Deposit Information
A non-refundable deposit and agreement of the terms below are required for all Family Camp groups at the time of booking.This deposit reserves your cabin space for Family Camp and is non-refundable. This is not a damage deposit and does not provide coverage for fees charged in the event of damage or graffiti. If you need additional time to review or clarify these terms and/or pay your deposit, please contact Camp Tecumseh YMCA
Final Count
A final count of the number attending must be received 10 days prior to the arrival date listed on this contract. The group will be financially responsible for the full payment of the number of people provided for the final count (less 5% shrinkage). Once the final count is given, this number(s) becomes your new minimum guaranteed full payment. This is what the group will be financially responsible for. Camp Tecumseh will allow for 5% shrinkage from the final count called in. The shrinkage is used to help protect the group from incurring additional fees for guests that might have to cancel at the last minute. If a final count is not given 10 days prior to the arrival date, the group’s Expected Number listed on the contract will become their final count. After the final count is given, any increase in numbers will need to be approved by the director. If an increase in numbers is approved, the new increased count will then become the new minimum guaranteed amount that the group will be responsible for (minus 5% shrinkage). Example: A group is expecting 100 people. Ten days prior to the retreat start date, the group must call in a final number. If a group calls in a number of 110, this number becomes their new guaranteed minimum count minus 5% shrinkage. 5% of 110 comes to 6 people. This means that the group will be financially responsible for the full payment of 104 people. If guests are paying their individual costs, group leaders will need to make sure that they receive payment in full from all guests at least 10 days prior to arrival so that you, and/or your organization, do not get stuck with additional fees for group members that do not show up.
Cancellation Policy
When cancellation occurs, your deposit is non-refundable. If cancellation occurs more than 30, but less than 120 days prior to your scheduled arrival date, payment of 50% of the minimum guaranteed payment will be due. If cancellation occurs less than thirty days prior to your scheduled arrival date, full payment of the minimum guarantee will be due.
Payment Information
Your group’s full payment is due 10 days prior to your arrival. Deposits can be made via credit/debit card at the time of booking via the booking form. Payment for the remainder of program fees can be made online via a link in your emailed booking confirmation that will be received after your booking is processed. Non-deposit program fees paid by credit card are subject to a 3% processing fee. If your preference is to provide payments via check please contact Camp Tecumseh YMCA to complete your booking. Please make checks payable to: Camp Tecumseh YMCA. Payments and deposits must be in the form of a single check, cashier’s check, or money order. Interest at the rate of 1.5% per month will be charged on all unpaid balances after 30 days. Be sure to list the group name and dates on the memo line of the check.
Force Majeure
If performance of this agreement or any obligation under this agreement is prevented, restricted, or interfered with by causes beyond either party's reasonable control ("Force Majeure"), and if the party unable to carry out its obligations gives the other party prompt written notice of such event, then the obligations of the party invoking this provision shall be suspended to the extent necessary by such event. The term Force Majeure shall include, without limitation, acts of God, fire, explosion, vandalism, storm or other similar occurrence, heating system failures, orders or acts of military or civil authority, or by national emergencies, insurrections, riots, or wars, or strikes, lock-outs, work stoppages and disease or blight. The excused party shall use reasonable efforts under the circumstances to avoid or remove such causes of non-performance and shall proceed to perform with reasonable dispatch whenever such causes are removed or ceased.
First Aid, Emergencies and Medications
Camp Tecumseh does not provide medical supervision, treatment, maintenance, or dispensing of medications for guests. These responsibilities belong to the group. The group shall be responsible for its own medical supplies and needs while at Camp Tecumseh. Emergency transportation is available through local emergency response by dialing 911. The group agrees that they are responsible for emergency and non-emergency transportation. The group leaders must maintain a list of all participants along with their emergency contact info. This is needed in case of an emergency. First Aid, Emergencies & Medications It is also recommended that group leaders have a signed Permission to Treat consent form for any minors not accompanied by a parent. They should also have names and addresses of all participants as well as emergency contact names and numbers. They should also have a listing of any persons with known allergies or health conditions requiring treatment, restriction, or other accommodation while on site. Any accident, injury, or illness that happens on camp property must be reported to Camp Tecumseh staff so that we can document the incident. Emergency procedures (tornado, fire, etc) are posted inside each of our cabins. Groups are advised to provide adults with age appropriate CPR/AED and first aid certification from a recognized provider. AED’s are available on camp property in the following locations: River Lodge Fellowship Room, Kampen Dining Hall Fellowship Room, Scheumann Lodge Fellowship Room, and Tecumseh Leadership Center office. Camp Tecumseh recommends that groups with minors in attendance store and lock all medications (both prescription and over-thecounter) except when in the controlled possession of the person responsible for administering the medication. First aid supplies should also be stored in a responsible manner away from minors.
