Surf City Trip Leader Resource Page
This is a page about paperwork. Hopefully this nice picture makes it more bearable.
How to use this page.
There is a lot of paperwork that goes into getting your group to camp. There is group-specific information that is unique to your campers and leaders, and there are common assets and information that are not specific to any one group (like the Surf City Handbook). From this page, you are able to access all of the required paperwork for your group.
Group-Specific Information
Please find your group’s name and open the page using the password you received via email.
💊 Medication Amendment Form
This form is only to be used if your adult leaders or a parent/guardian needs to make an amendment to the medications indicated on the CPF. Medication Amendment Form
Common Assets and Information
Terms and Conditions
Please read and familiarize yourself with the updated Terms, Conditions, and Payment Schedule found here.
Minimum Requirements for Groups
For purposes of this agreement, a group is defined as follows:
Trip Leader is 21 or older
Minimum group size is 3
I must have a leader for each gender of students attending. For example, if I only bring males, I only need male leaders.
For Middle School camps: At least one leader for each gender of student attending must be 18 or older.
For High School camps: At least one leader for each gender of student attending must be 21 or older.
There must be at least a 1:10 ratio of adult leaders to students.
A Note About Student Leaders
We welcome student leaders at camp (typically a high school student helping lead a middle school group), but legally, if a student leader is under 18 years of age, they are not an adult leader and do not count toward the 1:10 ratio. Student leaders under 18 should fill out the CPF as campers and are not counted in your total of Adult Leaders.
Legally, student leaders who are volunteering and under the age of 18 do not need clearances (although it’s never a bad idea to have them.)
A Note About the Age Requirement
The student age requirement to attend Surf City is as follows:
High School Camp: entering 9th grade through just graduated 12th grade.
Maximum age for campers is 18 and younger.
Middle School Camp: entering 6th grade through just graduated 8th grade.
Graduated 8th graders entering 9th grade can attend either high school or middle school camps, at the trip leader’s discretion.
Payment and Communication Schedule
Final Cancellation Deadline: May 12, 2025. All spots canceled after this date must still be paid for in full. This applies to all camps.
Final Balance Due: June 30, 2025. All spots must be paid for in full by this date. If the balance is not paid in full by the deadline, a late penalty of 5% of the remaining balance will be added.
Canceling Spots
Spots must be canceled using the online cancellation form only and no later than 11:59 P.M. EST on October 21, 2024. Your church/group will be responsible for the full payment of all registered spots not canceled by 11:59 P.M. EST on October 21, 2024.
Required Clearances for Leaders
All leaders 18 years and older will need a Pennsylvania Child Abuse Clearance and Criminal Record Check Clearance. These are valid for 60 months (5 years). As the Trip Leader, you are responsible for collecting your leaders’ clearances. When you’ve collected them, please submit them via the PKF Camps Leader Clearance Collector. You cannot attend camp/lead students without clearances! Some take more time than others, so please do not put this off and run the risk of you or a leader not being able to attend camp.
Follow these links to obtain clearances:
Ready to submit your leaders’ clearances?
Before uploading, please rename your files following the model below.
Model: Last name-File Name-YYYY (the year the clearance was issued)
Example: Smith-FBI Clearance-2024
Rooming Ratios
Rooming Ratios are due 14 days before Day One of the camp my group is attending. A $100 late fee will be applied to your account if you submit my Rooming Ratios after this due date. Submit your Rooming Ratios.
Surf City Leader Training Handbook
The Surf City Leader Handbook highlights important safety and discipline procedures as well as some best practices to help you maximize your time with your students at camp. When you arrive at camp, all leaders will be asked to sign a document stating they went through this handbook during pre-camp training. Please be sure to distribute this resource to your leaders and review it together.
Download the Surf City Leader Handbook
Information on Arrival and Departure
Please plan to arrive at Grace Adventures, 2100 N Ridge Rd, Mears, MI 49436, on Sunday at 4:30 p.m. and depart on Friday at 1:00 p.m. Upon arrival, the trip leader will check in with us and the Grace Adventures health officer. As a reminder, all student and leader medications need to be provided to the health officer in their originally labeled containers.
Camp Schedule
We’ll share the camp schedule here when it’s finalized.
Packing List
Download the Leader Packing List and Camper Packing List.
Information on Camp Store and Snack Bar
The camp snack bar and Camp Merch Store accept cash and cards. In the next few weeks, you will be able to utilize our online camp store to place orders for merchandise and pick it up at camp.
Information About Dietary Restrictions
Grace Adventures is our campground partner for Surf City. Grace Adventures manages the facilities, including the kitchen. Below, you'll find their Dietary Policy.
At Grace Adventures we strive to create environments that allow participants to participate in our ministry in a safe and healthy way. The Food Service Ministry strives to meet the needs of those we serve. We are able to accommodate the following dietary needs and restrictions that our guests may have. We are pleased to offer gluten free, dairy free, peanut/tree nut free and vegetarian options.
If any member of your group has allergy/dietary restrictions that fall into any of these four categories please provide us with a list including the individuals’ names and needs at least one full week prior to your camp experience. If someone’s allergy/dietary needs exceed those listed above please contact our Food Service Manager, Gail Salazar, at gail@graceadventures.org to make arrangements to bring your own food for those individuals.
We have a designated area in the dining room equipped with a refrigerator and a microwave for individuals bringing their own food to use. Please make sure food is clearly labeled. During your experience, please have participants with dietary needs check in with the food service staff during meal times so that they can provide them either with instructions, or specially prepared food for that meal. We will provide a copy of the menu upon request.