Page 1 of 4 University of South Alabama 2015 Camp Planning Guide (Externally Sponsored Camps)
Instructions: Please read and complete the following Planning Guide in its entirety; no space should be left blank. If a question does not apply to your camp, please write in “N/A.” Your final Camp Program Agreement (contract) will be generated from the information given on the Planning Guide. The completed planning guide must be returned to USA Camps Program, Center for Continuing Education and Conference Services, 1504 Springhill Ave., Suite 2515 Mobile, AL 36604‐3273 (or by campus mail to Suite 2515, Springhill Campus). Please keep a photocopy of the Planning Guide for your files. Name of Camp: Address: Address Phone:( ) City FAX:( )
Contact: State Cell:( ) Zip Email: Camp Manager/Director: Departure:
Camp Date(s): Arrival:
Note: 2015 USA Housing rates and availability to be announced.
Classification of Campers: Resident Estimated Number of Resident Campers: Males Estimated Number of Commuter (Day) Campers: Males Estimated Numbers of sponsors/chaperones/staff: Males Commuter (Day) Females Females Females Both Total Total Total Note: University policy requires minimum ratio of 1 chaperone to 10 campers. Indicate Group Age of campers (check all that apply) 15‐18 19‐21 6‐11 12‐14 Location of Check‐in/out: Dorm Gym 22+ Other (specify):
Check‐in will be by (check one): Individual Squad School Other (specify): Will the camp hold any activity such as camp registration, payment of fees at check‐in, selling camp merchandise? Yes No If yes, please list the activity and any equipment that you would like to University to provide (tables, chairs, etc): Camp Curfew (Resident Campers only): NOTE: If no curfew is designated by the camp sponsoring agency, campers will adhere to the University’s 10:30 p.m. curfew. Camp sponsors are responsible for enforcing the camp’s curfew. Page 2 of 4 Administrative Administrative rates for Non‐University sponsored camps are quoted on a per camper per day basis as follows:  Day/Commuter:$10.00 Overnight/Residents: $12.00
Days of check‐in and check‐out are considered full days. Note: This rate includes reserving requested facility space, assistance with on‐site dorm check‐in, contracting for food service, paying of program related bills for dorms, food service and other campus facilities and invoicing Camp Sponsor for total camp expenses. Additional services /requests are to be coordinated by the Camps Office and additional administrative rates will be charged. Housing (Housing Rates are pending and subject to change)
Housing is on a space available basis and is subject to approval by housing. Early planning is essential. There are a limited number of rooms that are in a dorm with interior hallways. We cannot guarantee that your participants will be housed in a dorm with interior hallways. Housing Rates: 
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Cost of $21.00 per camper per night*
Cost of sponsor/chaperone charge per night is $14.00 (1 chaperone/10 campers)
(Cost of Chaperones/staff members requesting housing over the 1/10 ratio per night $21.00)
Cost for one night camps/conferences is $26 per camper, chaperone and staff
UNLIMITED LAUNDRY ACCESS No key deposit is required by the USA Camps Program or the USA Department of Housing. However, a flat rate of $50.00 per lost key will be charged to the camp. Confirmation of your review of the USA Housing & Residence Life Summer Conference Guide
_____(Initial here) The Client, Group Coordinator, and its Group Participants agree to review the Summer
Conference Guide which is attached to this document prior to arrival and abide by all policies and regulations of
the University that are effective during the period of stay. These policies and regulations include the contents of
the Summer Conference Guide and the Code of Student Conduct
(http://www.southalabama.edu/studentconduct/code.html). The Client and/or Group Coordinator must make
certain that each Group Participant is aware of the policies found within the Summer Conference Guide prior to
arrival.
Please note the following excerpt from Housing’s Summer Conference guide as it can affect the nightly room rate:
*Housing’s VARIANCE/GUARANTEE POLICY
Groups of 300 or less: 10% Variance/90% Guarantee is permitted for groups of up to 300 participants. Example variance down: a
conference group reserves space for 300, but experiences actual registration of 260, the conference will be charged for 270
participants. There would be a charge for 10 spaces based on the rate agreed upon. Summer Conference Housing reserves the right to
reassign other conference participants to the 10 spaces for which the charge has been made. Example variance up: Conference
registers for 300 but has excess of that number, Summer Conference Housing would be obligated to provide space for up to an
additional 30 (thirty) participants only. All accommodations able to be made above the additional 10% will be billed at a rate of
$1.00/night over the current room rate.
