Microsoft Word - Camp Hoover Site Reservation Packet.doc

2013-2015Dear Camping Coordinator,We are pleased that you are interested in renting space at one of the Girl Scout Heart of New Jersey camps for your event.We appreciate the opportunity to serve you.This packet includes important information including fees, a site map and reservation form. Please read carefullyall of the documents and fill out the enclosed Site Reservation Form and return with the required $100.00 non- refundable/non-transferable deposit. Reservations will be entered in our schedule only when a deposit and the proper paperwork are received.All cancellations and site releases must be received in writing 16 weeks prior to your arrival at camp. Final paymentis due 8 weeks prior to your arrival as well. All paperwork and necessary certifications are due at least two weeks prior to your arrival. In addition, Girls Scouts groups should follow trip procedures including completing a Troop Trip Application.We will contact you prior to your event to offer any assistance you may need in planning your stay with us. It is likely that youwill be sharing the facility with others and scheduling is necessary to accommodate the needs of everyone on site. When sharing the facility contact information will be shared with all parties.If you have any questions please do not hesitate to contact me at dhooker@gshnj.orgrental date and Camp Hoover.in the subject line please indicate your2014page 1 of 9www.gshnj.org

Camp Hoover Site Reservation Feesincludes refrigerator, stove, cooking equipment, dishes and silverware for 46, microwave and prep space.includes refrigerator, stove, cooking equipment, dishes and silverware for 46, microwave and prep space.fire circles and picnic tablessmall sleeping rooms.Full kitchen- includes refrigerator, stove, cooking equipment, dishes and silverware(Per Site)$60 / $802014page 2 of 9www.gshnj.orgSITEDESCRIPTIONGSHNJ One Night/Two NightsNon-Profit One Night/Two NightsHeronwoodCapacity46Modern chalet suitable for co-ed living and heated for year round use. Sleeps 46 two rooms of 20 and one room of 6 with bunk beds and mattresses. Large room with a wood burning stove, tables and benches. Two separate bathrooms each with two showers, two toilets and two sinks. Full kitchen Outdoor fire circles, decks and picnic tables$250 /$400$350 /$560EvergreenCapacity46Modern chalet suitable for co-ed living and heated for year round use. Sleeps 46 two rooms of 20 and one room of 6 with bunk beds and mattresses. Large room with a wood burning stove, tables and benches. Two separate bathrooms each with two showers, two toilets and two sinks. Full kitchen Outdoor fire circles, decks and picnic tables$250 /$400$350 /$560SinawikCapacity24Heated cabin sleeps 24 four bedrooms each with three bunk beds. Meeting room with rock fireplace, tables and benches. Full bathroom with three showers, three toilets and three sinks. Full kitchen- includes refrigerator, stove, cooking equipment, dishes and silverware for 26, microwave and prep space. Outdoor$175 /$280$250 /$400Berry HillCapacity26Cabin with wheelchair accessibility and heated for year round use. Sleeps 26 two small rooms sleep 4 each and large room of 18 with bunk beds and mattresses. Meeting room with rock fireplace, tables and benches. Full bathroom with two showers, two toilets and two sinks and then additional bathrooms offfor 26, microwave and prep space. Outdoor fire circles and picnic tables$175 /$280$250 /$400Seasonal Accommodations- Mid April to Mid October5 Sites Available (capacity 46 each site) see belowBirch Hollow Hickory Hill Cedar Ridge Maple Glen Oak KnollEach site has 8 platform tents that contain 5 cots, 5 mattresses and 5 crates. Each site has a screened counselor cabin with electricity, 6 beds, 6 mattresses and 6 crates. Cindy (or bathhouse) has electricity, flush toilets, hot showers and sinks. Program Shelter is a large covered pavilion with a storage closet. Program shelter has picnic tables, benches, refrigerator, cooking equipment, charcoal grill and emergency phone system$140 /$225 (Per Site)$185 /$290IndividualTent/ Counselor CabinCounselor cabins and tents can be rented individually when groups are smaller and there is space to allow for such a rental. See above for the capacity and set up of tents and cabins. When a full site is not rented it is possible to be shared with another group.$30/50Per tent$40 / $60Per cabin$40/$60Per tentPer cabinValhallaCapacity 20Large open shelter with secure storage, sink and flush toilets. Plenty of space to pitch your own tents. Firecircles, picnic tables and benches as well as cooking equipment.$25 / $40$50 / $70Misty KnollPrimitive camping site. Locations for pitching tents and for fire circles. Trough sinks with running water.Free$25 / $40CIT Cabins(3)Capacity 8Three small cabins at the main entrance to camp. The cabins have 2 sleeping rooms with 2 bunk bedseach, indoor bathrooms, full kitchen with stoves and an eating area. Outdoor fire circle and porches on all cabins.$60 / $95(each)$80 /$120Day Trip$5 per day$5 per day

