Camp Request Website – Area Camp Trip Requests Request your summer camp trips in five easy steps: 1•

Create an Account and Sign In to the Camp Request System

2•

Check Out the Summer Camp Schedule (Select Reservations > Camp Schedule)

3•

Start a New Area Request (Select Reservations > Area Request)

4•

Enter Your Camp Trip Requests by Camp Type

5•

Save Your Request

Create an Account & Sign In The first step is to create your user account, or sign in if you already have an account. Go to http://webtools.younglife.org/camprequests. Click Need to create an account? Enter your name, email, phone number, and mission unit (YL Area#). Create a User ID and password - passwords must be at least seven characters long with at least one non-alphanumeric character (#,%,!,*,etc.). 5. Click Create Account. 6. A confirmation email will be sent to the email associated with your new account; you must open this email and click the link provided to confirm your email address. 7. Once your email address is confirmed, enter your User ID and Password to sign in to your account at http://webtools.younglife.org/camprequests. 1. 2. 3. 4.

If you submitted a request last year, you have an account. If you cannot recall your account credentials (which are different than your Staff Resources credentials) click the “Forgot username/password?” link and enter your email address. If you no longer have access to the email address associate with this account contact Camping Services. Note: If you have changed regions in the past year you will need to contact Camping Services to gain access to your new area. If you changed areas and are within the same region, you can update your area number by clicking on “My Account” and update to your current mission unit. To delete an area number that you are no longer associated with please contact your regional office or Camping Services.

View the Summer Camp Schedules Select Reservations > Camp Schedule

Camp Request Website – Area Camp Trip Requests July 25, 2016

Begin a New Area Camp Trip Request 1. 2. 3. 4.

Select Reservations > Area Request Select New in the Area Mission Unit selection box If you only have access to one mission unit, verify the mission unit, then click Add Request If you have access to more than one mission unit, select the appropriate mission unit, then click Add Request

Review Camping History At the top of each camp type section you will see a three-year summary of camp trip requests and actual attendance. Use this historical data as you consider your future camping strategy. Each year, Young Life regions may request up to 125% of their previous year’s actual camping attendance. Keep this in mind when making your area request. • • • • • • •

IR = Initial Allocation R1 = Spots confirmed on Dec 1 R2 = Spots confirmed on Apr 1 CL = Actual campers and leaders C = Actual campers C:L = Camper to leader ratio MultiTimers = Number and percent of campers who previously attended a summer camp week of the same type

School Dates It is important that your trip requests don’t conflict with your area’s school calendars. Enter the last school day before the summer begins and the first school day at the end of summer. Regional directors and the allocation committee also use this information when managing over and under requested camp weeks. To enter school dates, click Edit on any of the request rows and the School Dates fields will become editable.

Camp Trip Requests The camp trip requests are divided by camp type – Senior High Outreach, WyldLife Outreach, YoungLives, Capernaum, Other Camping, and Expeditions. Enter as many trip requests as needed for each camp type. •

•

Senior High Outreach – Each trip must have a valid first, second and third choice, and at least two camps must be selected. In other words, you may not request your first, second and third choice all at the same camp. WyldLife Outreach – Each trip must have a valid first, second and third choice; these may all be at the same camp, but they must be different camp weeks. Camp Request Website – Area Camp Trip Requests July 25, 2016

For each choice in a camp trip, select the camp name and week then enter your request. • • • •

Camp – Select the camp you wish to attend. For senior high trips, you must select at least two different camps on each trip. Week – Select the week you wish to attend. You may not select the same week more than once in a single trip. Request – Enter the total number of campers AND leaders on the trip. Comment – Enter any comments that would be helpful for your regional director and/or the allocation committee.

Capernaum Campers Capernaum campers can either be mainstreamed into Senior High Outreach camp weeks or Capernaum camp weeks. •

•

Mainstream Capernaum campers should be entered as Senior High Outreach trips. Enter the total number of campers/leaders for a trip in the Request section, check the Capernaum box and enter the number of Capernaum campers in the comments section. The Capernaum section is for exclusive Capernaum weeks only. Enter the total number of campers/leaders for the trip in the Request section. o If the area is bringing buddies – Create a second trip to match the first trip’s camp choices and check the Buddies box. Enter the number of buddies in the Request box.

