Registration & Participant Policies

When registering for a Passport summer program, you are committing to the registration policies outlined below. Producing quality programs for thousands of students every summer requires advance planning, investments in supplies and programming, hiring, and commitment with host facilities and ministry partners. Giving special attention to these policies and communication these to parents will ensure our common commitment to fairness for all groups and the very best stewardship of all of our resources. Not to mention the very best experience for you this summer!

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PASSPORTchoices/PASSPORTmissions

PAYMENTS

  • Reservations are secured by paying a $75 deposit for each participant.
  • Deposits can be paid by credit card online or paid by check prior to registering online. To prepay by check, download this form.
  • Final payment must be paid by check and is due:
    • May 1 for camp sessions that begin in June
    • June 1 for camp sessions that begin in July
  • If the final balance is not paid by the date due, a late payment fee of $10 per participant will be added to the balance due.

You may make additional payments on your balance at any other time by mailing a check or money order to the Passport, Inc. national office. All additional payments for camp must be made by check.

Please mail your check to: Passport, Inc., 3421 Sierra Drive, Birmingham, AL 35216.

Clearly mark on your check your church name, city, state, and the location and session you are attending. If you must pay by credit card, contact our office. A 3% credit card processing fee will be added to each transaction for balance payments (other than deposits) made by credit card.

ADJUSTMENTS AND CANCELLATIONS

  • All registration adjustments should be made online prior to the date final payment is due. Additions can be made at any time as long as space is available.
  • Groups are allowed three drops from the registered total prior to the final payment due date. The deposits for these drops will not be immediately refunded but will apply to the final balance.
  • All drops in excess of the three allowed prior to the final payment due date result in the forfeiture of those deposits.
  • All drops after the final payment date will result in forfeiture of those deposits and incur an additional $100 late drop charge for each drop.
  • If the entire group cancels before the final payment due date, the group will be refunded 50% of the deposits paid or $225; whichever is greater.
  • If the entire group cancels after final payment is due, all deposits are forfeited and the late drop fee is assessed for each registered participant. The difference between the amount paid and the sum of the deposits and late drop fees will be refunded after the camp session.
  • Cancellations must be made in writing via mail, e-mail, or fax.
  • Spaces may not be given to another group or traded between groups.

WAIT LIST

If a camp session is full or there is not enough space for an entire group, the group leader may add their group or additional participants to a wait list by sending that request to reg@passportcamps.org or calling 800-769-0210. If an entire group is on the wait list, we highly recommend registering for another available session. Should space become available, Passport will contact the group leader before making any changes. Although we attempt to make decisions about wait lists as early as possible, space may not become available until well after final payments are due or even in the weeks leading up to a session of camp. Wait list decisions are always at the discretion of Passport, who desires the best camp experience for all attendees.

CAMP SUPPLY FEE

A one-time, mandatory fee for the purpose of purchasing camp supplies is added to the final registration balance. This fee is based on the final attendance total of each group and paid with the final balance. The camp supply fee is $100 for every ten participants, or any portion of ten (i.e. 1-10 participants = $100, 11-20 = $200, etc.).

CAMPER AND CHAPERONE RATIO

The Chaperone to Camper ratio in each group must be at least 1 chaperone per 6 campers of the same gender. For example, if you bring 8 female and 3 male campers, you must bring 2 female chaperones and 1 male chaperone.

ABOUT CAMPERS, CHAPERONES, AND GROUP LEADERS

  • Campers at youth camps must have completed grades 6 through 12 at the time of camp.
  • Chaperones must be at least 20 years old at camp and have been out of high school for at least one year.
  • All chaperones driving vehicles at camp must be at least 21 years old.
  • The Group Leader is the lead chaperone, and will be responsible for the camp registration and participants.

CHAPERONE SCREENING REQUIREMENT

Passport requires that every adult attending camp with your group have a background check completed through the church’s normal screening process. If your church does not performed background checks for volenteers, here are some services to get you started:

HEALTHY ADULT/MINOR ROOMING REQUIREMENTS

Passport, Inc.’s policy regarding Adult/Minor Rooming requires that an adult cannot sleep in the same room alone with a minor unless that adult is the parent or legal guardian of the minor.