Camp Hoover Program Reservation Feesinclude wading, fishing, water related badge work, etc.Facilities FeesMorning$50$50$40Afternoon$50$50$40Evening$50$50$40Townley HallDining Hall for ProgramCreation Studio*Fees for additional facilities are based on a 4-hour block of time.**Refrigeration: $40 for two days.**** Meal Plans Available***Kitchen (own cook): $80 per meal.Whole Day$60$60$60$100Half Day$30$30$30$502 Hours$15$15$15$25Waterfront SwimmingWaterfront Boating Rope Course Archery CourseStaff FeesLifeguards, Boating instructors, Ropes Course instructors, Archery Instructors and additional staff are paid a full or a half day fee. These fees will be part of the final invoice and the staff members will be paid through the council after providing the necessary service to the Camporee.2 hours $35Half Day $65Whole Day $1352014page 3 of 9www.gshnj.orgSITEDESCRIPTIONTownley HallAvailable year round as indoor program space. Stone fireplace, kitchen with sink and refrigerator, two bathrooms, deck with tables and chairs. Activities can include roller skating, indoor games, yoga, floor hockey, pillo pollo, etc.Low RopesCourseAvailable Spring to Fall. A group cooperation and problem solving activity. Requires a trained Low Ropes Course instructor to lead the activities.WaterfrontFacilitiesBoating available April to October- row boating, canoeing and funyaking. Swimming available June to September. All activities require parental permission and a health history. Requires qualified lifeguards for all activities. Other activities canCreation StudioArts and Crafts room location below the Dining hall. Bring your own craft materials or work with what is available. Supplies available for your use include crayons, markers, paper, ribbon fabric ,etc. Other activities that can be arranged include candle making, leather work, beading and basket weaving.Dining HallCan be utilized as a program area or for meals. Industrial kitchen is available to be used by trained adults. Other activities can include bingo, dances, indoor fires and more.PlayfieldLarge open space with picnic table. Shed houses equipment for soccer, softball, volleyball, badminton, tug-o-war and more.Hiking TrailsFive marked trails available to explore including a Night trail A wide variety of terrains and habitats including a transitional forest, animals and plant life, vestiges of the past such as arrowheads, a lime kiln and old rock walls.AmphitheaterIdeal location to hold large group campfires. Seats up to 400 on benches with fire circle and room to perform in front.ArcheryAvailable Spring to Fall. Learn the basics of archery; including safety, how to hold bow and shoot.

