In order for you to be as prepared as possible,
here is a list of the information that we need from you at least two weeks
prior to your visit in order to adequately coordinate with staff and other
groups:
A confirmation of
your group’s arrival and departure times (and your arrival time if you are
arriving earlier than the group.)
A confirmation of
the number of people in your group. (Please keep in mind
that the numbers that you provide two weeks before your visit will be the
minimum number of attendees that will go on your final invoice.If you know of increases in your count
after you provide us with that number, please contact the office as soon
as possible so we may account for the extra meals that will need to be
prepared.)
Whether any of
your group members have food allergies or other special dietary requests
so that our food service director staff has adequate notice to meet each
participants needs.
Our traditional meal times are breakfast at 8
am, lunch at noon and dinner at 5:30 pm.If you are the only group on site during your visit, you may adjust
those times as long as all meal are shifted in the same increment with two
weeks notice.(For example, all
meals could be one half an hour later.)
Whether you have any
particular requests in terms of how your room is set up (with tables and
chairs, with chairs in a circle, with tables set up in a U shape, for
example).
Any specific
audio-visual equipment that your group may need.
A confirmation of
times for any scheduled activities/ programs that require YMCA Camp Hanes
staff.
A confirmation of
any outdoor areas you have specific time requests for.Often times there are multiple groups on
camp at a time and we will help coordinate use of spaces so that there
everyone’s needs may (ideally) be met.
In addition, if your
group is doing any teambuilding/high ropes we would like your completed
group information sheet so that our facilitators may begin planning for
the day.
We
look forward to your visit and are looking forward to working with you in the
future to insure that your group has the best experience possible.
