Summit and Peak Church Registration and Payment Policy

DEPOSITS

• A $50 non-refundable deposit per spot is due at the time you request your Group Hold spots.
• All deposits are non-refundable and cannot be returned if your group size decreases or you cancel spots at a later date.
• Deposits must be paid by credit card or electronic check.
• If your church needs additional time to submit the deposit, an extension may be requested by contacting Tammy at tammy@visitponderosa.com.
• All deposits, including those with an approved extension, must be received by November 1, 2026 for Winter Camp to secure your spots.
• All deposits, including those with an approved extension, must be received by February 1, 2027 for Peak Kids Camp and Summit Youth Camp to secure your spots.
• Any Group Hold spots that have not been secured with a deposit by November 1, 2026 for Winter Camp or February 1, 2027 for Peak Kids Camp and Summit Youth Camp will be released to churches on our waitlist.

WINTER CAMP https://www.visitponderosa.com/winter-camps/

PEAK KIDS CAMP https://www.visitponderosa.com/peak/

SUMMIT YOUTH CAMP https://www.visitponderosa.com/summit/

CAMPER PAYMENTS

• Each group is responsible for tracking and managing individual camper payments.
• This allows you the flexibility to offer scholarships and organize fundraising efforts.
• Individual camper payments are not processed through the Campwise portal.
• Your church will make one final payment to Ponderosa for the total balance due for all campers and leaders attending with your group.

FINAL PAYMENTS

• Final invoices will be sent after all campers have arrived on the first day of camp so that your invoice reflects your final attendance.
• This helps eliminate the confusion that can come with preparing checks before camp when final attendance numbers may still change.
• Final payment may be made by check. Paying by check helps you to avoid unnecessary bank processing fees.
• Please make checks payable to:
  Ponderosa Retreat & Conference Center
  15235 S. Furrow Road
  Larkspur, CO 80118

REGISTRATION & REQUIRED FORMS

• All adult campers and student campers must complete their registration and submit all required forms.
• Group leaders are responsible for monitoring their group’s registration progress and following up with campers and leaders who are missing required information or forms.
• Registration status can be monitored through the Group Leader Portal.
• The status of required documents, including student physicals, medication forms, recreation waivers, and other required forms, will be communicated to group leaders through weekly email updates.
• Please review these weekly updates carefully and follow up with anyone in your group who has missing or incomplete documents.
• Please encourage your families and leaders to complete registration early. Waiting until the deadline can make it difficult to resolve missing forms or information before camp.

STUDENT PHYSICAL REQUIREMENT

• This requirement applies to Summit Youth Camps only. It does not apply to Peak Kids Camp or Winter Camp.
• To remain in compliance with Colorado state regulations, every student attending Summit Youth Camps must have a current physical on file.
• Physicals are valid for two years from the date of the exam.
• A copy of the current physical must be uploaded during registration each year, even if it was submitted for camp the previous year.
• Group leaders are responsible for ensuring that every Summit student in their group has a current physical on file before the registration deadline.
• Students who do not have a current physical on file will not be permitted on campus or allowed to attend Summit Youth Camps.

STUDENT MEDICATIONS

• All student medications must be brought to camp in their original pharmacy or manufacturer containers.
• Prescription medication labels must clearly show the camper’s name and instructions for how the medication is to be given.
• Please do not send medications in pill organizers, plastic bags, or other unlabeled containers.
• Group leaders are responsible for communicating these medication requirements to parents/guardians before arriving at camp.

ADULT BACKGROUND CHECK REQUIREMENT

• To remain in compliance with Colorado state regulations, every adult leader attending camp with your group must have a completed background check.
• Each church is responsible for completing background checks for all leaders attending camp with their group.
• The main group leader is responsible for submitting verification of completed background checks through the Group Leader Portal prior to camp.
• Please ensure all background checks are completed and verification is submitted before arriving at camp.

RATIOS

• Groups must maintain the required student-to-adult ratios.
• Peak Kids Camp requires an 8:1 ratio.
• Summit Youth Camp and Winter Camp requires a 10:1 ratio.
• Chaperones are required to stay in the dorms with their students.

PRIVATE CABINS

• Private cabins may be available for an additional fee.
• Private cabins are not included in your group's regular camp registration and must be requested separately.
• If you or someone in your group needs a private cabin, please contact Tammy at tammy@visitponderosa.com to discuss availability and arrangements.

QUESTIONS & SPECIAL CIRCUMSTANCES

• We are committed to working with your church and are happy to help navigate any special or unforeseen circumstances related to these policies.
• If you have questions, concerns, or a unique situation you would like to discuss, please reach out as early as possible so we can work with you.
• For assistance, please contact Tammy at tammy@visitponderosa.com.