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camp@stonegatefellowship.com
432-694-5100

FAQ's

Registration & Payments:

If you registered your student or child for one of our Camps in 2018, then you already have an account! Log in to CampDoc with your email address and password. If you are new to our Camps, or if you did not register your student or child for one of our Camps in 2018, then you will need to set up your account in CampDoc. When you click on the registration link, you will input your email address, create a password, and click “sign up.” You will be directed to another page to confirm your email address and password, and then you’ll be good to go!
Only the $50 non-refundable deposit is due upon registration in order to secure your child’s spot at Camp. However, all Camp fees must be paid and all forms completed no later than April 30, 2019. With everything being managed online, it is a fast and easy process.
The Protection Plan is a form of travel insurance that is offered through a third-party insurance company, Arch Insurance Solutions. If purchased, it acts as secondary medical insurance if emergency medical costs are incurred while your student or child attends one of our Camps. It also serves as “trip” insurance in the event of last-minute cancellation due to a death in the camper’s immediate family, major sickness or injury that prevents the camper from attending (must be certified by a physician) or a major natural disaster where you live that prevents your camper from attending Camp. The Protection Plan is optional and not required for registering your child or student for one of our Camps. The Protection Plan would only be beneficial to you if you end up cancelling after our cancellation deadline (May 17), since we provide refunds up until the deadline. But it is up to each individual’s discretion whether or not to purchase the Protection Plan.
- January Early Bird Discount ($75 off each registered camper) is available Jan. 13-31. Use JAN2019 when prompted to input a coupon code in order to redeem the discount.

- February Early Bird Discount ($50 off each registered camper) is available Feb. 1-28. Use FEB2019 when prompted to input a coupon code in order to redeem the discount.

- Regular pricing is in effect Mar. 1 – Apr. 14.
We have replaced the Multiple Child Discount with our Early Bird Discount. Where the Multiple Child Discount only applied to additional children in one household, the Early Bird Discount applies to any camper who is registered during the time when the Early Bird Discounts are active, regardless of how many children are in a household.
Please email the Camp Office (camp@stonegatefellowship.com) to let us know. Our Camp team will then process your cancellation through CampDoc. Any cancellation before the end of the business day on May 17 will be refunded all paid Camp fees minus the $50 non-refundable deposit. Any cancellation after May 17 is non-refundable from Stonegate.
Yes! You can set up a payment plan directly through CampDoc on the payment page during registration. It is a fast and easy process!
Yes, we do have financial assistance available for those who qualify. You will find the financial aid application in your camper’s Health Profile in CampDoc, after you have completed their initial registration and paid the $50 non-refundable deposit. The financial aid application is the third section in your camper’s Health Profile. Once the application is filled out and all required questions are answered completely, your application will be reviewed and you will be contacted via email within 5-7 business days regarding the status of your application. Financial aid applications are due no later than April 30th.
Financial aid applications are due no later than April 30th.
All forms in CampDoc are due on April 30, 2019. Any changes that need to be made after that date will need to be sent directly to the Camp Office (camp@stonegatefellowship.com). The last day to request any changes (including roommates and groups) is May 19.
Final payment is due no later than April 30, 2019. Full tuition is expected on or before the due date to guarantee your camper’s spot at Camp. Payments can be made online through your CampDoc account, in person at the office during the week (Mon-Thurs, 8:30am-5:30pm), or in person at Stonemart (Midland) or at the Start Here table (Odessa) during our regular Sunday service times.

