A summer camp that shapes students and strengthens churches.

Both of these are once-a-year decisions, and CampHQ asks for them up front because everything else is connected to the specific sessions you choose. Every camper, room, fee, and deadline belongs to a specific week. Picked the wrong week? Don't cancel your campers to fix it. Just call the office and we'll move your church's week for you.

Individuals is everyone your church has ever added to CampHQ. Think of it as your address book, not your active camp registration roster.

View Current is this year's actual registration; the students and adults who are coming to camp this summer.

Here's why it matters day to day: when a returning student signs up, start from Individuals and register them from there. Their name, birthday, address, and medical information are already on file, so you'll type far less and you won't end up with two copies of the same kid. Starting fresh from "Register New Camper" is how duplicates get created.

The form walks you through three steps:

• Step 1: the basics: legal first and last name, gender, grade, and date of birth. Grade means the grade they've just finished, not the one they're heading into. That single field decides which of your weeks they land in, so it's worth a second look before you move on.
• Step 2: the details: home address, parent or guardian name and phone, an emergency contact (ideally someone other than the parent), medical and insurance information, carrier, policy number, allergies, medications, and a T-shirt size.
• Step 3:; preferences and signature: roommate requests, adult volunteer interests if you're registering an adult, and a typed signature on the release along with the signer's relationship to the camper.

Adults use the same form. Choose "Adult" for grade, then tell us whether they're coming for JH only, SH only, or both weeks.

Get interrupted halfway through? CampHQ saves your progress as you type and offers to pick up where you left off, even from a different device.

If the name and birthday you're typing match someone already on file at your church, you'll see a warning that the person may already exist. To avoid creating a duplicate, register them from Individuals instead.

Yes, and it's the biggest time-saver available to you. On your dashboard, the Self-Registration Status card has a single button. Toggle it on and parents can create an account, choose your church, and complete camper registration on their own. If self-registration is toggled off, you retain full control, but will be responsible for creating all individuals and entering each camper's information.

Either way, you're still in control. Every self-registered camper lands on your roster, counts against your church's spots, and shows up on your bill exactly as if you'd typed it yourself.

It depends on the time period:

• "Registration is not yet open." You're early. Keep an eye on the Key Dates card on your dashboard for the opening date. One exception: if your church has an approved block with spots left in it, you can register into those before the public opening.
• "This session is full." The week has hit capacity, and the button switches to Join Waiting List.
• "Registration for this year has closed." All registration windows for the current camp year have passed.

Even after registration closes, there are still options available to you. If the office has turned on Substitute a Camper for your week, you can swap a registered camper for a replacement past the deadline. And you can always call us. The ability to add late additions are subject to camper capacity, but our goal is always to get as many people to camp as possible.

When you add someone to the waiting list, the request goes to the office as pending. Once the office approves it, that entry actually reserves a slot in the session, and it shows up on your dashboard under "Waiting List Action Needed."

An approved waiting-list entry is not a registration. You still have to click Register next to their name and finish the registration process. Until you do, that camper has no medical information, no room, and no nametag.

Initially, the waiting list only asks for name, gender, grade, and birthday up front. Everything else gets collected after the waiting list request has been approved.

A block is a set of spots held for your church before registration opens to everyone.

Here's how it works:

• Request one from Block Request, but only while the block-request window on your Key Dates card is open. Once it closes, blocks are frozen for the year. You can't add one or bump your number up later.
• Ask for what you'll realistically use. A pending request doesn't hold anything, so over-asking doesn't reserve you extra room. The office decides your approved number and emails you once it's approved or adjusted.
• You can fill approved spots any time you have people for them, including before public registration opens.
• At the block release deadline, you'll have to make a call on any spots you haven't filled: release them back for other churches, or hang onto them. You can split the difference, as well; release ten, keep ten.
• Spots you retain are billed at the regular fee whether anyone fills them or not. If you do register someone into a retained spot later, that "block hold" charge is credited back, so you're never billed twice. But an unused retained spot is money your church owes, so we encourage you to keep only what you're confident you'll fill.

Head to Registration > View Current and click the camper's name. That opens their record, where you can fix spelling, birthday, grade, shirt size, medical information, and contacts. Correct it there rather than cancelling and adding a new individual. Adding a new individual leaves you with a duplicate person and a second charge.

Two things you can't fix from that screen:

• The wrong week. If a camper got registered into JH but belongs in SH (or the other way around), contact the office and we can make the change.
• Someone registered entirely by mistake. Use the Cancel button on their row, and see the cancellation question below for what that does to your bill.

One quick note on the Switch Campers tool: it swaps two of your campers' rooms and small groups with each other inside the same week. It doesn't move anyone between weeks, and it doesn't touch any money.

Open Registration > View Current, find the camper, and click Cancel. CampHQ shows you the billing effect before you commit to anything, then takes care of the money for you:

• The registration fee comes back at whatever rate that camper was actually charged.
• A cancellation fee only gets added if today falls inside a cancellation window; cancel before the cancellation window opens and there's no cancellation fee at all. Inside the early window you'll pay the early cancellation fee; inside the late window, the late one. Current amounts and dates live on the Fees and Deadlines page and on your Key Dates card in CampHQ.
• If an adult was getting the both-weeks discount and you cancel just one of their weeks, that discount is reversed.
• The camper's dorm, room, small group, and staffer are released, and anyone who was paired with them as a roommate gets unpaired. After a cancellation, we encourage you to review your housing and roommate pairing assignments to review any potential impact.

Cancelled someone by mistake? That same button turns into Reinstate and can be used to un-cancel a camper, if capacity is available and you're within the registration window.