grIscoutsheart of new jerseyCamp Hoover Site MapSports Fie.\dsar2014v.gshnj.org

Site Reservation Form Camp HooverPlease complete this reservation form and return it with your deposit. A confirmation, invoice, and siteInstructions:specific packet will be emailed to you. No reservation request will be held without the deposit payment.Questions:Please email Deb Hooker directly at email at: dhooker@gshnj.org or call 973-383-3220Type of Rental Group: circle oneGSHNJ CouncilGSHNJ SU # GSHNJ Troop # Out-of-council GSNon-ProfitPrivateType of Activity: Anticipated Attendance:Person in Charge of Activity:# of children # of adults NameTelephone (Day)AddressCell PhoneCity/State/ZipEmail AddressFacility Requested: Please indicate your three choices by order and your arrival and departure time.HeronwoodEvergreen Sinawik Berry Hill CIT Cabin Misty Knoll Day TripChoice Hickory HillCedar Ridge Birch Hollow Maple Glen Oak Knoll ValhallaChoice Choice Choice Choice Choice Choice Choice 134Choice Choice Choice Choice Choice Arrival Departure Site Reservation:Total fees of $100 or less must be paid in full at the time of the reservation in order to hold the site.If the fees total over $100, a deposit of $100 is due at the time of the reservation in order to hold the site. The remainder of the rental fee is due 8 weeks prior to arrival at camp.If the date you requested is available, a rental invoice with billing information will be issued. If the date is not available, the Camp Support Manager will notify you.All Non-GSHNJ rental groups will need to provide a Certificate of Insurance naming GSHNJ as the insured for dates of the tripCanceling a portion of the site or the entire site:All cancellations must be received in writing 8 or more weeks prior to your arrival date. If you cancel by this time, you will receive a refund minus the depositNo refund will be issued if fewer than 8 weeks notice is given.If the site is closed by GSHNJ due to weather or maintenance problems, a credit for a future site rental or a full refund will be issued.Payment Method: circle one / make payable to Girl Scouts Heart of NJ (GSHNJ)CheckMoney Order/Certified CheckVisaMasterCardDiscoverAm ExpressCard #: Exp Date: Cardholder Signature: Card holder name, address and zip code Mail to: Girl Scouts Heart of NJ, West Service Center, Attn: Camp Support, 1171 Route 28, North Branch, NJ 088762014page 5 of 9www.gshnj.org

Fees for the following areas are: *$60 for full day program / $30 for half day program / $15 for 2 hours ROPES COURSE (available from April 15th to October 15th Ages 8 and up)Saturday Full Day 9:00am 1:00pm 2:00pm -6:00pmFor 2 hour rentals would you prefer am or pm*1 Ropes Course Certified Adult for every 12-15 girls. I would like the Girls Scouts Heart of NJ to provide a Ropes Course Certified Adult. For up to 15 participants each time period 1 staff member For up to 30 participants each time period 2 staff members I am including a copy of our Ropes Course Certified Adults Certification.WATERFRONT (available from April 15th to October 15th All ages)Saturday Full Day 9:00am 1:00pm 2:00pm -6:00pm BOATINGFor 2 hour rentals would you prefer am or pm*All Troops / Groups must have certified lifeguards I would like the Girls Scouts Heart of NJ to provide Boating Staff for each time period For up to: 25 boaters (2 staff) 35 boaters (3 staff) 50boaters (4 staff). SWIMMINGSaturday Full Day 9:00am 1:00pm 2:00pm -6:00pmFor 2 hour rentals would you prefer am or pm*All Troops / Groups must have certified lifeguards I would like the Girls Scouts Heart of NJ to provide Certified Lifeguard(s) for each time period For up to: 10 swimmers (1 lifeguard) 25 swimmers (2 lifeguards) 35 swimmers (3 lifeguards)Fees for the archery are: *$100 for full day program / $50 for half day program / $25 for 2 hours ARCHERY (available from April 15th to October 15th Ages 10 and up)Saturday Full Day 9:00am 1:00pm 2:00pm -6:00pmFor 2 hour rentals would you prefer am or pm*1 Archery Instructor for every 12-15 girls. For up to 15 participants each time period 1 staff member For up to 30 participants each time period 2 staff members FOOD SERVICES I would like more information on Food Service options.2014page 6 of 9www.gshnj.org Dining Hall Friday 7:00pm -11:00pm(For Program) Saturday 9:00am 1:00pm 2:00pm -6:00pm 7:00pm 11:00pmSunday9:00am-1:00pm*$50 fee per time period Creation Studio Friday 7:00pm -11:00pmSaturday 9:00am 1:00pm 2:00pm -6:00pm 7:00pm 11:00pmSunday 9:00am-1:00pm*$40 fee per time period Townley Hall Friday 7:00pm -11:00pmSaturday 9:00am 1:00pm 2:00pm -6:00pm 7:00pm 11:00pmSunday 9:00am-1:00pm*$50 fee per time period

