Camp Phillip retreat planning guide
Contents
1. Camp Phillip retreat planning guide table of contents Reasons LO COMES cscs duds iy ead ia lias ny Ga eae ete dae by easel a dee ecg ba eee Soe eee nei a 3 Camp director s thoughts Past guest s comments Step hk Brainstorm ideas for retreat is at ii A A E DD LE wr date Pew 4 4 Group size anticipated Dates desired Facilities preferred Meals desired Programming desired Registration plans Step 2 Communicate with Camp Phillip 0 0 ee eee ene ee nett nee eens 5 Contact information Step 3 Complete the contact 6 Retreat contract information Retreat contract policies Step 4A Plan your schedule and free me 7 Free time Planning your meals Planning your lodging Planning your program Chaperons Registration form Step 4B Promote your retreats a see Ae de Ga ee 9 Sample brochure Videos Step E On site information aaah NLANG O BANGA NA AA A am ay erwin A KAN ts oe 11 Upon arrival instructions Emergency or maintenance needs Camp policies Before departure Future reservations Appendix table of contents pages are in alphabetical order 12 m This arrow is used in the Retreat planning guide to indicate items that can be found in the Appendix ALCA e NAG pa GANAN LG GE ar e See a ee pea eee etd 13 Available activities and equipment 14 Camp buildings 4 te a og at tele ats 15 Camp buildings layouts iaeo sas ore A wld NAN AL ea a DN GNG E dee bee Re aw 16 Camp Phillip map ccf Banna Beate NA2. Food service total 1 40 per hour Program fees Overnight 1st hr free i Program High ropes course 3 hrs ih o Grand total Non refundable deposit due by Camp Phillip retreat planning guide 33 Policies The signer of this contract is responsible for communicating the following policies to those attending the retreat to ensure compliance 1 Adequate adult supervision must be provided for all young people Chaperones are to be lodged in the same area with the youth and are responsible for their conduct 2 The following restrictions are in effect Fireworks minibikes snowmobiles and guns are not allowed on camp property Hunting is prohibited on camp property Animals are not allowed in any camp buildings Smoking is not allowed in any camp buildings The ropes course is off limits unless supervised by Camp Phillip staff 3 Your group is not guaranteed sole use of the grounds facilities and programs unless prior arrangements have been made 4 Ifyou plan on bringing more participants than the original contract shows you must contact Camp Phillip in advance to ensure proper lodging food service and staff are available 5 A Camp Phillip registration form is required for every person no matter how old If you are participating in any adventure programs you must also fill out the sections that pertain to that specialty ropes course rock climbing or caving programs Your group will follow the instructions given for clean
3. printed Group representative Camp Phillip representative Return this contract to Office use only Camp Phillip field trip contracts W9944 Buttercup Avenue Wautoma WI 54982 7032 Date contract received Date contract returned Date of departure from camp Final charge paid Camp Phillip retreat planning guide 32 Sample contract for retreat groups Procedures 1 Six weeks following the issuance of the contract the contract must be signed and returned to Camp Phillip with a non refundable deposit of 100 2 Two weeks before the retreat final camper numbers must be provided to Camp Phillip 3 Before your departure from camp Camp Phillip staff will meet with you to figure the balance of the fees The fees must be paid at this time unless prior arrangements have been made with Camp Phillip General information ro ae Sd DT Comas peros E CTS INN C Bome S opone A Baa Departure date time Feme Fa Scheduled programs Fees Category of nights meals hours Lodging Cabin rental 13 50 pernight Food service Breakfast gr 5 amp less 4 50 per meal Food service Breakfast gr 6 amp above 5 00 per meal Food service Lunch gr 5 amp less 5 50permeal Food service Lunch gr 6 amp above 6 00 permeal Food service Dinner gr 5 amp less 6 50 permeal Food service Dinner gr 6 amp above Food service 5 5 state sales tax
4. I helped organize an International youth rally One of the main reasons that I became a Camp director was the fact that I had seen firsthand the powerful results from a well planned retreat in a camp atmosphere I wanted to help other churches and schools experience the same kind of positive results The thing about retreats is that they take a lot of planning What I have tried to do as a Camp director is to develop a staff who can assist with the planning and the actual retreat to build a facility that is comfortable for a group and to create programs that help a group grow Then group leaders would not have to read countless books to find just the right mixers they would not have to take a crash course in food for fifty they wouldn t have to consult with attorneys for the correct legal terms for release of liability forms and so on and so on and so on And I believe that you will find staff facilities and programs that accomplish that very thing at Camp Phillip I would love to be able to serve your group Past guests comments Pm so glad that you are out there doing what you re doing You are making a big impact on these kids I love Camp Phillip Thanks for making it and keeping it up It s what Pd picture heaven to be like I just love it I know I have been closest to God at camp and when I go home my faith has only been strengthened I really don t know where I d be without the inspiration to increase my fait
5. down either the phone number or e mail address Name Contact info Y our name Y our contact info Camp Phillip retreat planning guide 23 General information Respect the Gospel In Christian thankfulness we respect G od by following His commands and honoring Him in all we do O thers by loving them helping them and building them up S elf by treating our bodies as temples of God P roperty by taking care of the cabins buildings and campground E quipment by properly using and storing all equipment L ife by protecting the forests and wildlife and by putting litter in its place Alcohol Please be considerate of others and exercise good Christian judgment when consuming alcohol Archery The archery range is only to be used with camp staff supervision or after obtaining permission from camp staff Archery equipment may only be used with staff supervision Basketball Please follow all rules posted at the court Do not hang on any of the rims other than at station 14 Boundaries Take note of camp s property lines and stay within the boundaries Please stay out of buildings that are not being used by your group Cabins housing the opposite gender are also off limits Campfires Build campfires only within the designated rings and do not dig new firepits Do not leave fires unattended douse the fires before leaving your campsite Chaperons for retreat groups We ask that you provide 24 hour supervision for the campers Afte
