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We all just want to be happy campers, right? And we’d hate for any guest to be hurt. Preventing injuries and losses protects the people you serve —and your ministry.  It also makes it easier to find affordable insurance coverage. In a difficult market, this is important even if it’s not the main goal of loss prevention.

The basics of loss prevention are fairly simple:

1. Understand the potential risks.

2. Formulate a plan to reduce the chance of loss.

3. Establish policies and procedures.

4. Conduct training (and retraining).

5. Apply the policies consistently.

6. Update the plan to conform with changes to laws and regulations and new exposures.

Property presents a particular challenge to camps. Remote locations and traditional construction types make fire a particularly difficult exposure. This is especially true for camps in the Western states when it comes to wildfires. Redwoods insurance has an excellent Wildfire Risk and Hazard Checklist that has tips that apply to general fire prevention as well.  

Over 96% of the dollar value of claims paid by UMI over 14 years were for property losses. As would be expected, most losses were related to storms.  Wind and hail accounted for about 59% of all reported claims.  While we will always have weather events, we can mitigate losses.  We have seen situations where claims were denied or exacerbated by things that care and maintenance could have improved or eliminated:

• Ensure that your roof, eaves, flashing, and gutters are maintained. Damage caused by water that enters a building is only covered if it does so through an opening created by a covered peril.

• A newer, well-maintained roof may also reduce the likelihood of disputes with insurance carriers over the cause of interior damage, possibly speeding up the resolution of claims.

• Keep drains and sump pumps clear of debris and in good working order.  If possible, provide a back-up source of power for your sump pump in the event of a power failure that often accompanies severe storms.

• Keep large trees clear of your roof and ensure that dead limbs are removed.  This can be expensive, but it can prevent a loss – the greater your deductible, the greater the risk to your camp’s finances. This may be difficult in heavily wooded areas but do as much as you can to have good clearance from trees and tree lines.

• Another potentially expensive fix is to make sure that there is proper drainage around your buildings.  Water entering under doors may not be covered. This was the number one source of property claims being denied by UMI.

Leaks and overflows were the third leading cost of claims.

• Leak detection alarms have become less expensive and widely available. More expensive systems can automatically shut off water when a leak is detected. These systems should be professionally installed for best results.

• Frozen pipes can cause significant damage.  Insulate any exposed pipes, make sure there is sufficient heat in the building, open cabinet doors, and let water drip.  If you attempt to thaw a frozen pipe, use a hair dryer not a torch.  Please, do not stand in water while doing so! 

A 2006 study found that there were 1.15 adverse events (injuries and illnesses to us non-academics) for every 1,000 camper days. 68% were illnesses and the rest were injuries. Cuts, scratches, and scrapes were the most frequent injuries (33.3% of injuries) followed by fractures (14.6%) and sprains/strains (10.4%).

Given that illness is twice as likely to happen than injury, it’s an important point of emphasis. This was certainly driven home in our recent pandemic experience. Education is key. If campers and staff show signs of illness, they should stay home or be separated from others. It’s one instance where not sharing is caring.

Good hygiene, food safety, and keeping sick people out of the kitchen are basic precautions. Teaching people to wash their hands, encouraging them to do so, and providing adequate places to do so are best practices.

Slips, trips, and falls account for close to 30% of all injuries.  Here are some steps to take:  

• Make sure that all outside walkways and parking lots are clear of water, ice, snow, and debris.

• Store all equipment and belongings properly when not in use.

• Repair all broken or loose stairs and handrails.

• Give immediate attention to all uneven surfaces to eliminate trip hazards. Place brightly colored warning signs where repairs are still pending.

• Keep interior doorways, floors, and aisles dry and free of obstacles.

• Provide adequate lighting in all interior and exterior walkways and parking lots.

• Properly secure electrical cords, mats, and loose flooring.

• Ensure that staff are wearing appropriate non-slip, closed-toe footwear.

Head injuries represent a significant risk to long-term health. Proper head protection should be provided for all activities where it is appropriate (e.g. horseback riding and zip lining).  It is also important to provide proper surfaces in play areas and to reduce the impact of falls.

