Things You Need to Know

NovusWay Staff Responsibilities

Lutheridge and Lutherock will provide an Area Director and other staff to be your first point of contact during your week, with at least one staff for every 20 participants. They will greet you upon arrival, direct you to housing, help you get settled and show you around camp. They will also provide an orientation for your week. As your group progresses through the week the Area Director or Counselors will act as guides and support for your group. If desired, they will lead morning and evening devotions and processing time. The staff will also be present for all camp activities and can lead adventure activities for your group. We hope these college-age staff also provide a strong Christian role model and mentor for all youth. If any issues arise with your assigned staff, please contact a Program Director.

Adult Leader Responsibilities

Adult leaders are responsible for supervision of their youth, management of behaviors, first aid & medication administration, adhering to NovusWay policies, and following the specific safety rules at each site.

Deadlines

Failure to meet these deadlines could risk loosing your spot in the camp. If something comes up, changes, etc, please be in contact with us ASAP.

Everything submitted to camp should be sent to lshipman@novusway.com & amy@ldrcarolinas.org And CC the camp director at either

dyoos@novusway.org if your group will be at Lutheridge
nboykin@novusway.org if your group will be at Lutherock

Contract due within 14 days (or less approaching camp start)

Signed contract with estimated group size
Non-Refundable Deposit $125 / participant

March 15th:

1st payment due (25% of total cost)
Updated Numbers
Adventure Day Choice

April 15th:

2nd Payment due (25% of total cost)
Background Checks for campers age 18+
List of Names with Date of Birth that will be registering
Final day to adjust contract numbers

May 15th:

Certificate of Liability Insurance
Proof of Vehicle Insurance for all Drivers
Individual Registration and Release completed

June 15th:

Final payment of remaining balance including costs for Adventure Day option

Cancellations & Fees

Non-Refundable Deposit
- Can be transferred to another camper prior to March 15 without fee
- Can be transferred to another camper after March 15 with $50 fee
- After May 15, non transferable
Cancelations
- Prior to March 15: Non-Refundable Deposit applied to remaining balance
- March 15 - April 15: Non-Refundable Deposit, minus a $50 administrative fee, will be applied to the outstanding balance and, if any remaining, refunded.
- After April 15: Congregation will be responsible for entire contracted amount.

Individual Registration & Release Form

Each participant in the Disaster Response Camp will need to complete their own individual registration and release form. It is available through the link below as a part of the Camp Brain registration system.

As a part of this form, there is an indemnity and release and will need to be completed by a parent/guardian for those under the age of 18. Depending on the work the group is engaging in, there may be additional release forms to be signed with the partnering organization. These will be shared with the adult leaders as soon as we are aware of the need.

Individual Registration Link will be live in January 2026

Background Checks

NovusWay will need to conduct a criminal background and sex offender registry check on all staff and participants who will be 18 years and older at the time of the trip. All participants who will be 18 will complete this form as a part of their registration.

Certificate of Liability Insurance

For your protection, a certificate of liability insurance or event insurance needs to be obtained by the group leader to cover your group the week you are at camp. The policy must

Name NovusWay Ministries, Inc. as an additional insured.
Have a minimum liability limit of one million dollars ($1,000,000.00).
Be issued by a reputable insurance company licensed to do business in North Carolina.

Vehicle Insurance

If you are driving any vehicle, personal, rental or church owned, NovusWay requires proof of vehicle insurance with a copy of your auto insurance policy. Depending on our needs for the week, we may ask if you are willing to transport participants from other groups or camp staff in your vehicle and will ask you to sign an acknowledgement.

Tiered Pricing FAQ.pdf

What is Tiered Pricing?

Realizing that families have different abilities to pay, the camps of NovusWay Ministries – Lutheridge, Lutherock, and Luther Springs - utilize a voluntary Tiered Pricing System for summer camp. You may choose the tier that is the most suitable and affordable for your group. It is important to understand that every camper receives the same experience no matter what tier is chosen. Review the FAQ page attached here for more information.

Tier I - $500
Tier II - $625
Tier III - $750

Policies and Procedures to Follow

Adult Youth Ratio

We require a minimum of one adult (age 21+) for every 8 youth; a minimum of 2 adults is required for youth groups of 8 or less. When choosing adult leaders for the trip, remember that each group is responsible for providing adults to supervise the sleeping room(s) of their group. Supervision by at least one adult is required in any lodging where youth are sleeping. Housing will be assigned by the camp but individual sleeping rooms may be assigned by group (shared sleeping space is possible).

Medication and Health Care

Groups are responsible for managing their own health care.

Forms & Records

Each leader should carry a copy of each participants health information at all times.
Forms must note allergies, medications, physical limitations, and include a health insurance card copy.
A copy of participants health information should travel in the vehicle that they will be traveling in and remain at the location with the participant.
Participants may also want to carry their own proof of medical insurance on them at all times.
Ensure participants communicate any personal work limitations on registration forms so that appropriate servant opportunities will be available for the individual.

First Aid & Emergencies

In the event of a health emergency or injury during the trip, the leaders of the group are responsible for securing care.

If your group does not have a First Aid kit, one will be provided for you to take with you to work sites.