6. in you will be getting a lot of phone calls asking questions about information that campers need but was only included on the registration form Videos To drum up enthusiasm for your retreat you could show potential attendees one of the camp videos located on the Video downloads page of the camp website at www campphillip com Camp Phillip retreat planning guide 10 Step 5 On site information Upon arrival instructions When you arrive please check in at the Administration Building There we would like from you an updated count of your group the program registration forms and a copy of your program schedule if you have prepared your schedule Please let us know what time we can come down and greet your group and welcome them to Camp Phillip You will receive from us a packet with the following information which can be found in the Appendix General information Camp Phillip map Kitchen orientation checklist for groups renting the kitchen What to do in case of emergencies Emergency numbers and directions Cleanup instructions Evaluation form Your cabin assignments and parking instructions will be listed on the Camp Phillip map Emergencies or maintenance needs If an emergency occurs dial 911 and then immediately contact Camp Phillip staff for assistance All full time staff are trained for emergency situations and can assist until medical personnel arrive In order to be treated a minor must have a medical consent form signed by a
7. ratio If you have certain lodging that you would prefer you can certainly request that lodging and we will try our best to honor your request To learn more about our buildings check out Camp buildings and Camp buildings layouts in the Appendix You can also check out Rates in the Appendix for pricing Meals desired Determine what meals breakfast lunch and supper you plan to eat in our Dining Hall Check Rates in the Appendix for pricing Sunday Monday Tuesday Wednesday Thursday Friday Saturday Breakfast Lunch supper oo II TI E Programming desired Check out Available activities and equipment in the Appendix for activity options and Rates in the Appendix for pricing Registration plans Are your retreat attendees registering with you or are individuals asked to make their own reservations through the camp office Camp Phillip retreat planning guide 4 Step 2 Communicate with Camp Phillip Contact the camp office to get in touch with one of camp s program staff The best way to communicate is by phone 920 787 3202 or email office campphillip com The discussion will include possible dates minimum camper numbers lodging requests if any food service needs desired programs and scheduling Contact information Camp Phillip W9944 Buttercup Ave Wautoma WI 54982 7032 Office phone 920 787 3202 Office fax 920 787 0032 E mail office campphillip com Website www campphillip
8. return contract deposit Retreat coordinator amp Treasurer 6 8 months ahead Plan sessions Program coordinator Confirm special speaker and or music leader Program coordinator Get promo info from camp Promotion coordinator 3 5 months ahead Recruit Transportation coordinator Chaperons Cooks if needed Plan organized recreation Program coordinator Firm up schedule Program coordinator Contact camp for any help needed Retreat coordinator Prepare menu Food coordinator Figure cost per person Treasurer Complete registration form and medical consent form Promotion coordinator amp Registrar Publish brochures posters Promotion coordinator Use different methods to announce your retreat Promotion coordinator from the pulpit at school in church bulletins newsletters telephone calls Open registrations Registrar 1 2 months ahead Prepare a retreat evaluation form Retreat coordinator Make up retreat packets Program coordinator Orient train chaperons Retreat coordinator 2 3 weeks ahead Figure out accurate number of retreat participants Registrar Call camp with accurate numbers and finalize schedule with camp Retreat coordinator Make room assignments Registrar Organize supplies for final registration at retreat Registrar Camp Phillip retreat planning guide 29 1 week ahead Draw honorarium checks Treasurer 1 day before Purchase food Food coordinator At retreat Check details with camp staff Re
9. should definitely be good Christian role models for the children They should be people you know people who are enthusiastic about the trip and willing to participate in the program Remind them that enthusiasm is contagious if chaperons are enthusiastic the children will be too So that there are no misunderstandings please share the camp policies with the chaperons Children should not be left unsupervised in the cabins or on the camp grounds Proper supervision will reduce the danger of personal injury and damage to camp property Chaperons are expected to stay at camp for the duration of the trip Camp Phillip retreat planning guide 7 Registration form Every person attending Camp Phillip must fill out a Camp Phillip program registration form 1 Every person no matter how old must fill out Camp Phillip program registration form side 1 2 Every person who will be participating in the low ropes or high ropes must fill out Camp Phillip program registration form side 1 and side 2 column 1 3 Every person who will be participating in the rock climbing or caving program must fill out Camp Phillip program registration form side 1 and side 2 These forms are to be given to camp staff upon your arrival it is also wise to give a copy of these forms to the drivers in whose cars the people are riding in case of an emergency while on the road Camp Phillip retreat planning guide 8 Step 4B Promote your retreat Research shows that it takes an aver
10. will encourage you to participate in all the activities but if for some reason you feel unsafe you will not be forced to do that activity Our job is to invite you to do more than you may think is possible and encourage you along the way e Have fun grow learn and glorify the Lord Severe weather In case of severe weather a siren will be sounded from the Dining Hall Everyone should seek shelter in the basements of their buildings or the basements of the Nature Center or Administration Building Shaded areas Please be respectful of other groups who are on the property Areas such as the Comfort Station shelter gazebos playground and athletic fields are first come first served Please share and be considerate of others needs Camp sponsored programs have priority at these areas Smoking Because of fire danger and as a courtesy to other guests smoking is not permitted in or near any of the buildings or in the woods Speed limit Drive slowly and carefully observe posted speed limits Sports equipment Equipment can be found in the bin near the basketball court Disc golf discs are located in the box at hole 1 Please return equipment to its proper place To use other camp equipment please speak with camp staff Camp Phillip retreat planning guide 25 Store Items for sale include clothing songbooks and candy Our camp store in the Dining Hall is open at various times or upon the request of a group s leader Suggestions If
