Sign Up & Expense Procedures

Sign up and expense procedures are always something that families question. How do I sign up? When do I pay? These are the questions we would like to answer for you.

When putting together events, it is necessary to know how many people we will have attending (for food, lodging, transportation, etc.). Our sign ups are not a means to brag over how many of our teens show up. As a matter of fact, numbers in that way do not matter at all. Our commitment is to always work with the number of teens who come because that is who God has blessed us with. Therefore, there are a few guidelines that will help you in signing up:

PROCEDURES:

1. We ask that teens (and parents) sign up by the deadline of two weeks ahead of the event (this will not be the case in Mission Efforts, Wilderness Trek, etc.). The sign up will always be up at least one to two months ahead of the event to help you with this.

2. At this point, we will enter what we call our “grace week” when teens have an opportunity to drop or add to an event list without penalty.

3. If a teen approaches us after the “grace week,” we will then inform them that they have missed the deadlines and either they will not be able to attend or (in some cases) will be allowed to attend at a higher (all ready disclosed) fee.

4. Once a signature has been placed on a list and has not been erased before the deadline or “grace” period, that signature becomes a commitment only with the accompanying fee (read about expenses below).

We always consider expenses when planning events. We realize funds are limited in families and there are several other things that require funds in school and elsewhere. Therefore, we make every effort to make the cost of our youth events and trips as minimal as possible. Please also realize that the funds required from you will always be supplemented by the Youth & Family Ministry Budget. All our events are “non-profit” events. We would like to also convey that MONEY SHOULD NEVER BE A DETERRENT FOR A TEEN’S SPIRITUAL GROWTH AND ATTENDANCE TO AN EVENT!!! We are blessed with built-in funds and contributors to help in this. Having said this, there are some procedures that we must follow when it comes to expenses:

PROCEDURES:

1. We ask that teens (and parents) pay the designated amount for a trip by the deadline of two weeks ahead of the event (this will not be the case in Mission Efforts, Wilderness Trek, etc.).

2. At this point, we will enter what we call our “grace week” when teens have an opportunity to drop or add to an event list without penalty to them with their funds (fees can be reimbursed or paid during this period).

3. Beyond the deadline and “grace” period, fees are non-refundable (except in special case-by-case situation; this must be approved through the Youth & Family Ministers). This, unfortunately, includes illnesses. We cannot predict illnesses anymore than you can. Therefore, we must recoup funds that have already been paid in reservation and preparation for someone. Otherwise, it impacts our Youth & Family Ministry Budget in a negative way (funds paid out for nothing).

4. The paying of a fee is the only means to assure your participation in any event or trip that is planned. If you do not pay, you will not participate.

We will make every effort to help teens and our families out in these matters and we are also understanding of many particular or unusual circumstances and we want to help you out in anyway. All we ask is that you contact us and work it out with us personally so that we can be involved in the decision process. Always let us know of anything we can do to enhance these procedures to help you out as a family.