name _______________________________________ Pastor__________________________________________________
Church Address _____________________________________ City/State/Zip ____________________________________________
AFCC // P O Box 513 // Waxahachie, Texas 75168
phone 972-937-9979 // fax 972-937-9943 // www.americanfcc.org
Criminal & Sexual Misconduct
Records Check Authorization Form
AFCC Camp you will be attending:
Alabama Camp
DUE BY MAY 1, 2015
Preteen_____ Youth_____
LAST NAME
THIS FORM IS REQUIRED EACH
YEAR FOR EACH SPONSOR
FIRST NAME
MIDDLE NAME
DATE OF BIRTH
SOCIAL SECURITY
DRIVER’S LICENSE
STREET NUMBER
STREET NAME (NO PO BOXES)
APARTMENT NUMBER
CITY
STATE
ZIP
PHONE NUMBER
NAME OF CHURCH
By signing this form I authorize Hargis Retreat Center and/or the American Fellowship of Cowboy
Churches (AFCC), their staff, and/or volunteers to make an independent investigation of my background,
references, character, criminal or police records to obtain information which may or may not qualify me as
a volunteer at any AFCC Cowboy Camp.
SIGNATURE
DATE
Child Protection Policy (the training is valid for two years)
I have proctored a State of Texas approved Child Protection Training Course for the above-named AFCC
Cowboy Camp sponsor applicant. The above applicant scored a grade above 80 on the final exam.
Therefore, I have issued this sponsor applicant a 2015 Certificate of Completion. A copy of this Certificate
will be brought to camp and will be readily available upon request. Child Protection Training is
available online at www.lathamsprings.com.
Check One:
I will provide a copy of the 2014 or 2015 Certificate of Completion
No copy of 2014 Certificate of Completion, but sponsor took the training provided by AFCC Camp
attended last year
Church Group Leader Signature__________________________________________ Date ____________
e
Du
by
y
Ma
15
0
,2
1
Alabama Camp
Church Registration Form
Church Name, City ______________________________________________
Please send a separate form for each camp
Check one: Preteen: June 18-21 ___ Youth: June 22-25 ___
Camper or Sponsor Name
(please list all campers first;
make copies as needed)
Male
Camper
***For changes made after the ORIGINAL
REGISTRATION FORM has been mailed,
please indicate the type of change in the
last column below and resend the form.***
Female
Camper
Male
Sponsor
Female
Sponsor
T-Shirt Size
(state youth or
adult size)
Correction,
Addition or
Deletion
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
TOTALS (on 1st page only for all pages)
TOTAL CAMPERS AND SPONSORS ATTENDING CAMP ____________
T-shirt Order:
youth med _______ youth lg _______ youth xlg _______
adult sm _______ adult med _______ adult lg _______ adult xlg _______ adult 2X _______ adult 3x ______ adult 4x ______
Registration/Medical Form
Updated Jan. 2013--Required for students and sponsors
Name
Gender: [ ] Male [ ] Female
Phone Number
Email Address
Address
City
Sponsor or Grade Completed:
State
Current Age
(SPONSORS MUST BE 21 YEARS OLD OR OLDER)
Zip
Birthdate (MM/DD/YYYY)
Church
City

T-Shirt Size:

Youth M L
Emergency Contact
Home Phone
XL
Adult
S
M
L
XL
Name
2XL
3XL
4XL
Relationship to Camper
Cell Phone
Email
Alternate Contact
Name
Relationship to Camper
Home Phone
Cell Phone
Email
Is camper current on all immunizations?
[ ] Yes
[ ] No
List Relevant Medical History/Condition(s) that would help us meet the campers needs
Known Allergies
Current Medications (List and Instructions)
Fill in the contact information below if presently under a Doctor's care.
Doctor's Name
Address
Phone
City
State
Zip
Please list any special instructions to help meet the needs of the camper.
AUTHORIZATION
I have read and understand the camp rules. I agree that my child (or I) will abide by them while at the AFCC Cowboy Camp at <0&$+DUJLV5HWUHDW&HQWHU. If my
child (or I) does (do) not abide by these rules, I understand that they (or I) could be sent home at my expense at the discretion of the camp director and camp
administration. I also consent & give permission for the use of photographs of my child (or myself) taken while at camp to be used in the promotion of
AFCC Cowboy Camps.
Parent/Guardian: I hereby give my consent for the above named camper to take part in activities such as Ropes Challenge Course, Rifle Range, Archery and other
activities occurring within the camp program. If in the event of an emergency, I cannot be reached, I hereby give my consent for camp administration or church
leadership to sign for emergency medical care should it be necessary. I understand that every effort will be made to provide the safest environment possible at camp, but
that accidents can and do occur. I agree not to hold liable the AFCC, the camp staff, or Hargis Retreat Center in the case of an unforeseen event.
I hereby give consent to the Camp Health Officer to administer the following non-prescription drugs as needed:
(Place a check mark after each medication that you authorize)
Aspirin [ ]
Tylenol [ ]
Ibuprofen [
Signature
Date
]
Benadryl [
]
Parent/Guardian - Adult Sponsor
(Please circle one)
AL. FOOD ALLERGY & SPECIAL DIET NEEDS
Please Use Separate Page for Each Person
Fax Completed Form to 903-842-2828 Two Weeks Prior to Arrival
Name of Camp: ______________________________ Dates: _________________________
Camper Name: ______________________________ Age: _____________
Church: ______________________________________________________
Parents Name: ____________________________ Phone #: ___________________________
Is parent attending camp with child? ________,
If not, please list name of adult sponsor ___________________________________________
List allergies or explain special dietary needs:
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
Is camper aware of his/her allergies? ______
Is camper able to monitor his/her own food requirements? _______
Is child bringing some of his/her own food? ________ if so please list below:
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
MEDICATION FORM
For the safety of each camper, all medication (prescription or non-prescription drugs)
will be held at the camp nurse’s station and administered by camp-approved, certified
medical personnel who are on duty 24 hours a day.
If you need to send medication to camp, please place it and the completed form below
in a zip-lock bag. Please DO NOT send any medication that is not absolutely
necessary.
EACH MEDICATION MUST BE IN ITS ORIGINAL CONTAINER FROM THE
PHARMACY. NO BLANK PILL BOTTLES OR DAILY MEDICATION BOXES. BE
SURE TO MAKE THE FORM VISIBLE IN THE BAG.
PLACE THIS FORM IN THE ZIP-LOCK BAG
ALONG WITH THE MEDICINE
THIS MEDICINE BELONGS TO ___________________________________________
CAMPER’S CHURCH ___________________________________________________
MEDICINE ____________________________ DOSAGE _______________________
MEDICINE ____________________________ DOSAGE _______________________
MEDICINE ____________________________ DOSAGE _______________________
MEDICINE ____________________________ DOSAGE _______________________
MEDICINE ____________________________ DOSAGE _______________________
PARENT’S NAME ______________________________________________________
DAY PHONE ______________________NIGHT PHONE _______________________
DOCTOR’S NAME _______________________ PHONE _______________________