11. 00 Camp store open Sample schedule for retreat groups Friday 7 30 Registration at Dining Hall 8 30 Welcome and mixers at Dining Hall 10 00 Campfire and sing along 12 00 Lights out Saturday 9 00 Breakfast 9 45 Large group activities 11 15 Bible study part 1 12 30 Lunch 1 15 Afternoon options 5 00 Supper 6 00 Sing along 6 30 Bible study part 2 7 30 Evening activity 9 00 Campfire 12 00 Lights out Sunday 8 30 Breakfast 9 30 Worship service 10 30 Organized recreation 12 30 Lunch 1 00 Departure Camp Phillip retreat planning guide 35 What to do in case of emergencies If an emergency occurs dial 911 and then immediately contact Camp Phillip staff for assistance All full time staff are trained for emergency situations and can assist until medical personnel arrive In order to be treated a minor must have a medical consent form signed by a parent or guardian Contact information for the on duty staff member can be found on the door of the Health Care Room to the right of the fireplace in the Dining Hall For emergency contact information and directions to local clinics and hospitals please refer to Emergency numbers and directions in the Appendix This same information is located to the left of the bulletin board in the Dining Hall and on the Comfort Station bulletin board Accidents must be reported to the on duty staff member Staff members are able to provide further information regarding insurance filing
12. 11 Appendix table of contents Area Attract AA ieee 13 Available activities and equipment 0 een een eee nn een en ene eas 14 Camp buildings 4 0 30502 8205 LS ee a A PRR Sele PR NANG Oh da 15 Camp buildings layouts Na teste weiss oe EE De ne A Be ed Ree Ng 16 Camp Phillip maps rrea tee vec eee Aaen Ba tie Meet ne we NG Ge Te e ie ee E 17 Cleanup InstructiOns Ae e a e EE EE ee BOGS Dea gegen ys Bea Sd Mele ee eds 18 Directions to Camp Phillip rapit ee A ee a A GG ee BALANG MURA 19 Emergency numbers and directions nee nen en eee tet e nen ees 20 Evaluation form for educational field ps 21 Evaluation form for retreat groups 23 General A A o ee oe ad 24 Kitchen orientation checkt 27 Ratesui gags Pan DN Lan Geb nanga AG kaon edit dae Ae e ee eet oye ace Layee ine Me Petia ANG 28 Retreat planning checkt 29 Sample contract for educational field ps 31 Sample contract for retreat groups n ee E e nen n eden en ened 33 Sample schedule for educational field trips Sample schedule for retreat groups cece ee ees 35 What to do in case of emergencies o 36 Camp Phillip retreat planning guide 12 Area attractions Antique shops The stretch from Wautoma to Waupaca is loaded with great antique shops Princeton has the largest flea market in the area on the summer weekends Boat cruises Clear Water Harbor 715 258 2866 www clearwaterharbor com N2757 County Road QQ Waupaca WI 54981 Bowling alleys D
13. 9 Kk 13th Ave 600m a B00ft Pine Ave mill Pond S Shore Rd Lake Dr gt w lt o Emergency numbers and directions Emergency phone numbers Fire Sheriff Police Ambulance Rescue 911 Wild Rose Hospital 920 622 3257 Waushara Family Physicians Wautoma 920 787 2134 Waushara Family Physicians Wild Rose 920 622 5560 Poison Control 1 800 815 8855 Camp information Camp address Camp Phillip W9944 Buttercup Avenue Wautoma WI 54982 7032 Camp phone number 920 787 3202 Camp fire number W9944 Buttercup Avenue Directions to camp From Wautoma take WIS 73 North to County Highway C Turn left on C Go west 3 0 miles Turn left on Lake Drive Go 0 4 mile Turn left on 13th Avenue Go 0 2 mile Turn right on Buttercup Avenue Go 0 7 mile Turn right at Camp Phillip sign Waushara Family Physicians Wautoma information Clinic address Waushara Family Physicians Hwy 22 North Wautoma WI 54982 Directions to clinic From the camp entrance turn left on Buttercup Avenue Go 0 7 mile Turn left on 13th Avenue Go 0 2 mile Turn right on Lake Drive Go 0 4 mile Turn right on County Highway C Go 3 0 miles Turn right on WIS 73 Go 0 7 mile Turn left on WIS 22 Go 0 6 mile Turn right into clinic parking lot Waushara Family Physicians Wild Rose info Clinic address Waushara Family Physicians 701 Grove Avenue Wild Rose WI 54984 Directions to clinic Follow directions below to the Wild Rose Hospital The clinic i
14. NG eee dae EOE NG Re EE ER 17 Cleanup instructions a Ga aNG BAGAL ae eNews sh wae Ceballos ka heated GRO eee 18 Directions to Camp Phillips 4 004 ten oss Waka tet Boao A Eed nce eed Sete ae 19 Emergency numbers and directions ss errre upi rane ee een eee teen ene n ene nes 20 Evaluation form for educational field ps 21 Evaluation form for retreat group 23 General information cece eee a eben eee n eee n eee nents 24 Kitchen Orientation Checklist cs aaa KGG AN KAN cod Me Rare OE RA ed ere ha oe NBA ANAN 27 Rates Nana te cdot edt Pepe Rik gua AP Leute ote dae Land Bete tit cane LO fase Sipe dead bet bas 28 Retreat planning checklist ses wats maglaan a ahs ae ee ave Vath Mahe NEE alo ate lan 29 Sample contract for educational field ps 31 Sample contract for retreat SrOupS eo eatin ba awe E aie we aS de weed dees eee Larne da au eee 33 Sample schedule for educational field trips Sample schedule for retreat groUpS ooooooooomooomoo 35 What to do in case of emergencies ee een eee eet teen ene nes 36 Camp Phillip retreat planning guide 2 Reasons to come Camp director s thoughts As a pastor in a congregation I found that my youth group grew more during retreats than anything else that I ever did with them and I did lots Every year in addition to our regular meetings and congregational events I would take my youth group on 1 2 weekend retreats By myself I organized a Milwaukee area youth retreat and
15. S mattresses are cleaned off wiped off if necessary rooms under beds on window ledges in bathrooms and shower areas in cupboards desks or vanities are checked for items your group might forget uncarpeted floors are swept and garbage deposited in garbage can carpeted floors are removed of litter and vacuumed wastebaskets are emptied into large garbage cans outside cabin all doors and windows are shut and lights are turned off any damages done or repairs needed are reported to Camp Phillip staff Bathrooms will be considered cleaned when 1 2 showers are wiped down hair is cleaned out leftover shampoo soap etc is removed floors are swept or wet mopped if necessary Kitchen facilities if you have used them will be considered cleaned when 1 UP Tei A O ANON Ro 12 leftovers are cleaned out of refrigerators and freezers all the dishes utensils etc are washed dried and put away in their proper cupboards countertops are wiped off microwave is wiped out griddle is cleaned off with griddle screen system and grease from the grease tray is disposed of appropriately grease tray is cleaned off oven racks and oven insides are cleaned stove grates are wiped down removed and cleaned at sink if necessary sinks are wiped out wet towels and rags are piled together on bottom shelf of metal table popcorn popper if used is cleaned out dishwasher if used is cleaned food items are
16. age of 7 notifications of an event from different sources before the typical person registers for an event So start brainstorming the different ways that an event can be announced church bulletin newsletter announcement from the pulpit video after a church service phone call bulletin board display brochure email website Facebook personal visits etc With any registrations collect the money at the time of the registration this discourages people from cancelling on the day of the retreat Make sure the refund policy is clearly spelled out Sample brochure Here is the layout for a typical 8 1 2 x 11 brochure Outside panels of brochure Inside panels of brochure Registration Camp Main cover of Description of Schedule Medical instructions description brochure retreat information and form and location What to bring Release of liability form Photography release Insurance information For more brochure ideas check out Camp Phillip s brochures on the Document downloads page of the website at www campphillip com Registration instructions and form Registration instructions could include due date for registration to whom the form should be given or mailed to whom the payment should be given or the check written out an explanation of what to expect confirming the registration and the refund policy Registration form could include name address city state zip code gender age or date of birth email address p