Cuts from sharp objects, such as knives, account for up to 17% of injuries. Make sure that everyone with access to knives understands how to properly use and store them.

• Always use a sharp knife 

• Use a cutting board

• Always keep the point of the knife on the board and lift the handle to cut

• Hold the food in one hand (with fingers held back like a claw) and the knife in the other

• Never leave knives in the sink – always keep them clean and properly stored

• Keep them clear of the edge and don’t try to catch them if they fall

• No horseplay

Fatigue and free time are other sources of injury. Be sure to allow ample time for rest and recovery and have systems in place to make sure that free time is used appropriately. Above all, make sure that when it comes to good behavior, your staff is leading by example.

One article won’t make you a loss prevention expert. The keys to loss prevention are knowing your risks, developing a plan, and implementing and updating that plan.  Your colleagues, your insurers, and the internet are great no-cost sources of information and resources.  An active loss prevention program helps protect your ministry’s people, property, and finances.

A chorus of birdsong floats through the canopy above and grasses and forbs (wildflowers) stir in silent accord with the soil below. As guests meander through the wild spaces stewarded by UMC camps and retreat centers, a deep sense of interconnectedness and wonder begins to overtake whatever frustrations or anxieties they may have brought with them on their journeys. As racing minds subside and become more attuned to the undersong of Creation, our guests begin to perceive the current of the Holy Spirt at work, always flowing, not just around us, but through us. 

We all know countless iterations of this experience that have happened at our sites. We also know that these experiences sometimes happen despite our best made plans, not because of them.  As camp and retreat ministries, we live close to these wild spaces that offer wisdom, beauty, and sacred connections to God that transform us into a new way of life. As leaders in ministry, we are not only called into communion with the spaces we inhabit, but we are also called to share with others and invite them to experience that same connection with Creation. This can be where things get daunting. 

“Where do I start? What does “Creation Care” actually mean? How do I fund new programs? Do guests even care? Am I actually doing anything for the planet?” I propose that the next right step to take is the one that you can do faithfully. Oftentimes, outward-facing programs like environmental education and recycling come to mind when “Creation Care” is mentioned. When run well, programs like these connect countless guests each year to new understandings of our relationship with the spaces we inhabit and practices that protect those spaces. I am forever grateful and proud of the ministries that are able to pull off programs likes these. At the same time,  the reality is that many of our sites aren’t able to support programs like these for financial, cultural, or infrastructure reasons. That’s okay! This doesn’t mean your role in Creation Care is any less meaningful.

There are many ways we can live out our call to be good stewards and inspire our guests to wonder about Creation. Actions as small as providing maps for guests to walk trails, may become the catalyst for guests to create new connections with Creation. Recycling may not be feasible in your area, but reducing and reusing waste is a practice in which we can all continue to grow. Do what you can. You may not have an experienced naturalist on staff, but there are always scientists and educators (or authors of this article) who would love the chance to come to your site to study and teach you about the unnoticed creatures that call your site home. Who are the untapped experts in your circles who could be a ministry resource? You may not be in a place where a formal environmental education program is viable right now, but you have ecosystems on your site that you are able to responsibly manage. Is there one new step you could take this season to be a more informed caretaker of the web of life right where you are? Every small step towards God’s wildness is a worthy step to take and brings us closer to to Creator, Sustainer, and Redeemer of all nature.

Jeff Wilson is the Assistant Director at Camp Lake Stephens (MS). He holds a degree in Biology and Earth System Sciences from the University of Alabama - Huntsville. His love for camp began after his freshman year in college when he joined the CLS summer staff as a counselor. Four summer seasons later, Jeff made the commitment to go into camping ministry full time. In addition to spending time with spouse Emily and baby Jude, he enjoys spending his free time hiking and photographing wildflowers. Jeff is a student in the Compass Points Certificate Program and volunteers on the National Gathering Design Team.

This week we feature 5 more projects funded by the 2022 Ministry Impact Grants. Eighty-six United Methodist camp/retreat ministry projects from around the United States received a total of nearly $2.5 million in grants from a private foundation. The impacts will continue to ripple out as those ministries steward the gifts for future sustainability.