Campers

Yes, your camper can request to be in the same cabin / group with a certain friend or leader. Small Group Requests can only be made online in your camper’s Health Profile (listed as “small group request” in the Camper Information section). Small group requests of other campers MUST be mutual in order for them to be honored. If your child wants to be in a camp group with multiple friends, we allow no more than TWO names per camper. If your child requests two other campers, the request still MUST be mutual in order for it to be honored. Chain requests or requests with more than two names will not be honored. The camper must be the same grade and gender as the other camper(s) he/she is requesting.
Yes, you can drop off or pick up your child from Camp if necessary. Please click on the following LINK and fill out the form stating your reasons for and dates/times when you will be dropping of / picking up your child. All early pick-up / drop-off requests must be completed by no later than May 31st.
If your child is attending SGY Camp in Glorieta, yes, you should send some spending money with them so they can purchase snacks and souvenirs at the various Camp stores. If your child is attending SGKids Camp in Glen Lake, you will NOT send any cash with your child. Instead, you will add money to their Camp Store Account at the time that you register them for Camp. Any unused money on your child’s SGKids Camp Store Account, left over at the end of Camp, will be donated to Glen Lake and not returned to you. We recommend no more than $50 for spending money at either Camp.
SGY Campers should arrive back at Stonegate around 7pm or 8pm on Friday, June 7th. For live updates as we travel, follow our SGY Facebook page. SGKids Campers should arrive back at Stonegate around 3pm on Wednesday, June 12th (session 1) or 3pm on Saturday, June 15th (session 2). For live updates as we travel, follow our SGKids Facebook page.
Yes. Both Glorieta and Glen Lake are peanut-free facilities. And they have gluten-free food available upon request for those campers who have severe gluten intolerances / allergies. You will have an opportunity to list all of your child’s food allergies during the registration process.
Yes. Depending on the injury, we will require a copy of a doctor’s note releasing your child to participate in the activities while at Camp.
Unless there is an emergency, we do not let campers contact their parents while at Camp. The main reason for this is that we want our campers to have the week free from distractions of normal life. Also, for our younger campers, homesickness is something that many of them struggle with, and contacting their parents usually exacerbates, more than alleviates, their feelings of homesickness. If there is an emergency, we will be sure to contact you immediately.
Unless there is a family and/or health emergency, we do not allow parents to contact their children while away at Camp. The main reason for this is that we want our campers to have the week free from distractions of normal life. Also, for our younger campers, homesickness is something that many of them struggle with, and having contact from their parents usually exacerbates, more than alleviates, their feelings of homesickness. We do, however, encourage parents to write their child a note (or more!) for them to open up and read while they’re away at Camp. Campers love getting to open and read mail from their parents! You can pack your letter in your student’s suitcase for them to open up at Camp. In the event of an emergency, you can contact the Camp Director by calling 432-698-1776 or emailing camp@stonegatefellowship.com.
We bring very talented photographers and videographers to both of our Camps with us. They will be posting pictures and videos to our Facebook pages daily of what the campers are doing. Like our Facebook pages to stay informed! (SGKids Facebook; SGY Facebook)
Yes. We keep track of all lost items at Camp and bring back whatever is not claimed by the end of the week. To ensure that your child returns home with as many of their belongings as they left for Camp with, we STRONGLY ENCOURAGE you to LABEL EVERYTHING with your camper’s name. Anything that remains unclaimed after Camp is stored at Stonegate for parents to come pick up during the week or on Sunday morning. Whatever has not been claimed by July 31st, we will donate to non-profits and other ministries in town that could benefit from the items.

Rules and Communication

First, check your junk email to see if the Camp emails (either from CampDoc or from Stonegate) have been removed from your inbox by your spam filters. If so, please add the following email addresses as: “safe senders”: Stonegate Fellowship via CampDoc.com (noreply@campdoc.com); hannah@stonegatefellowship.com; camp@stonegatefellowship.com. If you cannot find any Camp-related emails anywhere, either in your junk email or other inboxes, please email camp@stonegatefellowship.com to make sure that your correct email address gets added to our email lists.
Drugs, alcohol, any form of tobacco, e-cigarette, vape, any type of firearm, knives, or any other kind of weapon or explosive are not allowed. Also, campers are not allowed to bring any type of cell phone, computers or electronic games or equipment.
No. Students and children are not allowed to have cell phones (or iPads / tablets, computers, video games, etc.) with them while at Camp. Students who attend SGY Camp are allowed to have cell phones ONLY while riding the buses to and from Glorieta. 30 minutes prior to students arriving in Glorieta, cell phones/electronics are gathered and stored for the duration of SGY Camp, and then handed back to them when they load the buses to leave Glorieta. Children are not allowed to bring any electronics to SGKids Camp, whether on the buses or at Glen Lake.