17. amp buildings e Smoking is not allowed in any camp buildings e The ropes course is off limits unless supervised by Camp Phillip staff Your group is not guaranteed sole use of the grounds facilities and programs unless prior arrangements have been made If you plan on bringing more participants than the original contract shows you must contact Camp Phillip in advance to ensure proper lodging food service and staff are available A Camp Phillip registration form is required for every person no matter how old If you are participating in any adventure programs you must also fill out the sections that pertain to that specialty ropes course rock climbing or caving programs Your group will follow the instructions given for cleaning off your tables after meals Quiet hours are from 11 00 pm until 7 00 am Your group is to follow the cleanup instructions given in your cabins before your departure Your group will be responsible for breakage or destruction of camp property Billing will follow the inspection of camp property If your group needs to cancel the retreat for any reason your financial obligation will be as follows e Cancelling 4 6 months before the retreat you pay 30 of the total amount due e Cancelling 1 3 months before the retreat you pay 50 of the total amount due e Cancelling less than one month in advance you pay 75 of the total amount due It would also be wise for you to familiarize yourself with the General info
18. are to be lodged in the same area with the youth and are responsible for their conduct 2 The following restrictions are in effect Fireworks minibikes snowmobiles and guns are not allowed on camp property Hunting is prohibited on camp property Animals are not allowed in any camp buildings Smoking is not allowed in any camp buildings The ropes course is off limits unless supervised by Camp Phillip staff 3 Your group is not guaranteed sole use of the grounds facilities and programs unless prior arrangements have been made 4 Ifyou plan on bringing more participants than the original contract shows you must contact Camp Phillip in advance to ensure proper lodging food service and staff are available 5 A Camp Phillip registration form is required for every person no matter how old If you are participating in any adventure programs you must also fill out the sections that pertain to that specialty ropes course rock climbing or caving programs 6 Your group will follow the instructions given for cleaning off your tables after meals 7 Quiet hours are from 11 00 pm until 7 00 am 8 Your group is to follow the cleanup instructions given in your cabins before your departure 9 Your group will be responsible for breakage or destruction of camp property Billing will follow the inspection of camp property Signatures I have read both sides of this contract and the other Camp Phillip information I agree to abide by everything as is
19. arents name and phone number emergency contact and phone number roommate choice name of church activity options rates and signature Camp description and location This could include an overall description of the camp its ministry facilities programs staff contact information during the retreat and driving instructions for those attending Bo Directions to camp are found in the Appendix Main cover of brochure This could include the name of the retreat the date the location the purpose of the retreat and some catchy clip art or photos Description of retreat This could include an explanation of the theme the main points of the Bible studies a description of the featured speaker s a summary of the activities etc Schedule Bo Sample schedules are found in the Appendix Camp Phillip retreat planning guide 9 What to bring This section could include Bible and positive Christian attitude Outdoor clothes including long pants a jacket or sweater socks sturdy shoes sneakers or hiking boots and rain gear Sleeping bag pillow and toiletries Money for camp store if desired Please leave valuables dress clothes radios electronic games excessive snacks and dangling jewelry at home Do not bring alcohol tobacco products illegal drugs or inappropriate language Medical information Release of liability form Photography release Insurance information Here is some suggested wording to use I give my permissio
20. at grade level and interest of your students 1 2 3 4 5 g Staff was knowledgeable courteous and showed their faith in Christ 1 2 3 4 5 h Students were encouraged in their Christian faith 1 2 3 4 5 I Bible study was at grade level and interest of students 1 2 3 4 5 j Campfire and song period were fun times of Christian fellowship 1 2 3 4 5 Camp Phillip retreat planning guide 21 2 Circle how often your group would consider coming to camp Twice a year Onceayear Every two years Every three years Other Would your group consider coming during the winter Yes No 3 We take reservations a year in advance Would you like to rebook for next year Yes No If Yes who should we contact Please write down either the phone number or e mail address Name Contact info 4 Are there other teachers in your school or that you know who would be interested in the type of program you just participated Yes No If Yes who 5 Would your faculty be interested in a faculty retreat Yes No If Yes whom can I contact about this 6 Please list environmental education topics that you would like us to consider developing 7 Would your school consider Camp Phillip for a mission offering Yes No If Yes whom can I contact about this 8 Camp Phillip offers many workshops every year for all age levels Please list any of your faculty congregational members or WELS acquaintances whom you think would be quality speakers o
21. buildings Lodging information U pstairs Bathrooms sleeping D ownstairs Y N Z KIKIKIKIKIKIKIKIKIZ K K K RK Family Cabins 1 5 have 1 queen size bed 1 bunk bed a table and 2 chairs Camp Phillip retreat planning guide 15 Carpeted Y N Meeting room Y N ds Camp buildings layouts Quad 1 Cabin 1 Quad 2 Cabin 2 Quad 3 Cabin 3 Quad 4 Cabin 4 WISCO 1 Cabin 5 WISCO 2 Cabin 6F WISCO 2 Cabin 6B WISCO 2 Cabin 7 WISCO 3 Cabin 8F WISCO 3 WISCO 3 Cabin 8B 3737 WISCO3 Cabn9 8B WISCO 3 Cabin 9 Nature Center Cabin 10 ii Nature Center Cabin 11 Nature Center Nature Center Cabin 12 Family Cabins 1 5 0 12 Family Cabins 1 5 Camp Phillip retreat planning guide 16 Camp Phillip map m NG MALACHI CAMPFIRE PE ARCHERY Machinery Building Hin Staff Housing 2 H Staff Houia e E SS fiba Ball PLAYING FIELD O Conestoga U Wagons Camp Phillip retreat planning guide 17 Cleanup instructions Your group is expected to help us prepare for the next group s arrival Please follow these instructions to tidy up all the facilities your group used Once the rooms have been cleaned please ask campers not to use them anymore Have one adult inspect every room A Camp Phillip staff person may also make a final inspection Here is what is expected of your group Sleeping areas will be considered cleaned when 1 2 SUS e