View the full 2022 Ministry Impact Grant Report

We continue to celebrate the vision, hope, and expanded ministry reach represented in these project reports. Thanks be to God!

RV Sites Upgrade at Ocean Park Camp & Retreat Center (WA)

Aging infrastructure at the RV sites at Ocean Park posed a risk to one of the camp’s great assets: its NOMADS volunteers. The ministry is especially grateful for support for this behind-the-scenes and hard to fund, but very necessary project. Upgrading the RV electrical system allows Ocean Park to provide safe space and good hospitality to vital volunteers who help to maintain the site year after year. 

Marketing Strategy at Camp Uskichitto (LA)

Uskichitto’s grant funded the creation of a comprehensive marketing strategy. The ministry staff grew in their marketing skill set and were challenged to trust in God’s leading as they are faithful to the mission. The camp engaged a professional videographer, adopted new social media strategies, created ad campaigns, made web design improvements, and more. Retreat business has doubled since 2021, and they are excited to see how the outreach improvements will impact summer camp numbers. The impact of this marketing plan will continue far into the future to help Uskichitto keep touching hearts and making disciples for Christ.

Managing More Ministry at Olmsted Manor (PA)

The acquisition of a reservation software system enabled Olmsted Manor to transition from antiquated manual record keeping to a much more efficient electronic data keeping and payment system. It feels like the ministry has finally stepped into the 21st century! The new reservation system has  improved every aspect of retreat center hospitality encounters, from individual and group reservations to housekeeping, food service, and maintenance coordination. The impacts of data collection will flow out into fund development and marketing, as well. The small staff now has a wonderful tool to help them communicate and coordinate their work for greater efficiency and higher quality guest experience.

Restroom Renovations at Mount Eagle Retreat Center (AR)

Before completion of this vital project, groups with individuals who need

ADA restrooms would not have been able to stay in Kaetzell Lodge. Other groups preferred not to stay in Kaetzell because the restrooms were not private. The new, renovated restrooms now provide for guest needs and are in accordance with safe sanctuary guidelines for youth groups. It was exciting for this small, rural site to engage volunteers and professionals in a project of this scope. Now there is new inspiration for additional upgrades to make the lodge an even more welcoming space for retreat groups. 

Solar Array at Luccock Park Camp (MT)

To be a safe sanctuary of Christian hospitality, renewal, and learning within God’s natural world includes setting the example of caring for Creation. The new solar array allows Luccock Park to reduce its carbon footprint as well as reduce expenses for greater financial and environmental sustainability. They are already seeing credits on their monthly utility bills! Camp constituents are thrilled with this new ministry asset.

Even with the best planning, things inevitably go wrong. It might not be your fault when they do, but it will be your responsibility. Do you know what to say when the worst happens?

Tic Tac Toe Marketing works with camps to build Crisis Communication Plans so that when something bad does happen you know exactly what to say. From nuisances like bed bugs to the unthinkable, crisis hits every camp eventually. We don’t like to think about the worst, but when we plan for it we limit the fallout and walk away with less damage.

It’s bad enough when a child is injured at camp or a staff member is accused of sexual misconduct. It’s all of our worst nightmares. You may know what to do when it happens. You may have a plan of action through Safe Sanctuary or an emergency response plan. But those plans only deal with the event itself. What about what comes after? Public relations issues will inevitably arise and you will need to answer questions like: how could you let this happen? Why didn’t you do more to prevent this? What will you do to prevent it from happening again?

With a Crisis Communication Plan from Tic Tac Toe Marketing, you’ll know exactly what to say and who’s supposed to say it. Every member of your staff will understand their role in the conversation surrounding the event, even if it’s just staying silent. This will prevent your camp from being defined by your worst day and enable you to return to your best days. 

We want to help you. We have the Crisis Communications Plan written and are ready to customize it for your camp. All we need is an hour of your time and we can send you a completed plan, ready for use. And, to support United Methodist Camps and help you continue your powerful  ministry, we’re offering $150 off to any camps that call today. That means that you get your complete Crisis Communications Plan for only $600. 