Camp Hoover Site UsagePlease share these rules with your group including all adults.ARRIVAL-No earlier than 2 pm and no later than 9 pm without arrangements.-----Day use is sunrise to sunset.Quiet time is 11 pm 7 am.Go directly to your site it will be open and ready.Areas should be inspected and self-checked by Adult in Charge upon arrival.Review the safety procedures and regulations that are posted at all sites and can be found at www.gshnj.org/camp prior to arrivalBring your Site Confirmation and current Roster.Site Director will check in and pickup copy of current Roster from Adult in Charge.Once on site, each group should self-monitor themselves regarding what they can and cannot do. Complete the Site Checklist arrival portion as soon as you can.----DEPARTURE-Check out time is no later than 1 pm from your cabins.----You can remain on site with prior arrangements.The Camp Ranger will meet with your group the night before your departure to go over your responsibilities. Complete the Site Checklist for departures and leave in the cabin.Any site found in unsatisfactory condition will result in additional $75 cleaning fee.CERTIFICATIONS/RECOMMENDATIONS-Adults with Step 1 Outdoor and Overnight Training can bring their girls cabin or tent camping.----Adults with Step 2 Outdoor and Overnight Training are able to make campfires.Adults with Step 3 Outdoor and Overnight Training are able to cookout with their girls. One adult per site with CPR and First Aid Training.All adults in a leadership role have been checked against the National Sex Offenders Registry and/or completed a background checkCOMMUNICATIONS / EMERGENCIES-Be familiar with emergency procedures, phone numbers and directions to local hospitals.---Be familiar with emergency procedures for fire, severe storm, lost camper and camp evacuation.Telephones are located in all sites except Valhalla, the Playfield and Misty Knoll.The phones can connect you with the Camp Ranger other sites, Police, Rescue Squad, Fire Department & NewtonMemorial Hospital.Direct any site emergencies, hazards, damage to equipment, or facility malfunction to the Camp Ranger immediately. In case of a fire emergency, call 9-1-1.Dont be afraid to use a fire extinguisher for a fire emergency. Do not touch or disconnect smoke or CO2 detectors.There are no pay phones on site. You must rely on a cell phone to make personal calls.If you answer one of the camp phones and its an outside line, pass the message the Camp Ranger.------FIRST AID-Groups must supply their own First Aid kit.-All groups must have a designated First Aider on site this person is responsible for first aid, emergency care andemergency transportation.Report all injuries or illnesses to your groups First Aider.If necessary, file an Accident or Incident Form with our Camp Support Manager the next business day.--2014page 7 of 9www.gshnj.org

Camp Hoover Site UsagePARKING-All vehicles are to be parked in the upper and lower parking lots.----Adhere to posted speed limits throughout camp.One emergency vehicle may be kept at each site and one where the First Aider is staying. Vehicles should only be used for emergencies throughout the groups stay.Upon arrival you may drive to your site (at your own risk) to unload gear ONLY.CAMP FIRES-All fires are to be confined to established fire circles in camp.----Never leave a fire unattended.Always have a bucket of water near by the fire area.In the event of a State imposed fire ban, you will be notified by camp personnel either prior to your arrival or upon arrival. If there is a ban, all fires must be confined to charcoal stoves.GENERAL CAMP RULES-Sledding on playfield only. SLEDDING IS STRICTLY AT YOUR OWN RISK!!!---While troop camping, no one may leave the unit alone or without permission. Have a strict Buddy System for safety.Children may never go to the waterfront unless an adult is present.No pedestrians are allowed on rainbow Road, the main asphalt road to camp. Pedestrians are to use walking road toTownleyNo one should run on the site except during supervised activities on the playfield and commons. Report any hazards to the Camp Ranger.All groups at Camp Hoover are held financially responsible for damages incurred during their stay.---ANIMALS-There are a wide range of animals on site including deer, fox, raccoons, skunks, and bears. Please read our WildThings! attachment.Pets and animals are not to be brought to camp except for service animals.All service animals on camp must have the appropriate health and immunization records on site. Inform the Camp Ranger of all encounters with bears.---PLATFORM TENTS-These large canvas tents are mounted on wood platforms and have a waterproof rain fly.---Do not adjust ropes or hang items from the ropes.Unroll flaps before leaving.Do not use bug and hair sprays in or near tents. These products are harmful to the tent waterproofing and fire retardant covering.Do not burn candles inside the tents. This is also harmful to the tent waterproofing and fire retardant covering.-HEAT AND POWER-All buildings on camp are fully winterized and heated.---Please use good judgment when controlling the heat in buildings.All doors and windows should be kept closed whenever possible to conserve heat.In the interest of conservation, all groups are asked to turn lights off during the day or when the building is not in use.2014page 8 of 9www.gshnj.org