22. cleaned from drains countertops are wiped down all switches are off all floors are swept wet mopped if necessary Dining room and meeting areas will be considered cleaned when 1 2 3 tables are wiped off games recreation equipment and program equipment are placed in their proper storage areas floors are swept wet mopped if necessary Grounds will be considered clean when 1 Ds garbage is disposed of in proper receptacles games recreation equipment and program equipment are placed in their proper storage areas Your cooperation is very much appreciated Camp Phillip retreat planning guide 18 Directions to Camp Phillip Directions from Plainfield After leaving WIS 51 Int 39 take WIS 73 South 4 3 miles Right on B 5 6 miles Left on C 1 5 miles Right on B 2 1 miles Left on Buttercup Ave 2 0 miles Left at Camp Phillip sign Directions from Coloma After leaving WIS 51 Int 39 take WIS 21 East 10 0 miles Left on Y 1 0 mile Right on 12th Ave 1 0 mile Right on Buttercup Ave 0 4 mile Left at Camp Phillip sign Directions from Wautoma WIS 73 North to C Left on C West 3 0 miles Left on Lake Drive 0 4 mile Left on 13th Ave 0 2 mile Right on Buttercup Ave 0 7 mile Right at Camp Phillip sign MAP QVEST Brown Deer Ave 9 Buttercup Ln Buttercup Ave v gt lt 5 hy 2006 MapQuest Inc 2006 Tele Atlas Camp Phillip retreat planning guide 1
23. com Camp Phillip retreat planning guide 5 Step 3 Complete the contract Retreat contract information Once you have agreed upon the details of your retreat with a staff member from Camp Phillip a contract will be issued Once the contract has been issued these procedures will be followed 1 2 3 Six weeks following the issuance of the contract the contract must be signed and returned to Camp Phillip with a non refundable deposit of 5100 Make sure that you have read and understand the camp policies on the second page of the contract before signing Two weeks before the retreat final camper numbers must be provided to Camp Phillip Before your departure from camp Camp Phillip staff will meet with you to figure the balance of the fees The fees must be paid at this time unless prior arrangements have been made with Camp Phillip A Sample contract has been included in the Appendix Retreat contract policies The signer of the contract is responsible for communicating the following policies to those attending the retreat to ensure compliance 1 2 pO 00 5A 1G Adequate adult supervision must be provided for all young people Chaperones are to be lodged in the same area with the youth and are responsible for their conduct The following restrictions are in effect e Fireworks minibikes snowmobiles and guns are not allowed on camp property e Hunting is prohibited on camp property e Animals are not allowed in any c
24. d be properly disposed Recycling waste Outside the Dining Hall are three dumpsters one for cardboard and paper one for garbage and one for recyclables Please be careful to deposit things in the proper containers For your convenience garbage cans are also located near every sleeping area Please keep the lid closed at all times to prevent animals from crawling into cans Reservations Reservations are accepted up to one year in advance retreat groups and field trip groups are strongly encouraged to make their reservations as early as possible Restrooms Restrooms are cleaned daily If something needs to be done at another time please let camp staff know Please do not leave towels or toiletries in the bathroom facilities and do not let shower curtains hang outside the stall while showering Because of the sensitivity of the septic system do not dispose of any sanitary items in the toilet Ropes course Due to the nature of this program we ask you to comply with the following e You are allowed on the ropes course stations only with Camp Phillip staff supervision e Please meet at the Dining Hall when you are scheduled for the ropes course e You will need to wear long pants and athletic shoes or boots Long sleeves are also recommended e Please leave valuables dangling earrings and necklaces behind in your cabin No chewing gum is allowed on the course e We operate under the philosophy of challenge by choice This means that we
25. f season when groups are on the property After the service you may make a donation to support our ministry Camp Phillip retreat planning guide 26 Kitchen orientation checklist 1 The food supervisor for the retreat group will identify the Camp Phillip food service equipment needed to prepare the group s meals by placing an X in the first column of the table below 2 The Camp Phillip staff member will orient the retreat food service supervisor to every item marked with an X All items not discussed will be marked with an O and may not be used 3 The Camp Phillip staff member will explain the following kitchen safety equipment Fire extinguishers Fire suppression system Gas shut off valves 4 The Camp Phillip staff member will discuss the following standard procedures for the kitchen Cleanup Fan Garbage 5 Detailed instructions for the equipment listed below are found in the Camp Phillip food service manual 6 Should the food service supervisor have any questions on kitchen equipment or have any problems in the kitchen please contact the camp staff member on duty whose name is listed on the door of the Health Care Room to the right of the fireplace in the Dining Hall 7 The deposit of 50 that has been collected because your group has rented the kitchen will be returned following the retreat if proper cleanup has taken place Equipment needed X Kitchen equipment Equipment not used O Coffee machine C
26. fast 5 00 person 4 50 5th grade amp below Lunch 6 00 person 5 50 5th grade amp below Dinner 7 00 person 6 50 5th grade amp below Programs High ropes course High ropes participants must be 6th grade amp above Minimum time on the course is 3 hrs Half day 3 4 hours 14 00 person Full day 6 8 hours 21 00 person Programs Off site adventure maximum of 12 Program fee of 210 00 group camp staff car mileage at 0 375 mile Staff assistance Our camp staff is here to make your retreat a success whether the program be low ropes course Bible studies sing alongs campfires nature studies etc The first hour of our service for overnight groups is free after that programming is 1 40 participant hour Programming for day groups is 2 10 participant hour Camp Phillip retreat planning guide 28 Retreat planning checklist Begin early Wise planning involves two essential items getting registration forms out at least three months before the retreat and collecting the fees ahead of time 9 12 months ahead Request retreat info Retreat coordinator Contact person with camp Recruit Planning committee Retreat coordinator Program coordinator Food coordinator or choose camp food service Promotion coordinator Treasurer Registrar Define purpose objectives Planning committee Set budget limits Planning committee Tour facility Planning committee Call facility and reserve dates Retreat coordinator Sign and