Use Registration > Substitute a Camper if you see it in your menu. It shows up when the office has enabled substitutions for your week, and it keeps working after normal registration has closed.

CampHQ walks you through picking the camper who's dropping, entering the replacement, and reviewing the exact billing effect before anything is saved.

Three things to keep in mind. The replacement camper must be the same gender as the camper being replaced. The replacement is registered at today's fee, not the fee the original camper paid, so a substitution during the late window is priced at the late rate. And a substitution stays inside the same week; it's not for moving someone between JH and SH.

If Substitute a Camper isn't in your menu, substitutions aren't open for your week.

Start by making sure you're looking at the right list. Open Housing and set both the week and the gender at the top. Rooms are allotted per week and per gender, so your JH girls, JH boys, SH girls, and SH boys are four separate room lists. In some instances, a camper who looks impossible to place is just sitting on the wrong tab.

• "No rooms allocated yet" means your church doesn't have beds allotted for that week and gender, and the Super Summer office has not assigned rooms to your church yet to complete the housing process. In some cases, Super Summer will house the camper for you. For example: if you have a single adult that has not been placed or a camper that is a late addition, CampHQ will not let you place the camper. The placement will be completed by the office as we finalize housing. Your dashboard will say the same thing: "awaiting a room from Super Summer." Nothing needed from you.
• "Housing isn't open yet" means pairing hasn't been released for that week. Check back in a bit.
• A read-only board means the office has published final housing. From that point on nobody can move campers from your side, so any urgent changes will need to be done by the Super Summer office team.

Adults: Adults get housed like everyone else, but CampHQ flags any room that ends up with exactly one adult and one student and marks it "1 Adult / 1 Student." Fix it by pairing that adult with another adult or moving a second student in. If your church only has one adult and one student of the same gender, the Super Summer office will likely pair you with another church in the same situation. In those cases, we often put the adults together in a room, with the two students roomed together, all within the same suite.

These are two different things, decided by two different people, which is where most of the confusion comes from.

Rooms and roommates are yours. While the pairing window for your week is open, go to Housing, pick the week and gender, and drag campers from the Unassigned column into your church's rooms. Any roommate requests a family typed on the registration form show right on that camper's card, so you can honor them wherever the bed counts allow.

Small groups and staffers are determined by the Super Summer office. The Super Summer office builds the small groups, assigns a staffer to each one, and publicly releases them shortly before camp. Churches can't set them, and we aren't able to take requests for a specific staffer. Splitting a church's students across groups (schools/PrimeTimes) is very much on purpose; it's a big part of what the week is for.

Once assignments are released, Registration > Assignments lays out every camper's dorm, room, suite, small group, and staffer on one page, and the same information shows up in your Print Camp Packet PDF. Before release those columns read "Not assigned," which is normal behavior.

Super Summer bills the church, not individual families. How you collect from your families is entirely up to you.

Billing shows every charge and every payment for all of your campers together, with a running balance. Each line tells you which camper and which week it belongs to, so a registration fee, a cancellation fee, a discount, and a credit all stay visible on their own. The office's current payment instructions, who to make the check out to and where to mail it, are listed on the billing page and on the printable statement.

A few important details:

• Charges post immediately, so the balance you see is the balance the office sees.
• A cancellation posts as a credit line rather than erasing the original charge.
• Retained block spots get charged even if nobody ends up filling them.
• Your outstanding balance also shows up on your dashboard.

If a number on Billing doesn't make sense, send us the camper name and the specific charge in question.

Your dashboard's Key Dates card is the one to trust, because it shows the dates for your church's weeks specifically rather than a generic calendar. Anything open right now is marked "Open now," and anything ahead counts down in days.

Here's what the Key Dates section tracks:

• Block requests open and close. Once that window closes, we cannot accept new requests or modifications to existing requests.
• Block release deadline. The release-or-retain decision on any block spots you haven't filled.
• Public Registration opens and closes. This is the main window, and the one most churches live in.
• Late registration opens and closes, at a higher fee.
• Cancellation windows, which decide whether a cancellation carries a fee and how much.
• Camp begins

If your church is bringing both a JH and an SH group and the two weeks have different dates for something, you'll see a separate row for each with the week labeled. The full fee schedule for the year lives on the Fees and Deadlines page.

It does. That checklist only surfaces things that will cause some inconvenience on arrival day. If action is required, click on the item and it will take you to the page that helps you resolve the issue.

• Missing birthday. Ages drive the adult and minor rules, including who can be housed with whom.
• Missing shirt size. Shirts get ordered from these numbers on a deadline. The checklist names exactly who's missing a size.
• Campers not assigned a room. These are the ones you can place yourself right now. If you're instead seeing "awaiting a room from Super Summer," that one's on us and needs nothing from you.
• Outstanding balance. Links straight to Billing.

And when the card tells you everything's camp-ready, you're good to go!

During camp week, tracking someone down in person or calling is faster than anything on the website. The office email and phone number are on your dashboard's logistics card and on the Help page.

For a few specific things, though, there's a better route than a phone call:

• A dorm problem: air conditioning out, plumbing, a door that won't lock: use On Site > Maintenance Request. It goes straight to the people who can fix it, with the dorm and room already attached.
• Damage to a room you want on record before anyone gets charged for it: On Site > Report Dorm Damage.
• Schedule and announcements: On Site > Camp Announcements, updated throughout the week.
• Decisions your students made: Decisions shows what was recorded for your campers, so you've got it in hand for follow-up when you get home.

One thing that helps us more than you'd think: keep your church's primary contact name and cell number current on the Camp Contact Information card on your dashboard. When something happens at 11pm, that's the number we're calling.