Variance computations will be worked according to the numbers indicated from Client to Housing & Residence Life 14 (fourteen)
working days prior to the check-in date.
NOTE: Housing requires an electronic file (excel format) of your camp roster at least 14 days before the camp.
Check‐in and Check‐out Procedures: Check‐in and Check‐out times MUST be specific and closed, i.e., expressed in terms of “from….to……” (For example, “from 9am to 11am”). Check‐in and check‐out times should be between the hours of 9am and 6pm and should not exceed more than two (2) hours. Meal times should be avoided. Please remember that check‐in and check‐out times occur before and after the camp begins and ends, respectively; they are not to be confused with the beginning and ending times of the camp program. Check‐In Date: Check‐In Time ‐ From: To:
Check‐Out Date: Check‐Out Time ‐ From:
To:
Indicate your Preference for Type of Bed Space (check all that apply): Note: a double room is designated as a room with two persons, generally with two twin beds. A single room is designated as a room with one person, possibly having one or more beds. Private rooms for chaperones/sponsor/staff may be available upon request and availability. Page 3 of 4 How many Double (2 person) rooms? How many Single (1‐person) rooms? Other Please explain your request: Please check here if you anticipate any of your participants requiring ADA housing accommodations. Note: A final guaranteed number of bed spaces needed is due to the Camps office staff no later than fourteen (14) days prior to arrival date. Camper room assignments will be made by (check one): Camp Sponsor Roommate Requests USA Staff at Check‐in Will camp representative(s) want to inspect dorm rooms prior to camp check‐in? Yes No Will camp representative(s) want to inspect/verify any report of damage to dorm room(s) such as discharged fire extinguishers or necessary clean‐up for which there is a charge to the camp? If yes, that representative MUST be present at check‐out. Yes No Meals and Other Food Service In accordance with University policy, meal service and catering will be provided by USA Dining Services. Breakfast Lunch Dinner Please list number of campers per meal service: Weekends: NOTE: USA Dining Services reserves the right to negotiate weekend rates depending on the size of the camp. USA Dining Services meal times and rates are as follows but they are subject to change. Final guarantee must be provided by 3 business days prior to the start of camp. Meal times and pricing rates are subject to for 2015
Breakfast – 7:30am to 8:15am
$5.50/person Lunch – 11:30am to 1:00pm
$6.50/person Dinner – 4:30pm to 6:00pm
$7.00/person The rates are for meals served at the Fresh Food Company. Since this location is not close to Jaguar Gym it may benefit your program to have a box lunch delivered to a closer location. If so, the catered lunch may be slightly higher. Please select and rank your preferred meal times (note‐we cannot guarantee meal times): Breakfast: 7:30 am 8:00 am Lunch: 11:30am 11:45am Noon 12:15pm Dinner: 4:30pm 4:45pm 5:00pm 5:15pm Date of First Meal Scheduled: Date of Last Meal Scheduled: Total number of meal service:
@ (check one) Breakfast @ (check one) Breakfast Lunch Dinner Lunch Dinner Will your camp have any special events such as dinners, banquets or refreshment breaks? Yes If yes, please specify dates, times and menu preferences. Attach additional sheets if necessary. No Liability Release The University of South Alabama requires that a liability release be completed by each participant (or their gaurdian if under the age of 19). The liability release is attached to this planning guide for your reference. A copy for each participant is to be given to the USA Camps Office prior to the start of the camp.
Page 4 of 4 Facility Reservation and Usage Requests All facility usage requests must be in writing below, specifying dates and times of usage. For example, “Jaguar Gym on July 11, 2014, from 8am to 5 pm.” PLEASE BE SPECIFIC. 