Cancellation Policy

If you need to cancel your camper’s registration, please email the Camp Office (camp@stonegatefellowship.com) to let us know. Our Camp team will then process your cancellation through CampDoc. Any cancellation before the end of the business day on May 17 will be refunded all paid Camp fees minus the $50 non-refundable deposit. Any cancellation after May 17 is non-refundable from Stonegate.

Protection Plan

The Protection Plan is a form of travel insurance that is offered through a third-party insurance company, Arch Insurance Solutions. If purchased, it acts as secondary medical insurance if emergency medical costs are incurred while your student or child attends one of our Camps. It also serves as “trip” insurance in the event of last-minute cancellation due to a death in the camper’s immediate family, major sickness or injury that prevents the camper from attending (must be certified by a physician), or a major natural disaster where you live that prevents your camper from attending Camp. The Protection Plan is optional and not required for registering your child or student for one of our Camps. The Protection Plan would only be beneficial to you if you end up cancelling after our cancellation deadline (May 17) for one of these listed reasons, since we provide refunds up until the deadline. Any cancellation after May 17 is non-refundable from Stonegate.

Payment Policy

Final payment is due no later than April 30, 2019. If all registration fees are not paid by the deadline, Stonegate Fellowship reserves the right to cancel the camper’s registration and refund all fees paid up to that point, less the $50 non-refundable deposit. If you have questions or need to visit with us regarding this policy, please send an email to camp@stonegatefellowship.com before April 30th so we can work with you and ensure that your camper can still attend Camp. *Any extra fees that are incurred due to insufficient funds or disputed charges are the sole financial responsibility of the payer, not Stonegate Fellowship, and must be resolved and paid immediately to ensure that the camper can attend Camp.

Prohibited Items Policy

The following items are STRICTLY prohibited at Stonegate Fellowship, on the buses to and from Camp, and while on Glorieta’s and Glen Lake’s campuses: Drugs (both illicit and prescription-strength that have not been legally prescribed to the student) Tobacco - including cigarettes, e-cigarettes (vapes and juuls), dip, chewing tobacco, or any other form of tobacco Firearms, knives, or weapons of any kind Alcohol
Anyone found in possession of any of the above listed items will be brought into a conversation with our law enforcement representatives and may be faced with immediate expulsion from Camp. If there is reasonable suspicion that a student is in possession of drugs, alcohol, tobacco, firearms, knives, weapons or any other illegal item, our law enforcement officers will first have a conversation with the student in question and ask them to surrender the prohibited item(s). If the item(s) are not surrendered, our law enforcement reserves the right to search the student's room and belongings to find the prohibited item(s), since they are illegal and pose a significant threat to not only the student in question but all other students and leaders at Camp.

Abuse and Violence Policy

We have zero tolerance for fighting, bullying, violence, mental abuse, verbal abuse/harassment and sexual harassment of any kind. Any student who is suspected of being the instigator or perpetrator of any of the above listed abuses will immediately be removed from whatever activity they are participating in at Camp and brought into a conversation with at least their small group leader and shepherd leader of the grade so the facts of the allegations can be determined and an appropriate action can be taken in response that will be best for all parties involved. If the suspected abuse is sexual in nature - whether verbal or physical - the student in question will be brought into a conversation with our law enforcement officials and, if necessary, an investigation will be opened to determine the best course of action to take in the best interest and safety of all persons involved.

Withdrawal Policy

Stonegate Fellowship reserves the right to dismiss any camper whose influence and conduct becomes detrimental to the best interests of the other campers and/or leaders. No refunds will be given for dismissals or withdrawals. *Withdrawal due to illness or injury: If a camper needs to be withdrawn from Camp due to an illness or injury, the parent will not be issued a refund for the days that the camper misses. Regardless of the reason, any cancellations or withdrawals after Camp begins will adhere to our Cancellation Policy.

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