OFFICE OF EVENTS AND CONFERENCES
505 Ramapo Valley Road, Mahwah, NJ 07430-1680
Phone (201) 684-7082 Fax (201) 684-7097
www.ramapo.edu/conferences
Request for 2013 Summer Camp/Program Space
1. Contact Information (please print)
Sponsoring Organization/Group_____________________________________________________________________
Contact Name________________________________________ Phone_____________________________________
Address______________________________________
Cell______________________________________
City_________________________________________
Fax_______________________________________
State__________
Email_____________________________________
Zip Code___________________
Non Profit Organization: Yes___ No___
Have you held an event at Ramapo previously? Yes___ No___
Program Director (if known) ____________________________________________Phone_____________________
2. Event Information
a. Program Title_____________________________________________________________________________
b. Description of Program_____________________________________________________________________
c. Arrival Date__________
Departure Date__________
Alternate Dates____________________________
*for multi-session camps, please fill out # 5 on pg. 2 with all arrival and departure dates.
d. Total # of sessions _________
e. Day Program_____
# of days per session________
Residential Program_____(3 night min)
Daily Program Hours_________________
f. Program Type: Academic __ Educational __ Recreational __ Religious __ Sport __ Other_____________
g. Is this a multi-week program? Yes___ No___
If yes, continuous_____ or new session /week_____
h. Do participants pay a registration fee?
Yes____
i. Age range of participants____________
Gender of participants: M___
j. Ratio of students to counselors? _______
Age range of Counselors___________
No_____
Grant Funded_____
k. Do you conduct background checks on your staff and counselors? Yes___
F___ Co-Ed___
No___
3. Single Session Camps/Programs Only (multi-week sessions, see p. 2)
a. Start Day/ Date__________ End Day/Date__________
# participants_____
b. Daily Start time__________ Daily End Time__________ # staff/counselors____
(# Res ___ #Day___)
(# Res___ #Day___)
c. 1st meal: Breakfast___ Lunch___ Dinner___
Last meal: Breakfast___ Lunch___ Dinner___
d. Preferred Times
Breakfast_____
Lunch_____
e. Any special dietary needs?
Yes_____
No_____
Dinner_____
Explain:
*The dining rooms are only available for meals served by Ramapo Dining Services.
Alternate arrangements must be made in advance for any meal provided by an external caterer.
4. Are you American Camp Association (ACA) accredited?
Yes_____
No_____
Single Session Camps/Programs fill out # 3 (**multi-session camps fill out page 2)
MULTIPLE SESSION GROUPS only
Fill in by
the week
Start
Day
End
Day
Start
Date
End
Date
Group Name______________________
Daily
Start
Time
Daily End Times
Week 1
Day: _________
Ext Day:______
Overnight:_____
Week 2
Day: _________
Ext Day:______
Overnight:_____
Week 3
Day: _________
Ext Day:______
Overnight:_____
Week 4
Day: _________
Ext Day:______
Overnight:_____
Week 5
Day: _________
Ext Day:______
Overnight:_____
CAMPERS
#overnight
CAMPERS
# day
STAFF
# overnight
STAFF
# day
Meals and Check-In
Fill in by
the week
Check-In
Time into
housing
st
1 meal:
Check-Out
Time from
housing
Last meal:
Week 1
Breakfast_____
Lunch_____
Dinner_____
Breakfast_____
Lunch_____
Dinner_____
Week 2
Breakfast_____
Lunch_____
Dinner_____
Breakfast_____
Lunch_____
Dinner_____
Week 3
Breakfast_____
Lunch_____
Dinner_____
Breakfast_____
Lunch_____
Dinner_____
Week 4
Breakfast_____
Lunch_____
Dinner_____
Breakfast_____
Lunch_____
Dinner_____
Week 5
Breakfast_____
Lunch_____
Dinner_____
Breakfast_____
Lunch_____
Dinner_____
Preferred
Breakfast
Time
Preferred
Lunch Time
Preferred
Dinner
Time
ALL APPLICANTS FILL OUT BELOW
5. Housing Information (if applicable)
*3 night minimum
a. # Non-Staff Participants______ Type of housing preferred:
singles #______
doubles #______
b. # Counselors/staff________
Type of housing preferred:
singles #______
doubles #______
c. Preferred Check-in/out:
Check-In Hours_______
Check-Out Hours_______
d. Building Preference__________________
e. Does any staff arrive early?