Health, Physical Education and Leisure Services (HPELS) and Outdoor Facilities:
An HPELS/Outdoor facility usage fee of $1.50 per camper/ per day will be charged. Jaguar Gym: Please indicate if you plan to use bleachers. Yes No Note: Classrooms in the HPELS building are not available. We may be able to reserve a classroom in a nearby building. Please list your request for classroom space as near as possible to Jaguar Gym: Sports Fields: 
Classroom Buildings:
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Equipment (tables, chairs,a/v, etc): Additional equipment rental fees may apply.
 University Center – Not available for Summer of 2014 due to renovation.
Special Arrangements No Do you anticipate delivery of mail to campers? Yes
If yes, should mail be delivered to (check one): Camper or to an on‐site camp representative . Do you anticipate delivery of flowers, balloons, or packages to campers? Yes No If yes, should delivery be to (check one): Camper or to an on‐site camp representative . Other arrangements (please be as specific as possible): (Add additional pages if necessary) We will receive camp supplies, merchandise (within reason) in advance of the program. We will not accept any responsibility for its condition, etc. You will be given a specific delivery address 30 days prior to your arrival date. Liability Insurance and Sexual Abuse Liability Insurance Sponsoring Entity, at Sponsoring Entity’s expense, will carry and maintain in full force and effect, general liability insurance covering bodily injury, property damage and sexual abuse/molestation liability in a form with an insurance company acceptable to the University, with limits of liability of not less than One Million ($1,000,000) Dollars per occurrence, Two Million ($2,000,000) Dollars annual aggregate naming USA as additional insured and delivering a copy of such policies to USA Camps Office no later than four weeks prior to the camp's opening day. Printed Name Signature Date: Page 1 of 1
University of South Alabama
Release from Liability for
Camps Not Sponsored by USA
To be completed by participant's parent or guardian. The parent or guardian must sign in the presence of one (1) witness.
TO THE UNIVERSITY OF SOUTH ALABAMA:
has the opportunity to participate in
I understand that my son/daughter,
(Name)
to be held
at the University of South Alabama.
(Camp)
(Date)
I understand that travel to and from the Camp is my responsibility over which the University has no responsibility or control. Participation in the
Camp is voluntary, and the undersigned are aware of, and agree to abide by the rules and regulations of the camp. Further, I understand that this
Camp is not sponsored by the University of South Alabama or the USA Center for Continuing Education and Conference Services.
In consideration for the University of South permitting my child the opportunity to participate in this activity, I, in full recognition and appreciation
of any risks, hazards or dangers inherent in this activity to which my child may be exposed, do hereby agree to assume all of the risks and
responsibilities surrounding my child's participation in such activity, with the full knowledge and understanding that transportation to and from the
program is not the responsibility of the University of South Alabama. Further, I do myself agree to hold harmless and indemnify, release and further
discharge the University of South Alabama, and all of its trustees, officers, agents, servants and employees from and against any and all claims,
demands and actions or causes of action on account of or resulting from my child's participation in and which may result from causes beyond the
control of, and without the fault or negligence of the University of South Alabama, its trustees, officers, agents, servants and employees during the
period of the student's participation as aforesaid.
I fully understand the risks involved in my child's participation in this activity including risks in physical activities that may include swimming under
supervision of a lifeguard. My child is physically able to participate in such activities. I understand that the University of South Alabama and its
trustees, officers, agents, servants and employees assume and accept no liability for personal injury or loss of life or damage to personal property.
IN WITNESS WHEREOF, I have caused this Release to be executed on
day of
, 2015.
Parent/Guardian Signature
___________________________________________________
Witness
Date
Date
PHOTOGRAPHIC RELEASE


I authorize the University of South Alabama Center for Continuing Education and Conference Services to photograph, video, and/or audio tape my child for
promotional use of the University of South Alabama Camps Program.

I do not authorize the University of South Alabama Center for Continuing Education and Conference Services to photograph, video, and/or audio tape my
child for promotional use of the University of South Alabama Camps Program.
Signature of Parent/Guardian:
Date:
Name of Camp:
Date:_________________________________________________________
Relationship:
This form must be completed and signed to complete a camper’s registration and to be allowed to check in and
participate in camp activities