Youth Mission Camp Team Fees and Policies

Team Registration Fee

Per Person Costs and Team Deposits

Adjusting Your Team Size

FAQ

Medical Insurance


Register Now – Summer 2018!

Team Registration Fee

This is a one-time, per-team fee that is non-refundable and not counted towards your total team cost. Your registration is not complete until your fee is received. Once this fee is received, you will be contacted by the ARM staff to confirm your requested mission dates and team size. Afterwards, a confirmation letter will be mailed and emailed to you for your records. Submitting your registration fee will hold your team’s confirmed dates and size for up to 30 days. Registration fees vary based on when you register:

$50 before February 1
$75 after February 1

Pay Your Team Registration Fee Online



Per Person Costs and Team Deposits

Per Person Team Fees

Each person on your team pays a per-person fee of $290.

Team Deposits

Your total team cost based on the per person fees shown above is paid in three deposits described in the section below. Please note that all deposits:

Should be paid by check and mailed to PO Box 2890 Auburn, AL 36831
Are non-refundable if your team cancels
Must be paid on time to guarantee your team’s confirmed dates and size
Must be postmarked by the “due by” date shown below

See our Team Size Adjustment Policy below for how deposits are affected by changes in your team size.

First Team Deposit – $35/person within 30 days

A deposit of $35 per person is required WITHIN 30 DAYS of your team’s registration confirmation. The first deposit due date will be indicated in your confirmation letter. Your team’s confirmed mission dates and size will be released to other teams after 30 days if this deposit is not received.

To determine how much your team owes for its first deposit, simply multiply your team size by $35. For example, if you have a team of 10, your first deposit is 10 x $35 = $350.

Second Team Deposit – 50% of remaining team balance due April 1

A second team deposit for 50% of your team’s remaining balance is due by April 1. An invoice will be sent via email on March 15 based on the team size we have recorded for your team.

Follow the steps below to determine how much your team owes for its second deposit:

Steps Example: Team of 10 in Tuskegee
Multiply your team size by your team’s per person fee based on the mission site. Total Cost = 10 x $290 = $2900
Subtract the total amount of your first team deposit from this number Balance Remaining = $2900 (total cost) – $350 (first deposit) = $2550
Divide the result by 2 to calculate your second deposit amount Second Deposit = $2550 (balance remaining)/2 = $1275

Third Team Deposit – 100% of remaining balance due 30 days prior to arrival

A third team deposit of 100% of your team’s remaining balance is due 30 days prior to your team’s arrival. An invoice will be emailed two weeks prior to your team’s due date.

Follow the steps below to determine how much your team owes for its third deposit:

Steps Example: Team of 10 in Tuskegee
Multiply your team size (which cannot be less than the size used in the 2nd deposit) by your team’s per person fee. Total Cost = 10 x $290 = $2900
Add the amounts you paid in your first and second deposits to calculate what your team has paid so far Paid so Far = $350 (first deposit) + $1275 (second deposit) = $1625
Subtract the amount you’ve paid so far from your total team cost to calculate your third deposit amount Third Deposit = $2900 (total cost) – $1625 (paid so far) = $1275

Team Leader Fees and Deposits Schedule

Date Action
Right after registration Pay your team registration fee
Within 30 days of registration Pay your first team deposit of $35 per person
April 1
  • Pay your second team depositof 50% of your remaining team balance
  • Lock in your minimum team size
  • Prepare your team’s online roster
30 days prior to arrival
  • Pay your third team depositof 100% of your remaining balance
  • Update your team’s online roster
14 days prior to arrival
  • Lock in your maximum team size
  • Finalize your team’s online roster

Adjusting Your Team Size

If your team size needs to change, contact Joe (joe@arm-al.org or 334-501-4276 x100) as soon as possible to confirm the change. Any changes in team sizes must be confirmed by phone or email by Joe. Date and capacity restrictions apply to changes in team size as described below. See the FAQs section for a more detailed explanation of multiple team size adjustment scenarios.

Prior to April 1

  • Your team size can decrease as needed. Your team will only be responsible for paying fees for the decreased size.
  • Your team size can increase as needed based on available capacity. Your team will be responsible for paying all additional fees.

After April 1 – Team Size Reduction Deadline

  • Your team size can decrease as needed, but your team will be responsible for paying all fees based on the confirmed size of your team as of April 1.
    • For example: If your second team deposit is paid on April 1 for a team of 30 and 10 people drop out the next week, your final team deposit amount would be based on a team of 30, not a team of 20.
  • Your team size can increase as needed based on available capacity. Your team will be responsible for paying all additional fees.

30 Days Prior to your team arrival

  • The team size reduction policy is the same as described above in “After April 1.
  • Your team size can increase as needed based on available capacity. Your team will be responsible for paying all additional fees as soon as possible after discussing this team size adjustment with Joe.

14 Days Prior your team arrival

  • The team size reduction policy is the same as described above in “After April 1.
  • Your team size can only increase up to 5 team members based on available capacity. Your team will be responsible for paying all additional fees as soon as possible after discussing this team size adjustment with Joe.  

3 Days Prior to your team arrival

  • The team size reduction policy is the same as described above in “After April 1.
  • Your team size cannot increase.

FAQs

How do I register my team?

Summer 2018 team registration is available now (just click to get started)! After you’ve submitted the form, check your email for a confirmation message with a link to pay your registration fee online. Your registration is not complete until your form and registration fee have been received.  You’ll be contacted by the ARM staff to confirm your dates and team size.