Please note that RCNJ cannot guarantee a particular building.
Yes_____ No_____
Specify date and # of people______________________
f. Special needs anticipated (accommodations, etc.)__________________________________________________
Please note that an infirmary, mandated by NJ Youth Safety Standards, will be added to your
billable number of rooms reserved at a reduced rate if your participants are less than 18 years of age.
6. Do you plan to run a store or sell food/merchandise/materials/concessions? Yes_____
Describe:
No____
7. Spaces Needed Use specific names of spaces preferred if known. Include room capacities needed if possible.
Primary Spaces Needed
Activity/Purpose
Days and times
(fields, classrooms, lounges, lawn etc.)
Disclaimer: Please note that space preferences will be taken into consideration, but specific locations and times cannot be guaranteed.
8. Describe Evening Activities (if applicable)
On Campus
_________________________________________________________________________________
Yes__ No__
_________________________________________________________________________________
Yes__ No__
_________________________________________________________________________________
Yes__ No__
_________________________________________________________________________________
Yes__ No__
9. Do you plan to leave campus at any point during your stay for a trip?
Yes_____
No_____
Please elaborate___________________________________________________________________________
10. Sample Schedule (**mandatory)
Please fill out the sample schedule on the next page or attach a copy of your current schedule.
Please indicate times when your group is split into different locations if applicable.
SAMPLE SCHEDULE (Finalized schedule MUST be submitted at the 2 week pre-camp meeting)
Include daily check-in time and check-in location. Copy this sheet as needed if the daily schedules are different or attach your own schedule.
Daily Schedule
Activities
Preferred locations
Group together/split
7am
__________________________________________________________________________________
7:30am
__________________________________________________________________________________
8am
__________________________________________________________________________________
8:30am
__________________________________________________________________________________
9am
__________________________________________________________________________________
9:30am
__________________________________________________________________________________
10am
__________________________________________________________________________________
10:30am
__________________________________________________________________________________
11am
__________________________________________________________________________________
11:30am
__________________________________________________________________________________
Noon
__________________________________________________________________________________
12:30pm
__________________________________________________________________________________
1pm
__________________________________________________________________________________
1:30pm
__________________________________________________________________________________
2pm
__________________________________________________________________________________
2:30pm
__________________________________________________________________________________
3pm
__________________________________________________________________________________
3:30pm
__________________________________________________________________________________
4pm
__________________________________________________________________________________
4:30
__________________________________________________________________________________
5pm
__________________________________________________________________________________
5:30pm
__________________________________________________________________________________
6pm
__________________________________________________________________________________
6:30pm
__________________________________________________________________________________
7pm
__________________________________________________________________________________
7:30pm
__________________________________________________________________________________
8pm
__________________________________________________________________________________
8:30pm
__________________________________________________________________________________
9pm
__________________________________________________________________________________
9:30pm
__________________________________________________________________________________
10pm
__________________________________________________________________________________
10:30pm
__________________________________________________________________________________
11pm
__________________________________________________________________________________
Is there an evening curfew? Yes___ No___ When?__________
12. Wristbands
Does your group anticipate purchasing souvenir wristbands from E&C for 2013? Yes_______ No________
13. Website Listing
http://www.ramapo.edu/conferences/summer-camps.html
Blurb: RCNJ lists 2-3 lines with a website link for each group on the Events and Conferences.
This posting will appear once the organization has paid its deposit in full ($10% of the total contract or capped at $5000).
a. Returning groups: see the website for your description and resubmit with changed here if desired. If no
entry is filled in below, the same information will stand for 2013.
1) OK with 2012 description as it appears_____ 2) See new submission below____
b. New groups: review the website and submit your blurb below
1) Camp/Program Name:
___________________________________________
2) Dates (RCNJ will fill in)
____________________________________________
3) Residential_____
Day_____
Residential/Day_____
4) Brief Description including age of campers:
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Contact Information:
Website address___________________________________________
Email___________________________________________________
PLEASE NOTE
All summer camps/programs must abide by the Ramapo College policies and procedures as outlined in the
Summer Programs manual. Information is available at www.ramapo.edu/conferences
AND attend the May Summer Programs Meeting.
E-mail form to dspina@ramapo.edu
or mail to
Ramapo College
505 Ramapo Valley Road
Events and Conferences/D104
Mahwah, NJ 07430
Additional summer information is available at www.ramapo.edu/conferences
Faxes and incomplete forms will not be accepted.