Learn more at https://www.tictactoemarketingforcamps.com/crisis-communications-for-camps/

Casey Fuerst

Tic Tac Toe Marketing for camps

www.tictactoemarketingforcamps.com

casey@tictactoemarketing.com

612-979-3915

This week we feature 5 more projects funded by the 2022 Ministry Impact Grants. Eighty-six United Methodist camp/retreat ministry projects from around the United States received a total of nearly $2.5 million in grants from a private foundation. The impacts will continue to ripple out as those ministries steward the gifts for future sustainability.

View the full 2022 Ministry Impact Report 

We continue to celebrate the vision, hope, and expanded ministry reach represented in these project reports over the coming weeks and months. 

Cal-Pac Annual Conference, Retreat Visioning Launch 

The California-Pacific Annual Conference of the UMC used its grant funding to establish vision, goals and a plan for Retreat Ministry in the conference. Four pilot retreats were offered in four of the Cal-Pac districts, along with a retreat for the Visioning Team, which collected extensive evaluative data. Two day retreats for children and youth, referred to as “Camp on the Go,” were offered at two local congregations, facilitated by young adult interns. A new website was launched to promote spiritual retreats, and current and future retreat sites within the conference were assessed. The team eagerly shared the new Retreat Ministry Vision: To offer a banquet of spiritual nourishment with retreat ministry offerings to any person in CalPac who is experiencing a spiritual hunger. And the Mission Statement: To encourage and equip people within the CalPac Conference to retreat from the world into sacred space to connect with God and find balance, returning to the world renewed.

Chestnut Ridge (NC), Dining Hall Expansion

Chestnut Ridge was able to enclose the patio of the dining hall to provide 1100 square feet of additional dining and meeting space. This grant award inspired other major gifts and strengthened the overall donor base. The additional space positions the ministry well for future growth, enabling a greater capacity for future generations to reconnect with God, nature, and one another through the camp experience. 

Camp Horizon (KS), Septic Consultation

Horizon hired a sanitation consultant to review the camp's existing

waste treatment facilities and provide recommendations for expansion and

replacement. This much-needed work would not be appealing to many donors, so it was especially wonderful to have support from the grant. The information gained will guide future facilities planning and long-term sustainability for the ministry.

Camp Mechuwana (ME), Art Center Construction

Camp Mechuwana's plan to become a more sustainable facility included replacement of its “summer-only” Art Center with a facility that would accommodate multiple year-round uses, enabling expansion of the art program and use by second-season guest groups and the local community. The grant funded phase one of the building project, including 

architect design, permitting, earth/groundwork; foundation, roofing, insulation, and new electrical service. This momentum galvanized new and existing donors and partners, moving the ministry from "Covid survival mode" into new vision for the future. 

Lake Junaluska (NC), Confirmation Retreats

Grant funding enabled Lake Junaluska Youth Programming to develop and deliver a 3-day confirmation retreat for 75 Southeast Jurisdiction youth, including marketing, band, speakers, materials, and planning. The revenue from the event will be re-invested in future Confirmation Retreat weekends. The Confirmation Retreat celebrates and honors the step into faith at the completion of the confirmation journey. Youth engage with scripture, testimony, United Methodist history, and the goals is to send them forth encouraged, empowered, and connected with their fellow confirmands. Prior to the pandemic, confirmation retreats were led by an outside organization. This investment will allow Lake Junaluska to meet this programmatic need in-house and carry it forward with a broader reach for future generations.

Watch the blog for more of these in the coming weeks and months.

It's going to take a while to share all of the Ministry Impact projects!

Last year, the UMCRM community was blessed with a $2.5 million dollar grant to fund 85 projects at United Methodist camp and retreat sites across our network. At the time it was understood to be a one-time grant opportunity. But we have received a very exciting piece of news: Because of the excellence and integrity of this community’s ability to steward last year’s grant, the granting foundation has decided to expand its support of UM camping and retreats with an additional $1,000,000 for distribution this year. Together, the UMCRM community will once again leverage this generous gift to strengthen the long-term ministry impact of our individual sites. 