How much does it cost?

Team registration is $50 per team before February 1 or $75 per team after February 1. Each person on your team pays a flat, per-person fee. The per-person fee is $290 per person for Tuskegee teams and Livingston teams.

What's included in the per person fee?

Your team’s per person fees provide for all meals from Sunday dinner through Friday breakfast. It includes comfortable housing spaces with hot showers and twin beds (Livingston teams must provide their own twin-size air mattresses). Tools and materials are provided for your home repair ministry (but your team may need to bring tools too). You’ll get a planning packet and Bible curriculum for developing your team’s day camp ministry. You’ll need to provide your own day camp programming materials based on the activities you develop! This includes one snack each day for approximately 30-35 children. We’ll help you prepare your team with a 3 session pre-mission Bible study and post-mission discussion guide to encourage on-going transformation. During your service with us, you’ll experience morning and lunch devotions and evening worship services each night. Finally, you’ll get an awesome, summer staff designed t-shirt with a design based on our summer theme. Your per person fee does not provide for any transportation costs.

How is ARM spending our team's fees?

We’ve done our best to setup our camp fees in order to break even on our costs. This means that none of your team fees pay for ARM’s overhead costs. All of it goes towards the mission camp program. 40% of your team fee provides for our summer ministry team internships, 27% is for construction materials, 13% is for food, another 13% is for housing, 3% is for fuel, 3$ for a tshirt, and 1% for worship/discipleship expenses.

How do I pay my team’s deposits?

All team deposits should be paid by check and can be mailed to PO Box 2890 Auburn, AL 36831.

Are team deposits refundable if my team cancels?

No, team deposits are not refundable if your team cancels. This cancellation policy helps protect the sustainability of our ministry throughout the year, and allows our summer staff to continue serving during weeks when no teams are present due to cancellations.

When are my team’s deposits due?

Your first deposit is due within 30 days of your confirmed registration. Your confirmation letter will note the exact date. Your second deposit is due by April 1. We’ll email you an invoice on March 15. Your third deposit is due 30 days prior to your team’s arrival. We’ll also email an invoice about 2 weeks prior to the due date. “Due dates” refer to the date your deposit check’s envelope is postmarked. Check out the Team Leader Schedule above for a handy guide to deposit dates.

Will you send invoices for my deposits?

We’ll email you an invoice for your 2nd and 3rd deposits. The 2nd deposit invoice will be sent on March 15. The 3rd deposit invoice will be sent 2 weeks prior to your 3rd deposit due date.

What do I do if I need to change my team size?

Contact Joe Davis as soon as possible at joe@arm-al.org or (334) 501-4276 x100 to confirm the change. Refer to our Team Size Adjustments policy for more details on when team size changes are allowed and what impact changes have on your team deposits.

I just registered online before April 1 for a team of 30 but I haven’t paid my first deposit yet. I just heard that 10 people can’t go. How much is my first deposit?

Let’s assume your team is serving in Tuskegee with a per person cost of $290. Let’s also assume this happens before April 1. Since you now have a team of 20 instead of 30, your first deposit amount would be 20 x $35 = $700.

I paid for a team of 30 in my first deposit but 10 people dropped out. How much do I owe for my second deposit?

Let’s assume your team is serving in Tuskegee with a per person cost of $290. Let’s also assume this happens before April 1. In your first deposit, you would have paid $35 x 30 = $1050.Since your team size is now 20 and it’s before April 1, your new team total cost is $290 x 20 = $5800. Subtract your first team deposit amount from your total to get $4750 ($5800 – $1050 = $4550). Divide $4750 by 2 to get your 2nd deposit amount of $2375 ($4750/2 = $2375).

It’s after April 1, our second deposit has been paid for a team of 30, and 10 team members just dropped out. How much is our team’s third deposit?

Let’s assume your team is serving in Tuskegee with a per person cost of $290. Since it’s after April 1, your team is still responsible for paying for a team of 30. Your total team cost would be $290 x 30 = $8700. In your first deposit, you would have paid $35 x 30 = $1050. Your remaining team balance is $7650. In your second deposit, you would have paid $3825, which is ½ of $7650. Your remaining balance is now $3825. Your third deposit would still be $3825, even though your team reduced its size by 10.

It’s after April 1 and I just registered a team. How will my deposits work and can I change my team size later?

Since your team is registering after April 1, your team will use a modified deposit schedule which will depend on how soon your arrival date is coming up. This schedule will be determined by phone or email with the ARM staff. The deadline for reducing your team size without being responsible for dropped team members will be your first deposit date instead of the second deposit date.

We arrive in 3 weeks and 10 youth just told me they’d like to join our team. Is that okay?

Yes, as long as we have space available. It’s okay to add team members as needed up until 14 days prior to your arrival. You’ll need to mail a check as soon as possible to pay the per-person fees for these additional team members.

We arrive in 1 week, and 3 youth just told me they’d like to join our team. Is that okay?

Absolutely, as long as we have space available! It’s okay to add up to 5 team members up until 3 days prior to your team’s arrival. You’ll need to bring a check to pay the per-person fees for these additional team members.


Medical Insurance Policy

All your team members must have their own medical/health insurance or be covered under your church insurance. All volunteers will be required to complete a medical release form as well as a release of liability form (to be received later). Volunteers under the age of 19 must have a legal guardian signature on their release of liability form. If you need additional medical insurance you may register for mission team health insurance through the United Methodist Volunteers in Mission website (umvim.org).

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