YoungLives Enter YoungLives trips in the YoungLives trip section. Areas bringing campers and leaders are required to bring childcare volunteers. An area's childcare trip must equal at least 20% of their camper/leader trip. Areas are welcome to bring more than that ratio. Areas not taking a camper/leader trip are also welcome to bring a childcare trip. • • •

The first trip will be the total number of campers/leaders that will be attending camp. Create a second trip to match the first trip’s camp choices and check the Childcare box. Enter the number of Childcare in the Request box. If only bringing a childcare trip, then just complete one request and check the Childcare box. Enter the number of Childcare in the Request box.

Large Trip Requests At the request of the Camp Allocation Committee, areas will receive a warning if a single trip request exceeds 114 spots (2 buses). It can be difficult to place large trips in certain camp weeks. It is recommended that these requests be split into two trips. When the Large Trip Request warning appears, the user has the option to: • •

Keep Large Trip and Save – The large request will be saved as is, in a single trip. The area should be advised that the Allocation Committee may still need to split the trip. I’ll Split the Trip – The area may split the trip. An example is provided in the warning box. The Allocation Committee will make every effort to keep the trips together, but that may not always

Camp Request Website – Area Camp Trip Requests July 25, 2016

be possible. With split trip requests, the area should be prepared to receive any combination of the requested weeks. For example, in the scenario below, the area might receive 110 spots at Castaway WK3 and 30 at Castaway WK4.

Add Rows and Delete a Trip While you are in the edit mode (entering trip requests), click Add Rows if you need to add additional trips. Click the Delete button (red X) to delete a single trip.

Save, Edit, and Delete Requests • Click the Save button to save a request. Saving your request will allow your region to view your request. • Once saved, click the Edit button to edit a request. • Once saved, click the Delete button to delete all requests for that camp type. This will delete ALL TRIPS for that camp type. Travel With Requests Areas that wish to travel together to camp should use the Travel With feature. In order for areas to travel together, each area must have a trip with the same first, second and third choice camp and week options. At the request of the Camp Allocation Committee, combined Travel With requests may not exceed 114 spots (2 buses). Use the Comment field to request a Travel With larger than 114 spots. Invite an Area to Travel With Your Area

1. Enter and save your camp trip request. Camp Request Website – Area Camp Trip Requests July 25, 2016

2. On that trip, click the Invite button in the Travel With column.

3. In the Travel With pop-up box: o Enter the area number(s) of the area(s) you wish to invite. You may enter up to five different areas in your region. o Click the Invite button.

4. On your trip request, the Invite button will change to a Status button. The invited area(s) will have a Pending Travel With notification when they login to the camp requests website. The invited area(s) will have the option to accept or decline your Travel With invitation.

Respond to a Travel With Invitation If another area has invited your area to travel with them, you will have a Pending Travel With invitation when you login to your Area Request. 1. Click the mission unit number to accept or decline the request. (Click Not Now to come back to the request at another time.) 2. The Travel With Invitation will display the trip choices of the area that extended the invitation and the status of all areas involved in the Travel With. Remember that in order for areas to travel together they must have a trip with the same camp and week for the first, second and third choices. a. To accept the travel with invitation, select Add as new trip, enter the number of spots for your area, click OK. This will create a new trip for your area. b. To decline the invitation, select Decline this Camp Request Website – Area Camp Trip Requests July 25, 2016

invitation, then click OK. Delete or Modify an Existing Travel With

1. Click the Travel With Status button to display the Travel with pop-up box

2. To invite additional areas, enter the area numbers then click the Invite button. 3. To delete an area from the travel with, click the red X then click the Close button. NOTE: This does not delete the area trip, it only removes the area from the travel with relationship.

Camp Request Website – Area Camp Trip Requests July 25, 2016

Submitting Your Area Camp Trip Request Be sure to review and save all of your camp trip requests before they are due to your regional director. On the due date, your regional office will lock down your area request. You will not be able to make any changes after that point, unless the region unlocks your request. There are no additional steps needed to submit your request to your region. As soon as you save your requests, they are visible to your region.

Young Life Expeditions Young Life Expeditions (www.ylexpeditions.com) offers discipleship opportunities year-round, around the globe. Enter an Expeditions camp trip request to express your interest in scheduling a trip. Select Expeditions as the camp, enter the month in which you would be available to travel, enter the estimated number of participants in the Request box, and be sure to enter the country/continent where you’d like to serve in the Comment box. Someone from Expeditions will contact you in October to discuss possible trips.

Camp Request Website – Area Camp Trip Requests July 25, 2016