Medication Management

We recommend that each group designate an adult leader to be responsible for management of medications for their group (adults and youth). The designated adult will tend to and log any health concerns that may arise during the trip. Some additional requirements at camp:

Store all meds in original containers inside a locked box on-site (portable boxes provided).
Place each container in a labeled Ziplock bag with the participant’s first and last name.
EpiPens and rescue inhalers may stay with the individual prescribed.

Emergency Communication Procedures

NovusWay will provide a list of local healthcare centers, hospitals, and emergency rooms upon your arrival. These resources are also posted on the camp page for pre-trip reference.

In the event of an emergency—at camp or a Disaster Response site—NovusWay staff will oversee procedures and control the flow of information, especially to parents.

Emergency procedure sequence:

Call 911 or local emergency responders.
Notify NovusWay staff (Program Director or Site Director).
Have group leaders alert parents or designated emergency contacts.

Communicable Disease Measures

In the event of illness, adult leaders are responsible for care, transport, and medication for the ill participant. If isolation is necessary and requested, NovusWay may be able to provide short term alternative housing options on site. If the participant cannot participate in the programming, we recommend that 2 adults stay behind for supervision and support. NovusWay staff can assist in cleaning and laundering bedding and clothing if necessary.

Tobacco, Alcohol, and Drugs

For all participants, youth and adults, it is forbidden to consume, possess and/or be under the influence of alcoholic beverages or non-prescription mood-altering drugs. For adults, tobacco use is limited to designated areas of camp and is never acceptable in the presence of campers or youth. If youth are caught with a tobacco device, they will be taken and not returned.

Weapons

The safety and welfare of each participant is important to us. We have a zero-tolerance policy for knives, firearms, or other weapons. Anyone (adults/youth) in possession of such items will be sent home immediately at the expense of the group/participant.

Personal Property

All participants should keep track of all personal property while participating in the program. Any property left behind or lost will be kept on site if found for one month after the program ends and then donated or disposed of.

Privacy, Showers, and Changing Areas

All staff and participants are required to change in private; public nudity is not allowed. Staff are trained to respect and maintain the privacy of participants and to reinforce a culture in which participants respect one another’s privacy. Staff and participants follow the rule of one person per stall for changing, bathrooms, and showering. Staff and participants follow the rule of one person per bed for sleeping. The use of any recording or photographic devices inside a changing area, shower location, or restroom is strictly prohibited.

Damages or Destruction

If any participant causes damage or destruction to the housing site, either purposefully or by accident, the group the participant is a member of, is financially responsible for resolving the damages/destruction to the site.

Outside Food and Beverages

Outside food and beverage are allowed in the common areas of all housing and at work sites. Please refrain from eating or drinking in sleeping areas. Be aware that food left out may attract unwanted wildlife. Please refrain from bringing outside food to other areas of camp such as the dining area or pool. Our facilities strive to be peanut and tree nut free.

Cell Phones and Technology

NovusWay camps strive to be “A place apart” from technology. All overnight campers are screen free for the entirety of the camp week. For this program, cell phone use should be restricted to housing areas only and not carried around the camp. Youth will have limited use of cell phones/smart devices once on-site at their Disaster Response location.

While we encourage a sabbatical from phone and smart device use, the trip leader can decide if youth have access to cell phones and smart devices during vehicle and/or congregation time. Adult participants and staff will have cell phones on them for emergency purposes and communication. Adult leaders may choose to limit phone and technology use in any capacity at their discretion.

Cell phones and smart devices are allowed for diabetic monitoring.

It is important to always ask for permission to take photos or videos of people and places in disasters. This respects the dignity of the individuals, community, and their belongings. Take time to also put down the camera and listen to their stories.

Money

Individuals may choose to bring a small amount of spending money for the camp store and other small souvenirs. We encourage participants to leave valuables at home.

After a disaster, purchasing locally is one of the most powerful ways to support community recovery. Local businesses—often the backbone of an area—are hit hard by disruptions, and spending money with them helps stabilize the economy and keep jobs intact. Beyond that, local suppliers tend to be more reliable in times of crisis since they are already embedded in the community and understand its immediate needs. Keeping money circulating nearby also ensures resources stay within the affected area rather than going to large corporations that may not reinvest in local rebuilding efforts. When disaster strikes, shopping close to home isn’t just about convenience—it’s a direct investment in resilience and recovery.

Should your group like to make a financial contribution to support local disaster efforts take a look at the information on the LDR Carolinas page here:

LDR Carolinas

Harassment and Abuse

Harassment and bullying for any reason will not be tolerated. “Bullying” or “harassment” is any gesture or written, verbal, graphic, electronic communication, or physical act that is reasonably perceived as being dehumanizing, intimidating, hostile, humiliating, threatening, or otherwise likely to evoke fear of physical harm or emotional distress.

Bullying or harassment is conduct which:

Causes physical harm to the victim or victim’s property
Causes the victim to have reasonable fear for him/herself and property
Causes mental or emotional distress to the victim
Interferes substantially with someone’s experience

Bullying and harassment of any kind, for any reason, will not be tolerated. Witnesses of these behaviors are encouraged to step in as they feel empowered to help stop victimization and maintain a safe environment for all people. Bystanders and victims of harassment or bullying are encouraged to report the perceived violation as soon as possible to the Program Director.

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