Any United Methodist camp and/or retreat ministry organization is invited to submit a grant proposal for funding a project at its location(s). The goal of this funding is to move our ministries toward lasting missional impact. Knowing that all of our ministries are different and the needs at each site are unique, grant proposals are not limited by the amount requested nor for what purpose. However, it is important to note that the grantor's goal is to fund as many projects as possible. While project types are not limited, there are a few requirements to keep in mind as you consider applying for a 2023 Ministry Impact Grant. 

• All grant-funded projects must be completed by May 31st, 2024. Any funding that is not spent by May 31st, 2024 must be returned to the Association. 

• All proposals are due by midnight on Friday, April 28th. 

• Proposals must be no longer than one page and submitted as a pdf through the Proposal Submission Link. Proposals longer than one page will not be considered.

• A Project Report will be required at the completion of all grant-funded projects.

The selection group’s priority is to ensure the funding makes as broad of an impact as possible. Projects should be summer camp- or retreat ministry- specific; after school programs were not funded last year. Proposals should also be written for specific projects or initiatives; camperships and general budget needs were also not funded last year. The selection group will be looking for the following information in the proposals:

• A summary and timeline of the project.

• The dollar amount required to complete the project and the total amount being requested.

• The outcomes or impact that this project will have on the long-term effectiveness of your organization.

• While not required for funding, the grantor is encouraging applicants to use this grant as a way to engage additional donors through matching challenges for the proposed project.

As we learned last year, not all project proposals will be funded; however, this opportunity comes as a renewed blessing to our whole community. When any of our ministry organizations are strengthened, we are all strengthened. 

Proposal Submission Link

Please direct grant related questions to Jessica Gamaché.

As temperatures begin to warm (for some of us), we start to get out and about around our sites to make note of preparations that need to be made for summer. One area that can be quite daunting to inspect is our ziplines and challenge courses! For many of us, these programs carry our sites’ greatest risk and liability, so we want to be especially diligent to ensure their safety. The inherent risks associated with our challenge courses do not mean we have to leave every task to our yearly inspection. In fact, only paying attention to the condition of your course once a year could leave your site open to liability lawsuits if an accident occurred. The good news is that many of items on the checklist below can be done by any trusted staff or maintenance crew member. Many of these tasks are very quick, very easy, and can even wind up saving you money over the long run! I hope these questions can help you frame your management and preventative maintenance schedules on your challenge course / zipline / rock wall beyond your yearly inspection.

Gear:

• Everything still in good shape?
• Anything obviously broken?
• Are your ropes free of knots, glazing, sheath damage, frayed ends, etc.?
• Have you had any winter visitors in your gear boxes or gear sheds?
• Did any of your gear “age out” over the winter?
• Do you have a reliable vendor to replace your gear?
• Lead times for buying gear are getting longer and longer!
• Have you set up a gear log?
• Keeping track of how old your gear is important! Many manufacturers have specific guidelines on retirement ages.
• Have you set up a user log?
• Keeping track of how often your course is used and who is facilitating it is important information for thinking about wear and tear!

Staff / Process:

• Have you scheduled a yearly inspection?
• Have you planned in-service training / refreshers for you or your returning staff?
• Have you set up training for new staff?
• Were there any issues you identified last summer with the process for your course?
• Trip / hazards, elements too easy / hard, sequences that didn’t quite work out?
• Anything you want to change or try new?

Elements:

• Are there any obvious signs of damage or intrusion to your course? Human made? Natural damage?
• Are your warning signs and preventative access measures still in good shape? (Signs, locks, doors, etc.?)
• Any woodpecker holes on poles or wooden elements?
• Are there any trees or tree limbs that might need removal from around your course or zipline?
• Are there any obvious rust spots on cables or metal equipment?
• Have you waterproofed your wooden decking recently? You can do this with deck sealer products like clear Thompson’s Water Seal.
• Does any of your wood decking need algae removed? Water and a new plastic bristled scrub broom do wonders!
• Does any of your wood decking need replacing? Replace like with like and use treated lumber!
• Are there any nails that have backed out?
• Are there any rock holds that are loose?
• Do you have a supply for wood chips?
• Have you spoken with your Inspector / Builder about any problems you have encountered?