Supervision of Participants
Camp Tecumseh YMCA shall not be responsible for the supervision or discipline of any group participant. The group leader is responsible to orient its members as to behavior expectations, facility rules, and responsibilities and to caution them with regard to any hazards. Camp Tecumseh YMCA does reserve the right to deny access to participation in an activity by individuals who, in the sole opinion of the YMCA, may be conducting themselves in such a way as to compromise either the safety or full enjoyment of the camp experience by others.Camp Tecumseh YMCA shall not be responsible for the supervision or discipline of any group participant. The group leader is responsible to orient its members as to behavior expectations, facility rules, and responsibilities and to caution them with regard to any hazards. Camp Tecumseh YMCA does reserve the right to deny access to participation in an activity by individuals who, in the sole opinion of the YMCA, may be conducting themselves in such a way as to compromise either the safety or full enjoyment of the camp experience by others.
A full list of safety procedures, general rules, and behavior expectations may be provided to groups via handouts, emailed documents, through our website, an orientation, or in the cabins. Camp Tecumseh YMCA recommends and advises rental groups to provide an adult to youth ratio of 1:5 for youth under the age of 5, 1:6 for youth ages 6-8, 1:8 for youth 9-14, and 1:10 for those ages 15-18. For overnight stays, groups are responsible for providing an adult chaperone in each cabin. The pools, lake, river, challenge courses, climbing towers, shooting ranges, and equestrian stables/pastures are OFF LIMITS to all user group participants unless these areas are being used by guests under the supervision of Tecumseh staff. We advise minors to be supervised by an adult when they are participating in any of our program areas at camp. Our staff are not responsible for unsupervised children.
Child Abuse Prevention
Camp Tecumseh YMCA recommends that group leaders have appropriate screening policies in place for all group leaders with responsibility for or access to minors. Camp Tecumseh recommends a state and federal criminal history check, a free check of the sex offender registry, calling references on leaders, interviewing leaders, etc. Child Abuse Prevention Appropriate supervision and interaction between minors and leaders are key to minor-leader safety. Camp Tecumseh advises groups to provide training to all leaders to minimize the potential of any group leader being in a one-on-one minor-personnel situation when out of sight of others. Special consideration should be given to restroom and shower protocols, healthcare and first-aid settings, special needs minors, the desire or need for minor-leader one-on-one conversations, program design, etc. Methods to consider include operation under the “rule of three,” being in auditory or visual range of others when a situation requires one-on-one interaction: and providing settings that are in sight of others, but not in the “middle of it all.” Additionally, Camp Tecumseh YMCA shall not be responsible for any physical or sexual abuse of a group participant by a teacher, chaperone, parent or any other individual affiliated with the group.
Water Activities
Camp Tecumseh YMCA does not permit swimming or wading in any body of water located on camp property for Family Camp attendees. The lake is generally available from April – October (weather permitting) for boating. The lake may only be used for boating during designated times and only when monitored by an approved Camp Tecumseh lifeguard.. Camp Tecumseh will provide the lifeguards for the lake when this area is open and available for groups. Groups are not allowed to bring their own lifeguards. No one shall enter the pool, lake, or river area unless a qualified Camp Tecumseh lifeguard is on duty. Groups shall abide by all rules posted at the lake.
Recreational Activities
Your staff contact will be able to let you know which activities may be available as well as any additional charges for certain activities. Some activities may be dependent on weather, availability, etc.
Quiet Hours
Groups should respect the quiet hours between 11 PM and 7 AM. Please be aware that there are other groups and staff members on site.
Vehicles
The speed limit at Camp Tecumseh is 10 MPH. Parking is permitted in the parking lots and at the areas in front of your assigned cabin. Please read and follow posted parking signs. Please do not drive your vehicle over the grounds or grass. It is the policy of camp and the law of the State of Indiana to prohibit the transportation of people in vehicles not designed for passengers. This includes the back of pickup trucks. All guests will check-in at a designated area upon arrival. Camp staff will provide more detailed instructions on available parking, areas available for loading and unloading, etc.
Miscellaneous Rules
Alcohol, illegal drugs, firearms, knives, weapons, fireworks, explosives, animals, ground fires, accelerants, drones, snow sleds, bicycles, scooters, skateboards, and rollerblades are not permitted at camp. Guests that decide to bring such items to camp may be asked to leave. Camp Tecumseh YMCA assumes no responsibility for personal property (including vehicles, electronics, etc) brought onto camp by any guest. Guests bringing personal property onto Camp Tecumseh YMCA premises assume all risks with respect to that property. Smoking is not allowed in any camp building, around minors, or near any of our program areas.
Misuse of Property or Equipment
The group will be expected to pay for any damages to the property and equipment beyond normal wear and tear. This includes, but is not limited to, graffiti, ground fires, structural damage, etc. There is a $50 minimum charge for each incident of property damage. Damage charges include labor and materials. Camp will provide equipment for most activities such as wall climbing, archery, etc. If groups desire to bring their own sports equipment or other equipment to camp, they must discuss this with Camp Tecumseh staff.
Photo/Video/Digital Media Policy
Camp Tecumseh YMCA may on occasion take photographs and/or video of its program participants for use in print or electronic materials. Entry onto Camp Tecumseh property and/or participation in YMCA programs by anyone in a participating group automatically grants permission for YMCA Camp Tecumseh to use these images in its marketing and public relations efforts. No person’s name will be used without permission. If any individual should not be photographed, please inform our staff at or prior to arrival.