Camp Oakhurst Christian Conference Center
Planning Guide 2016
Please fill out the following questions regarding your upcoming stay. Please fill this out 3 weeks before your arrival to insure we can provide the services you desire.
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Group Name: *

 
Date of Arrival: *

 
Date of Departure:

 
Conference Information Form

 
Estimated Final Count: *

 
Estimated Arrival Time:

Please indicate if there are staggered arrival, who/how many are arriving at each time frame. (e.g. 5 Leaders are arriving at 4:00, 40 Students are arriving at 5:00)
 
Estimated Departure Time:

 
NOTE: Housing move-in time is no sooner than 4:00 PM and move-out is no later than 9:00 AM unless otherwise discussed with Guest Services.

 
Onsite Group Leader Name & Cell Phone Number *

 
First Aid Contact name & Cell Phone Number:

Please also send a copy of this persons First Aid Certification via email to guestservices@campoakhurst.org or fax to 855-683-2207.
 
Snack Bar Requests

Please indicate or when you would like the Snack Bar available. (During the summer months June-July we offer snack bar during the most convenient times in light of groups itinerary, in addition to requested times)
 
Spiritual Needs: Are there any specific prayer requests or spiritual needs for your group?

 
Food Service Form

 
Where would your group prefer to dine? Dining Hall or Outdoor Patio?

 
When and where would you like this Snack provided?

 
When and where would you like this Snack provided?

 
Please list Vegetarians with First and Last names:

 
Food Allergies:

Please list the names allergies and severity of allergy. Please have those listed fill out our Food Allergy Form, on the link below.
 
Meeting Area Form: Reserving your Facility and Equipment

We want your meetings to run smoothly and effectively. By submitting this section on time, 3 weeks prior to your arrival, we can arrange your meeting rooms and have the equipment set up and checked out in advance.
 
Facility

Camp Oakhurst provides the following meeting spaces. Camp Oakhurst reserves the right to reassign meeting space at the time of your arrival depending on other groups and the weather. (Format. Location, capacity)

 
Meeting Room Set-Up

Please pick from the list below of set up options or mark other and describe how you would like your meeting space set up.

 
Audio Visual Equipment

A sound system can be set up in any of the conference rooms or amphitheaters. Please check your needs below or contact us if you have particular needs.

 
If needed please make any notes, about the requests above.

 
Who is your Audio Visual Contact? and what is this persons phone number?

 
Would you like us to contact this person prior to your arrival?

     
 
Please list any instruments you are bringing with you so that we can make sure to provide the right cables and equipment.

 
Accommodations Request Form

 
Linens and towels can be provided for an extra cost. Linens are $15.00 per person. Linens include fitted sheet, top sheet, blanket/comforter, pillowcase and pillow. For queen beds there will be two pillows and two pillowcases. Sheets are not changed during your time here.
Towels are $5.00 per person. Towels include one washcloth, one hand towel and one bath towel, as well as one bath mat per room of requested linens. Towels are not washed or changed out during your time here.

 
I would like Linens Provided in the following Cabins...

Please note cabin area, room name/number, Queen or Twin Linens and/or Towel Set. (e.g. Cedar Lodge Room 101, 1 Queen, 2 Twins, 4 towel sets)
 
Recreation Request Form

 
If you would like us to help schedule your recreation time, please send us your proposed schedule and call us and we will suggest the best fit for your group.

Our number is 559-683-6563
 
Choose an activity to schedule

Format: Activity ( ## - ##; this is range of people per session)

 
Please indicate what time you would like this activity.


 
Choose an activity to schedule

Format: Activity ( ## - ## of people per session)

 
Please indicate what time you would like this activity.


 
Choose an activity to schedule

Format: Activity ( ## - ## of people per session)

 
Please indicate what time you would like this activity.


 
Choose an activity to schedule

Format: Activity ( ## - ## of people per session)

 
Please indicate what time you would like this activity.


 
Choose an activity to schedule

Format: Activity ( ## - ## of people per session)

 
Please indicate what time you would like this activity.


 
Choose an activity to schedule

Format: Activity ( ## - ## of people per session)

 
Please indicate what time you would like this activity.


 
Would you like a night hike?

Learn about various outdoor facts and go an an adventure typically starts just after dusk. Cost $1 per person, 15 person minimum.
     
 
If yes, when would you like to schedule it?

e.g. Sunday @ 8:00pm
 
Please indicate which Free Play Activities you would like to have available to your group during your free time?

If your group is sharing camp with another group, like most of our ummer groups, please indicate if you need use of the Ball Field alone. Other activities please mention when you would like to use them on your Itinerary/Schedule that you will be sending to us.

 
Please Submit by Email the following documents...

 
I have sent or will be shortly be sending a copy of our Itinerary/Schedule to Guest Services (guestservices@campoakhurst.org)

     
 
I have sent or will be shortly be sending a copy of our Proof of Liability Insurance as listed on the Contract to Guest Services (guestservices@campoakhurst.org)

     
 
I have sent or will be shortly be sending a copy of our Medical Contacts Certification to Guest Services (guestservices@campoakhurst.org)

     
 
I have sent or will be shortly be sending a Check for the guaranteed Minimum as listed on the contract to Guest Services (36611 Mudge Ranch Rd, Coarsegold CA, 93614) (DUE 2 Weeks Prior to your arrival)

     
 
I have sent or will be shortly be sending an Instructors Biography to Guest Services (guestservices@campoakhurst.org)

An Instructors Biography is needed if you signed the bottom portion of your contract stating that there is an educational component to your retreat/camp/stay. The Instructors BIography is a short paragraph description of your speakers qualification to be speaking at your event. This is from your eyes and does not need to meet any specific requirement. If we do not receive this we would need to charge your group lodging tax for your stay.
     
 
Lastly please make sure you bring with you to camp a Health and Medical Release Form for every person that will be onsite. We now have one for Adults and one for Children (a child is anyone under 18 years old). Also bring with you your Cabin Assingments (are located on our website) to submit along with the Health and Medical Release Forms.

 
Thank You for completing your Conference Planning Guide, if you would like a hard copy of this document you can find it here on our website.  www.campoakhurst.org

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