Jeff Wilson is Assistant Director at Camp Lake Stephens in Oxford, Mississippi. Thanks, Jeff, for creating this handy checklist and for helping our colleagues also address "spring cleaning" their challenge course areas. We're all in this together; UMCRM is blessed that our members so willing share their time and expertise. 

When we hear the letters “A, C, A”, many of us cringe:

• “It’s our year to be visited and I haven’t started yet”
• “It’s so expensive!”
• “We follow their guidelines, so accreditation doesn’t really matter.”
• “There’s not much there for faith-based camps.”
• “I can get all the resources I need through UMCRM.”
• “Been there, done that!”

Yes, yes, yes, yes, yes and yes – AND it is still important to stay in touch with the American Camp Association as the standard, leader, trendsetter, and advocate for our industry. We are a ministry first, but we also participate in the marketplace of commerce and ideas that is an industry that spans the globe involving 15,000 day and overnight camps, 26 million children and youth served and 1.2+ million staff.

Full disclosure: I served on the National Board of ACA for six years, I am a standards visitor, a donor and I am committed. I serve an organization now that must stretch a bit financially to participate fully, yet there are many ways to engage in the resources of ACA without spending much money.

The most recent ACA National Conference in Orlando was attended by 1700+ persons over four days with keynotes, workshops, forums, vendors, and many sideline conversations. I always find it valuable to share with our professional colleagues who don’t necessarily work for faith-based camps or even nonprofits (many of these are self-sustaining, market-based enterprises with a similar mission) – that camp changes lives – yet many operate without a safety net of a parent organization. And there are so many young people, increasingly diverse, more and more each year, who are called to this mission and have such great enthusiasm and ideas. It is energizing and hopeful.

What were the key learnings from this year’s ACA National Conference for me?

1. Day camps are the trend and the key to a sustainable future. Many attendees who operate both have seen a decline in overnight camp enrollment and an increase in day camp enrollment. Parents are less likely to send their campers overnight or a place far away than they are to put them in a local day camp which can provide a meaningful camp experience. This is especially true for urban parents and parents of color – they want local.
2. Intergenerational events are also on the rise – people want to spend time away as families and feel safer and happier doing so, even sharing with other families, grandparents, aunts/uncles, cousins, too!
3. Attendees from faith-based camps did meet for breakfast and conversations about what we have in common. About 24% of ACA membership is faith-based and there is a continuing desire to have a stronger voice. ACA can provide the unique opportunity for interfaith camping conversations among Protestant, Catholic, Non-Denominational, Jewish, and Muslim camps. We share a common scripture and basic theological perspectives on caring for creation, working for justice, the love of neighbor, and care for all God’s people. Yet we face the growing societal bias against organized religion, some based on real trauma, hurt and fear. We seek a way to communicate who we are that corrects misconceptions and emphasizes common values.

Note: I led a workshop at the ACA Conference in Orlando last month on using summer camp curriculum and when I got about 20 minutes into the presentation and it was revealed that I was from a faith-based perspective, about half of the attendees in the workshop walked out! It was in the description, but not that clear. The 23 who stayed had a good time, I think!

4. Networking with hundreds of vendors again helped me realize how large our industry is and new innovative ways entrepreneurs are seeking to resource us with new ideas and products. There are more and more choices for registration software, insurance, training modules, consulting, apparel, and activities-based equipment! Even if it isn’t affordable, visiting with the vendors helps to generate ideas of how to do it ourselves.

5. The two best workshops were a forum of day-camp leaders that involved shouting out challenges and the community of leaders offering ideas of support and solution. So full of energy! The other was the best staff training workshop ever, attended by almost 200 people – showing how to best organize the subject matter and time. It was led by Kim Aycock (you can find her online).

So, what can we do to stay in touch with what ACA has to offer?

A. Join as a member – first timers are free – which opens a huge box of resources on the website and beyond.

B. Attend your local ACA gathering, which usually happens once a year. You meet the folks doing camp in your area and get a sample of what the national event has to offer. It’s usually not too costly.

C. Become a visitor. An associate visitor is the way to start – you just help the main visitor yet gain the whole experience of visiting a different camp and going over the details to refresh your operation.