27. figuration e The Quad has two rooms upstairs and two rooms downstairs Each room has three bunk beds and a single bed a sink and a bathroom with a toilet and a shower e Wisco 1 has three bunk beds and a single bed e Wisco 2 has two rooms upstairs a common bathroom upstairs and one room downstairs One room upstairs has five bunkbeds the other two rooms have six bunkbeds e Wisco 3 has two rooms upstairs a common bathroom upstairs and one room downstairs One room upstairs has five bunkbeds the other two rooms have six bunkbeds e The Nature Center has three rooms upstairs with two rooms accommodating 12 each and one room accommodating 8 Bathrooms and a meeting room are located on the lower level e Family cabins have a queen size bed a bunk bed a microwave a refrigerator a table and chairs Group check in begins at 3 00 p m Rooms may not be available until 6 00 p m You are always welcome to arrive early and enjoy the grounds while your rooms are being prepared Check out time is 1 00 p m Planning your program Check out Available activities and equipment and Area attractions in the Appendix for programming possibilities Chaperons Adequate adult supervision must be provided for all children chaperons stay in the same area with the children and are responsible for their conduct We require at least one adult chaperon for every 9 students Chaperons can either make or break a retreat so exercise caution when seeking chaperons Chaperons
28. h Thank you so much Thank you for the great time at Camp Phillip I sure wish I could have stayed the rest of the year Thank you for giving our whole family such a fantastic and memorable camp experience Your Pee wee counselors were unbelievable they went WAY above our expectations In the words of my 6 year old Camp Phillip rocks The faith confidence and individuality the Lord instilled in our children through the efforts of the wonderful people at Camp Phillip is far beyond what we can express in words Camp Phillip retreat planning guide 3 Step 1 Brainstorm ideas for retreat Camp Phillip offers you facilities food service and programming so you can organize your own retreat at Camp Phillip It is helpful in the planning process if you can make the following decisions prior to contacting Camp Phillip to book a retreat Group size anticipated Estimate the number of males and females in your group including chaperones Dates desired Select some dates that you would like for your retreat through If you d like you could check the Camp Phillip calendar at www campphillip com calendar to see if any other group is booked at the same time Even if another group is booked we may still be able to work with your group depending on the size of the groups and the programming that is involved Facilities preferred We will generally assign groups to certain buildings depending on their size and the male female
29. ing off your tables after meals Quiet hours are from 11 00 pm until 7 00 am Your group is to follow the cleanup instructions given in your cabins before your departure Your group will be responsible for breakage or destruction of camp property Billing will follow the inspection of camp property 10 If your group needs to cancel the retreat for any reason your financial obligation will be as follows Cancelling 4 6 months before the retreat you pay 30 of the total amount due Cancelling 1 3 months before the retreat you pay 50 of the total amount due Cancelling less than one month in advance you pay 75 of the total amount due SAND Signatures I have read this contract and the printed policies I agree to abide by everything as is printed Group representative date Camp Phillip representative date Contact information Camp Phillip W9944 Buttercup Ave Wautoma WI 54982 Phone 920 787 3202 Fax 920 787 0032 Email office campphillip com Website www campphillip com Camp Phillip retreat planning guide 34 Sample schedule for educational field trips Monday 12 00 Arrival unpack free time 12 15 Sack lunch 12 45 Outdoor games 1 30 Ropes course 5 30 Dinner cleanup 6 45 Bible study sing along 7 45 Get ready for campfire free time 8 30 Campfire and sing along Tuesday 8 30 Breakfast cleanup 9 00 Cabin cleanup pack vehicles 9 30 Geocaching 10 30 Archery 11 30 Lunch cleanup 12
30. n for my child to attend this retreat In the event of an emergency I give permission to the holder of this form to consent to any medical treatment or hospitalization deemed wise by a licensed physician or emergency team I also agree to be liable for any and all costs involved in such emergency treatment Be advised that my child has the following physical ailment allergies recent injuries emotional or behavioral disorders and or takes the following listed medicine The parent guardian of the applicant assumes full responsibility for the applicant s health being such that camp activities will in no way aggravate any conditions present If in doubt please seek medical advice I understand that there are inherent risks involved in outdoor activities which are beyond Camp Phillip s control and I agree to personally assume such risks I release from any liability Camp Phillip the church and staff sponsoring this retreat in the event of any accident en route during or returning from this event I give permission for my child to be photographed for use in Camp Phillip s promotional efforts and store sales The signature below affirms that the statements on this form are true and understood Parent s signature Health insurance carrier Policy number Date signed Make sure that the registration form is NOT the only place that contains information that a camper will need later on otherwise after the registration form is turned
31. offee pots Cooler walk in Deep fryer Dishwasher Fan Freezer walk in Griddle Oven convection Oven regular Range Roasters Nesco Toaster conveyor Retreat group and city Dates Signature of retreat group s food service supervisor Signature of Camp Phillip staff completing orientation Camp Phillip retreat planning guide 27 Rates for 2013 Rates are for individuals in fellowship with the WELS Obtain other rates by calling the camp office at 920 787 3202 Cabins Check in 3 pm Check out 1 pm Early arrival 12 3 pm 2 00 person 9 am 12 4 00 person Group prices 13 50 person night Minimum is equivalent to Family prices Family prices May Sept 41 00 room night Oct Apr 46 00 room night Campsites Check in 3 pm Early arrival 2 00 group or family Group prices 2 00 person night minimum of 18 00 group Family prices without electricity 18 00 family night with electricity 22 00 family night with electricity water 24 00 family night Conestoga wagons Check in 3 pm Group prices 7 75 person night Family prices 29 50 family night Educational field trips schools Included with this fee are 3 meals one night lodging and all programming one chaperone comes free for up to 9 students of each sex The high ropes course is available for students 6th grade and above for an extra charge Weekday Mon Thurs trip 39 00 person 15 person minimum Food service we prepare meals 10 person min Break
32. oggers Lanes Wautoma 920 787 3436 www doggersbarandlanes net 109 N Scott Street Wautoma WI 54982 Thal Acres 608 296 2850 www thalacres com N6109 County M Westfield WI 53964 Canoe trips Mecan River Outfitters 920 295 3439 www mecanriveroutfitters com W720 State Road 23 Princeton WI 54968 Downhill skiing Nordic Mountain 920 787 3324 www nordicmountain com W5806 County Road W Wild Rose WI 54984 6453 Fish hatchery Wild Rose Fish Hatchery 920 622 3527 www dnr wi gov fish wildrose N5871 State Road 22 Wild Rose WI 54984 Golf courses Thal Acres 608 296 2850 www thalacres com N6109 County M Westfield WI 53964 Two Oaks North 920 787 7132 www twooaksgolf com W6650 Meadow Lane Court Wautoma WI 54982 Waushara Country Club 920 787 4649 www wausharacountryclub com 2410 Hillside Drive Wautoma WI 54982 Horseback riding Sky Lodge Camp 608 297 2566 www skylodge org N4855 County Road Y Montello WI 53949 Mini golf Roseville Mini Golf 920 622 5090 1151 Main Street Wild Rose WI 54984 Museums EAA Center Oshkosh 920 426 4800 www eaa org 3000 Poberezny Road Oshkosh WI 54902 Pioneer Museum Wild Rose Historical Village State Highway 22 Wild Rose WI 54984 Waushara County Museum 920 787 7584 www wchistory com 221 South St Marie Street Wautoma WI 54982 Camp Phillip retreat planning guide 13 Available activities and equipment Our year round staff will be happy to assist you wi