In cabins or other lodging where there are multiple beds, we will arrange for at least two adults who are not married or related to stay with multiple minors. This may occasionally require placing more than one group in a cabin or apartment. If there are separate bedrooms, an adult will be given their own room or may share with another adult.

In the event that your group’s policy is stricter than this, Passport, Inc. will follow your policy to the best of our ability; however, it is the group leader’s responsibility to make specific rooming issues known to Passport in writing prior to the date final payment is due so that we can adequately plan. This may be done through the Special Needs section when you modify your registration online. You may also email your request to us at reg@passportcamps.org. Special rooming issues can usually be accommodated, although in some instances, this may require additional payment based on single room costs from our host facilities.

CAMP GUESTS

On occasion groups may need to have special non-participating guests attend camp with them. Although participants should always be registered with the group, you can request for others to join you at camp even if they are not participating. These requests must be made by email to reg@passportcamps.org or calling 800-769-0210 by April 1. A camp coordinator will discuss the expectations and accommodations with the Group Leader in addition to any fees that may be added.

Some of these situations may include:

  • Babies and young children: For chaperones who need to bring babies or young children under camper age to camp, please contact reg@passportcamps.org so a camp coordinator can let you know of the specific guidelines, expectations, and any additional fees.
  • Pastors and other non-participating adults: For pastors or other adults who wish to visit camp or a portion of a camp session, please contact Passport so that we can discuss options with you.

All adults at camp, participating or not, must be included in the chaperone screening process.

Register Here

PASSPORTkids
PAYMENTS
  • Reservations are secured by paying a $60 deposit for each participant.
  • Deposits can be paid by credit card online or paid by check prior to registering online. To prepay by check, download this form. 
  • Final payment must be paid by check and is due:
    • May 1 for camp sessions that begin in June
    • June 1 for camp sessions that begin in July and August
  • If the final balance is not paid by the date due, a late payment fee of $10 per participant will be added to the balance due

You may make additional payments on your balance at any other time by mailing a check or money order to the Passport, Inc. national office.   All additional payments for camp must be made by check.

Please mail your check to: Passport, Inc., 3421 Sierra Drive, Birmingham, AL 35216. Clearly mark on your check your church name, city, state, and the location and session you are attending. If you must pay by credit card, contact our office. A 3% credit card processing fee will be added to each transaction for balance payments (other than deposits) made by credit card.

ADJUSTMENTS AND CANCELLATIONS

  • All registration adjustments should be made online prior to the date final payment is due. Additions can be made at any time as long as space is available.
  • Groups are allowed three drops from the registered total prior to the final payment due date. The deposits for these drops will not be immediately refunded but will apply to the final balance.
  • All drops in excess of the three allowed prior to the final payment due date result in the forfeiture of those deposits.
  • All drops after the final payment date will result in forfeiture of those deposits and incur an additional $75 late drop charge for each drop.
  • If the entire group cancels before the final payment due date, the group will be refunded 50% of the deposits paid or $180; whichever is greater.
  • If the entire group cancels after final payment is due, all deposits are forfeited and the late drop fee is assessed for each registered participant. The difference between the amount paid and the sum of the deposits and late drop fees will be refunded after the camp session. Cancellations must be made in writing via mail, e-mail, or fax.
  • Spaces may not be given to another group or traded between groups.

WAIT LIST

If a camp session is full or there is not enough space for an entire group, the group leader may add their group or additional participants to a wait list by sending that request to reg@passportcamps.org or calling 800-769-0210. If an entire group is on the wait list, we highly recommend registering for another available session. Should space become available, Passport will contact the group leader before making any changes. Although we attempt to make decisions about wait lists as early as possible, space may not become available until well after final payments are due or even in the weeks leading up to a session of camp. Wait list decisions are always at the discretion of Passport, who desires the best camp experience for all attendees.

CAMP SUPPLY FEE

A one-time, mandatory fee for the purpose of purchasing camp supplies is added to the final registration balance. The fee is based on the final attendance total of each group and paid with the final balance. The fee is $50 for every ten participants or any portion of ten (i.e. 1-10 participants = $50, 11-20 = $100, etc.).