D. If you are not accredited, create a timeline towards a time when you will be. There is great help from the ACA staff including phone consultations, pre-visit visits, and online resources. As most of us are more about ministry than details, this helps so much in getting together what we need to do. And UMCRM Association membership gives you a 15% annual organizational discount on the cost (and 50% off for those being accredited for the first time!)

E. Since there is no UMCRM National Gathering in 2024, why not put aside some money each month and plan to go to the next National ACA Conference February 6-9, 2024, in, wait for it…New Orleans!

Rev. David Berkey is Executive Director of Michigan Area United Methodist Camping. He is an active member and longtime supporter of the UMCRM Association, former ACA and UMCRM Board member, and a lifelong advocate for Camp and Retreat Ministries. Thanks for sharing your insights, David! 

What is an exciting addition to your camp? Is it your returning alumni, an amazing week of planning, or volunteers coming back? One of my favorite additions to my camp is international staff, but I am biased, being originally an international staff member myself. 

How it all started

A little back story about me… I am originally from Northern Ireland. Back in 2009 a friend suggested going to an American summer camp since I needed experience with kids for my college program. At first I thought I could never do that, as I had never been away from home for more than a week (let alone 10 weeks)! But I jumped on the opportunity and signed up. I got placed at Aldersgate Camp and Retreat Center in Rhode Island in December 2009. I did my pre-camp training, started talking to other staff members, and was really excited about going to camp in the United States. 

When my extremely long day of traveling started, I said "bye" to my parents at the airport, boarded a plane, and went to London where I got on another plane to go to Boston, MA. When I got off in Boston, I had to get to South Station (keep in mind, I had never been to America before). Wandering around with a map, trying to work this all out (not my strong suit), eventually I got on two trains and then boarded a bus to head to Providence. When I got off the bus it was around 10 pm. I was exhausted after traveling over 18 hours. I was greeted by a person (not in a staff shirt) who said, “You Megan?” I said “Yes?” to which they said “Great, let’s go to camp.” Did I know this person? NOPE! Did I go anyways? YUP! Stupid, I know. We got to chatting in the car and we went to Dunkin. I remember they asked, “You want anything?” I was so overwhelmed that I said, “Mmmm okay, I will have a hot chocolate.” I didn’t have a clue what to order.

We drove for what felt like forever! We got to camp around 11:30 pm and I arrived at a cabin. I was introduced to everyone in the cabin and shown my bed. Then they turned the lights off. I hadn’t opened my suitcase or been shown where the bathroom was. I laid down in the clothes I had traveled in because I didn’t have a flashlight in my backpack. It was in my suitcase. 

It was 4 am when I finally texted another UK staff member and asked if they were awake, which thankfully they were. They were able to show me around the camp… at 4 am. What an awful start, right? BUT I had the best experience that summer. The staff were great, the campers were great, and I was so excited to come back the next year; which I did for many summers.

Why do I start with that? This is some of what NOT to do! The international staff go through a lot to get to camp, between so many interviews with their agencies, visa interviews, your interviews. In addition, they have to think of what they are going to do if they don’t like it, what they should bring, etc. 

I am getting ahead of myself.

Why should camps consider hiring international staff members?

There are a million great reasons, but here are a few from my perspective: They bring different cultures to your camp, they bring different skills, and give our campers different insights. Not all our campers are originally from the States, so you might have a staff member who can connect with a camper where otherwise that might not have happened. 

Where do we find international staff?

Aldersgate uses Camp America, IENA, Wildpacks, Camp Leaders/Smaller Earth, and CCUSA. They are great to work with. During the hiring process, be honest with your international staff. They typically get paid less, as camps do have to pay a fee to the agencies. I didn’t know this until my third summer. We include this on their contract so we establish honesty right from the start. 

How to do better

Pick-up can be a scary experience. Thinking back on my first pick-up, it could have been a really unsafe situation. Now at Aldersgate, I make sure our staff knows who is getting them. How? Easy! I send the staff member a picture of who is picking them up. The pick-up person will have a sign with the staff member’s name on it and I even send what kind of car they should be getting into. In 2020, I sent a staff member my pictures and said I will be in either the camp car or my personal one, depending on if it is hot or not (as the camp car does not have a/c). It sounds silly, but it can calm some nervousness they may have. Back in 2009 I would have loved to know who was picking me up. If you’re not sure which of two people will be picking them up, send them both! Please ask your staff that you are picking up if they want food. Give examples of the food that is around, as they might not have eaten in a very long time and probably aren't familiar with your local food options. 