33. parent or guardian Contact information for the on duty staff member can be found on the door of the Health Care Room to the right of the fireplace in the Dining Hall For emergency contact information and directions to local clinics and hospitals please refer to Emergency numbers and directions in the Appendix This same information is located to the left of the bulletin board in the Dining Hall and on the Comfort Station bulletin board Accidents must be reported to the on duty staff member Staff members are able to provide further information regarding insurance filing procedures Please note these policies Pets Animals are not allowed inside any buildings Animals must be kept leashed and their litter must be cleaned up Smoking Because of fire danger and as a courtesy to other guests smoking is not permitted in any of the buildings or in the woods Before departure Upon arrival your group will be furnished with Cleanup instructions to tidy up all the facilities your group used Once the rooms have been cleaned ask campers not to use them anymore Have one adult inspect every room The rest of your fee is due before you leave Any damage will be billed separately So that we may learn how to serve you better please complete the Evaluation form Future reservations If you plan on coming back why not make your reservations before leaving camp We accept reservations up to one year in advance Camp Phillip retreat planning guide
34. procedures Telephones The phone number at the Administration Bldg is 920 787 3202 the fax number is 920 787 0032 Insurance filing procedures 1 The camp is not responsible for medical bills resulting from injuries which are not camp related or bills resulting from illnesses all such fees will be sent to the patient s home address and his her insurance if there is insurance coverage 2 In camp related injuries camp insurance applies only to the difference between the person s insurance and the total bill 3 Whenever a person is taken to the clinic or hospital for a camp related injury whether or not the person has insurance the Church Mutual accident report found in the back of the medical file is to be completed 4a If the person has a camp related injury and is covered by insurance the clinic or hospital must in all cases file the injured person s insurance first The original accident report is sent to Church Mutual and a copy is kept at camp 4b If the person has a camp related injury and is not covered by insurance the entire amount will be filed with Church Mutual The original accident report is given to the clinic or hospital a copy is sent to Church Mutual and a copy is kept at camp Camp Phillip retreat planning guide 36
35. r and before meals you are expected to be with them We recommend not leaving camp to buy treats for the campers or offer to take them to town This could disrupt the goals of the retreat Please feel free to participate in our activities We ask that you provide guidance for the campers and show them by example your love for Christ and for them Cleanup Before departing everybody is responsible for the general cleanup of the site or facilities used during their stay Please follow the Cleanup instructions posted in the cabins Dump station A dump station is available for use on the main road Please properly dispose of all blackwater sewage and greywater Emergencies B See What to do in case of emergencies and Emergency numbers and directions in the Appendix Fishing Anyone 16 years of age or older must have a fishing license No fishing is to be done from the swimming piers or in the swimming area there is a fishing pier to the north of the swimming area for your use Life jackets must be worn in boats Bait is available at several locations in Wautoma including Mark s Marine at W7488 Hwy 21 Hunting Hunting is prohibited unless permission is obtained from the Camp Director Camp Phillip retreat planning guide 24 Noise 11 P M 7 A M is a reasonable quiet time Zoning rules prohibit fireworks Pets With the exception of service animals pets are not allowed in any camp buildings Animals must be kept leashed and waste shoul
36. r performers at a retreat Please indicate the age level of participants with whom they work best and the topic they address or specialty they have Name Age level of Topic or ability participants 9 Now dream a little If you could what would you like to see Camp Phillip add or improve upon for educational field trips Thanks for taking the time to fill out this form and for your honesty Your name Your contact info Camp Phillip retreat planning guide 22 Evaluation form for retreat groups Thank you for coming To help us serve you and other guests better please fill out this form for us Name of group Date of outing 1 Were the goals of your retreat met Yes No 2 Please check the box under the number which applies in each of the following areas from 1 being very good to 5 being very lousy Evaluation areas Communication prior to retreat Sleeping areas Meeting areas Programs if we provided programs Recreation available Attitude of our staff i DI Quality of food if we made meals A E E E AA Attractiveness of grounds 3 What was the highlight of your trip 4 What was the least enjoyable part of your trip 5 How can we improve to make your trip more enjoyable 6 What would you like to see Camp Phillip add as far as programs facilities etc 7 We take reservations a year in advance Would you like to rebook for next year Yes No If Yes who should we contact Please write
37. rmation in the Appendix Camp Phillip retreat planning guide 6 Step 4A Plan your schedule and free time As you plan your retreat Camp Phillip staff are ready to help you Just tell us the activities that you would like included in your schedule and we will prepare your schedule for you For additional help check out Retreat planning checklist and Sample schedules in the Appendix Free time We strongly discourage you from scheduling free time free time occurs naturally between activities and before and after meals Chaperons are responsible for supervising the group Planning your meals Our camp staff will prepare your meals for you Only on rare occasions may a group rent our kitchen and prepare their own meals Food service Meals will be served at 8 30 12 30 and 5 30 unless other plans are agreed upon The food will be served for 20 minutes and then removed Your group will follow the instructions given for cleaning off their tables No reduction in cost is possible if a person misses a meal Snacks are available for an extra charge When you give your final camper number two weeks before the retreat please let us know any special dietary needs of your campers Planning your lodging Here s a list of our accommodations so that you have an idea of what to expect before arrival All cabins have electricity and are heated for year round usage Check out Camp buildings layouts in the Appendix if you are interested in the room con