Camp Hoover Site UsageSITE SANITATION / RECYCLING-Please sweep and wash the bathroom facilities daily.----Keep all garbage in the appropriate bins and inside the buildings or programs shelters.Garbage will be picked up nightly.Store all food in buildings and program shelters, leave nothing in cars. Recycle the following items in the blue bins located throughout camps*Aluminum cans, newspaper, glass, plastic, cardboard and paper.SMOKING-Smoking is to be confined to designated smoking areas only i.e., Fire Circles.-ABSOLUTELY NO SMOKING IN TENTS OR BUILDINGS.-The use of candles, incenses or another type of incendiary is absolutely prohibited in any camp building.ALCOHOL-Alcohol is prohibited and will be reported to appropriate authorities except for groups with permission from GSHNJ.FIREARMS AND EXPLOSIVES-Firearms, weapons and explosives, including fireworks, air rifles, etc, are prohibited and will be reported to appropriate authorities except for licensed hunters with permission from GSHNJ.ILLEGAL DRUGS-Illegal drugs are prohibited and will be reported to appropriate authorities.VANDALISM/GRAFFITI-Graffiti and other forms of vandalism are a crime and will treated as such.--Graffiti will be charged at $1.00 per letter or per inch.If it is determined that your group is responsible, you may receive a bill for any loss or repairs. Labor charged for all repairs is $30 per hour plus materials.Depending on severity, your group may lose the privilege to use our camp.-THEFT-GSHNJ assumes no responsibility for loss, breakage or theft of personal or group property brought to or used at camp.FIRE EXTINGUISHERS-Firefighting equipment is place strategically throughout camp and in all buildings.-Tampering with any firefighting equipment is strictly prohibited.-Smoke detectors and carbon monoxide detectors are located in all buildings.CAMP TRADING POST-Our Camp Trading Post is located in the Dining Hall---Carries an assortment of t-shirts, stuffed animals, stickers, sweatpants, sweatshirts, key chains, patches and more.Prices range from $0.50 to $40.00.Arrangements for the store hours will be made prior to arrival.SUPPLIES-Please provide the following supplies for your group: First Aid Kit, dishwashing detergent, disinfectant, toilet paper, paper towels, plastic bags, hand sanitizer, sponges, rubber gloves etc.2014page 9 of 9www.gshnj.org

Camp Hoover Site UsageSUPPLIES-Please provide the following supplies for your group: First Aid Kit, dishwashing detergent, disinfectant, toilet paper, paper towels, plastic bags, hand sanitizer, sponges, rubber gloves etc.PACKING LIST-The following is a guideline of items to bring for a two night stay on our site.ClothingCold/Wet Weather Hat Long Underwear Sturdy Shoes Warm Jacket Clothes for Each Day of Stay Sweatpants Extra Socks Wool Hat Sleepwear Warm Gloves/Mittens Sweatshirt/Jacket Raincoat/Poncho Waterproof BootsBeddingOther Items Sleeping Bag Money for Camp Trading Post Pillow Camera Blankets Books/Magazines Sheets Flashlight Mess Kit Sit uponToiletriesPlease Do Not Bring Toothbrush/Toothpaste*Expensive Items Wash Cloth/Towels*Gum/Candy Comb/Brush*Firearms/Knives Soap*Alcohol/Drugs Shampoo/Conditioner2014page 10 of 9www.gshnj.org