Our staff in 2018 created a video tour which has been an amazing addition to our pre-staff arrival. It doesn’t just help our international staff, but all new staff to have some idea of where things are when they arrive and what to expect. 

Your sponsoring agency will have resource people at every stage of the process who are there to support you and the international staff member pre-summer, during, and after the summer. You just need to ask.

If your camp is new to hosting international staff, Megan is more than willing to provide advice and support to fellow UMCRM leaders. This is a special area of expertise for her and she is happy to help others to do it well. Thanks, Megan! You can reach her at megan@campaldersgate.com.

This week we feature 5 more projects funded by the 2022 Ministry Impact Grants. Eighty-six United Methodist camp/retreat ministry projects from around the United States received a total of nearly $2.5 million in grants from a private foundation. The impacts will continue to ripple out as those ministries steward the gifts for future sustainability.

Learn more about the 2022 Ministry Impact Grants

We continue to celebrate the vision, hope, and expanded ministry reach represented in these project reports over the coming weeks and months. 

Marketing and Branding Initiative at Blue Lake (AL)

The grant enabled Blue Lake Camp to develop a strategic communication and outreach plan that is already bearing fruit in increased interest in its programs and facility. The ministry is reaching new people, and their new logo better represents Blue Lake and tells its story. The new website makes it easier for individuals to connect and to learn about the camp. This investment was an incredible boost in recovering from the challenges of the pandemic and will continue to expand Blue Lake’s ability to impact lives with the love of Christ well into the future.

Future Staff Residence at Butman Camp (TX) 

Staff housing is one of the hardest needs to raise funds for, and yet without adequate housing it is difficult to recruit and retain qualified full-time staff. Butman Camp had been working on a major housing renovation project for a year when the Ministry Impact Grant greatly accelerated its completion. Praise God for this investment in the future of Butman Camp’s leadership.

Project BRIDGE at Wesley Acres (ND)

Wesley Acres had just begun fundraising for this bridge that had been a dream for seven years when the Ministry Impact Grant opportunity arose. The grant allowed that dream to become reality in a short time frame, helping to fulfill the camp’s mission of providing access to all our campers regardless of mobility. The new bridge crosses the creek to the challenge course area and includes an observation deck with a new ADA ramp to the Chapel. These improvements are integral for camper safety, both removing the need to walk along the highway and allowing faster access to emergency services without the need to hike out.

Waterfront Improvements at Twinlow (ID)

The waterfront at Twinlow is an integral part of the camp experience, but the equipment and recreational features had outlived their safe usefulness. The grant funded lifejackets, paddles, and inflatable features that allow current and future campers to safely enjoy favorite waterfront activities. The grant provided impetus for the camp leadership to clarify local and state mandates regarding waterfront development as well as refine the vision for dock replacement and reconfiguration. 

Healthy Communities Project at Sky Lake (NY) 

Sky Lake Camp and Retreat Center has a goal to improve the long-term eating habits of its greater community. Serving healthier meal options to campers, guests, and visitors is one tangible way to increase overall sustainability for the next 75 years of ministry. When their kitchen returned to serving overnight guests in 2021, the food service manager added roasted Brussel sprouts to the rotation of vegetables on the menu. They observed that people are more apt to have a positive experience with Brussel sprouts when roasted—even the camp’s youngest guests love them this way. One elementary-age guest who is also a summer camper excitedly asked, “are we going to have Brussel sprouts this summer!?” With only a single convection oven, that wasn’t possible. The kitchen upgrades funded through the Ministry Impact Grant will open up new, healthy menu options, even in the camp’s busiest season. The new ice maker and double convection oven, together with salad bars and a heated buffet funded through a state health initiative, will further enable the camp’s continuing ministry of hospitality through food service.

Watch the blog for more of these in the coming weeks and months.

It's going to take a while to share all of the Ministry Impact projects!