38. s located next to the hospital Wild Rose Hospital information Hospital address Wild Rose Hospital 601 Grove Avenue Wild Rose WI 54984 Directions to hospital From the camp entrance turn left on Buttercup Avenue Go 0 7 mile Turn left on 13th Avenue Go 0 2 mile Turn right on Lake Drive Go 0 4 mile Turn right on County Highway C Go 3 0 miles Turn right on WIS 73 Go 0 7 mile Turn left on WIS 22 Go 10 0 miles Turn right on Hospital Road Go 0 1 mile Turn right on Grove Avenue Go 0 2 mile Turn left into hospital parking lot Camp Phillip retreat planning guide 20 Evaluation form for educational field trip Thank you for coming to Camp Phillip for your field trip To help us better serve you and other school groups please fill out the following evaluation Your comments and opinions are very important to us Please give this form to one of Camp Phillip s staff when you check out or send it to us in the enclosed envelope Thank you Name and city of group Grade level of group Date and year of field trip 1 Please circle the number which best applies 1 being just awful and 5 being excellent The line below each statement is for any written comments you may have a Communication prior to field trip 1 2 3 4 5 b Retreat planning guide was clear and helpful 1 2 3 4 5 c Sleeping areas 1 2 3 4 5 d Quality of food 1 2 3 4 5 e Ropes course met goals of your group 1 2 3 4 5 f Environmental education topic was well covered
39. th your outing If you would like help with some portion of your program please make arrangements well in advance Activities that camp staff can lead e Archery e Bible study e Campfire e Disc golf e Environmental education e Geocaching e High ropes course e Low ropes course Outdoor games e Paul ball e Sing along e Waterfront Activities that you can do on your own The large recreation field boasts a sand volleyball court grass volleyball court basketball area soccer goals tetherball and playground plus lots of room for games like softball football and croquet Disc golf is also available Available recreation equipment Talk to Camp Phillip staff to check out equipment Please return all equipment to its proper place e Equipment for the spring summer and fall include basketballs board games cones disc golf discs footballs frisbees parachute puzzles soccer balls Tug of Four rope volleyballs and zoogles e Waterfront equipment includes canoes paddleboats and rowboats e Equipment for winter includes broomball indoor games inner tubes and puzzles Cross country skis can be checked out from the Administration Building basement Available audio visual equipment e Program equipment includes a DVD player a CD player overhead projector and screen a VCR TV combo a filmstrip projector a slide projector a laptop computer a marker board and a portable electronic keyboard Camp Phillip retreat planning guide 14 Camp
40. treat coordinator Complete final registration and hand out packets Registrar Pay final charge Registrar amp Treasurer Complete camp evaluation form Retreat coordinator Reserve for next year Retreat coordinator 1 week after Collect and compile evaluations Retreat coordinator Meet with planning committee to evaluate Retreat coordinator Camp Phillip retreat planning guide 30 Sample contract for educational field trips General information Name of group Address City State Zip Group contact person School phone number Home phone number Number of students Male Female Grade level Number of adults Male Female One chaperon of each sex is needed for every nine students of that sex e g eleven female students and nine male students would require two female chaperons and one male chaperon Arrival date Time of arrival Departure date Time of departure Finances includes 3 meals 1 night lodging and up to 9 hours of programming Costs Lodging program and 3 meals 39 00 person x of persons The required number of chaperons come free any adults above that number need to pay Additional costs If your group wishes to make use of the high ropes course or wishes to stay longer please call 920 787 3202 for prices then fill in the spaces below High ropes course 8 00 person x of persons Discounts Congregational member discount 10 x total Total Programs Goals for the group 1 3 You can help
41. us plan your program by writing the amount of time you want to spend in each program area We will design the schedule around the programs you choose For an overnight 24 hour trip we will lead up to 9 hours of programming Bible study min of 1 2 hr each Environmental education and Low ropes course min of 3 hrs additional program options Please High ropes course min of 4 hrs specify choices from the Program Outdoor games min of 1 2 hr options list online Sing along min of Y hr Campfire min of 1 hr Mark here if you would like Camp Phillip to choose Free time Mark here if you desire environmental ed and additional free time in addition to that occurring program options before and after meals Mark here if you do not wish to have the camp store open Camp Phillip retreat planning guide 31 Procedures 1 By this contract must be completed signed and returned to Camp Phillip to hold the reservation date If you change your mind about using our facilities please inform us immediately 2 Ifthe number of people in your group changes please contact Camp Phillip 3 Before your departure from camp the total cost of your outing must be paid with either cash or one check made out to Camp Phillip Policies The signer of this contract is responsible for communicating the following policies to those attending the retreat to ensure compliance 1 Adequate adult supervision must be provided for all young people Chaperones
42. you enjoy your stay tell others If you have suggestions tell us Telephone e Camp Phillip s phone number at the Administration Building is 920 787 3202 e Camp Phillip s fax number at the Administration Building is 920 787 0032 Vehicles Our conditional use permit prohibits recreational minibikes ATVs and snowmobiles Vehicles must stay on camp roads Please observe chains and restricted access signs Waterfront Please follow all rules posted at the waterfront Boats are available on a first come first served basis Life jackets available at the waterfront must be used while boating Swimming is done at your own risk Adults must accompany any children under 18 Life jackets are not to be used for swimming For lifeguard help talk to the Camp Phillip staff Camp sponsored programs have priority at the waterfront The Upper White River Millpond is a 64 acre lake with a maximum depth of 29 feet and is a no wake lake Wood Dead fallen wood may be used free of charge Do not cut anything else without permission To prevent the spread of disease the DNR says that no trees should be cut between April 15th July 15th Firewood is available in the wood shed for a fee Please deposit payment in the designated envelopes above the freezer in the Dining Hall hallway Worship service You are welcome to join us for worship on Sunday morning in the Dining Hall Services are held at 9 30 every Sunday in peak season and most Sundays during the of
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