CAMPER AND CHAPERONE RATIO

The Chaperone to Camper ratio in each group must be at least 1 chaperone per 5 campers of the same gender. For example, if you bring 8 female and 3 male campers, you must bring 2 female chaperones and 1 male chaperone.

ABOUT CAMPERS, CHAPERONES, AND GROUP LEADERS

  • Campers at children’s camps must have completed grades 3 through 6 at the time of camp.
  • At least one chaperone of each gender represented at camp must have been out of high school for at least one year. For children’s camps, younger chaperones may also attend, but must have completed grades 11 or 12.
  • The Group Leader is the lead chaperone and will be responsible for the camp registration and participants.

CHAPERONE SCREENING REQUIREMENT

Passport requires that every adult attending camp with your group have a background check completed through the church’s normal screening process. If your church has not preformed background checks for volunteers, here are some services to get started:

HEALTHY ADULT/MINOR ROOMING REQUIREMENT

Passport, Inc.’s policy regarding Adult/Minor Rooming requires that an adult cannot sleep in the same room alone with a minor unless that adult is the parent or legal guardian of the minor.

In cabins or other lodging where there are multiple beds, we will arrange for at least two adults who are not married or related to stay with multiple minors. This may occasionally require placing more than one group in a cabin or apartment. If there are separate bedrooms, an adult will be given their own room or may share with another adult.

In the event that your group’s policy is stricter than this, Passport, Inc. will follow your policy to the best of our ability; however, it is the group leader’s responsibility to make specific rooming issues known to Passport in writing prior to the date final payment is due so that we can adequately plan. This may be done through the Special Needs section when you modify your registration online. You may also email your request to us at reg@passportcamps.org. Special rooming issues can usually be accommodated, although in some instances this may require additional payment based on single room costs from our host facilities.

CAMP GUESTS

On occasion groups may need to have special non-participating guests attend camp with them. Although participants should always be registered with the group, you can request for others to join you at camp even if they are not participating. These requests must be made by email to reg@passportcamps.org or calling 800-769-0210 by April 1. A camp coordinator will discuss the expectations and accommodations with the Group Leader in addition to any fees that may be added.  Some of these situations may include:

  • Babies and young children: For chaperones who need to bring babies or young children under camper age to camp, please contact reg@passportcamps.org so a camp coordinator can let you know of the specific guidelines, expectations, and any additional fees.
  • Pastors and other non-participating adults: For pastors or other adults who wish to visit camp or a portion of a camp session, please contact Passport so that we can discuss options with you.

All adults at camp, participating or not, must be included in the chaperone screening process.

Register Here

MissionBASE
PAYMENTS
  • Reservations are secured by paying a $90 deposit for each participant.
  • An additional $90 installment is due February 1 (or immediately after registering if after February 1) for each registered participant.
  • Final payment is due May 1.
  • If the final balance is not paid by the date due, a late payment fee of $10 per participant will be added to the balance due.
  • If payments aren’t received according to schedule, the registered group risks forfeiting their reservation.

All MissionBASE payments, including deposits and installments, are not refundable and not transferrable to another group or registration.

ADJUSTMENTS AND CANCELLATIONS

  • Any drops or group cancellations result in the loss of deposits and payments for those spots.
  • All registration adjustments should be made online prior to the date that final payment is due. Additions can be made at any time as long as space is available.
  • Cancellations must be made in writing via mail, e-mail, or fax.
  • Spaces may not be given to another group or traded between groups.

Passport, Inc. • 3421 Sierra Drive • Birmingham, AL 35216
reg@passportcamps.org • fax: 205-822-1960

WAIT LIST

If a MissionBASE session is full or there is not enough space for an entire group, the group leader may add their group or additional participants to a wait list by sending that request to reg@passportcamps.org or calling 800-769-0210. If an entire group is on the wait list, we highly recommend registering for another available session. Should space become available, Passport will contact the group leader before making any changes. Although we attempt to make decisions about wait lists as early as possible, space may not become available until well after final payments are due or even in the weeks leading up to a session of MissionBASE. Wait list decisions are always at the discretion of Passport, who desires the best experience for all attendees.

STUDENT AND ADULT RATIO

The Adult to Student ratio in each group must be at least 1 adult per 6 students of the same gender. For example, if you bring 8 female and 3 male students, you must bring 2 female adults and 1 male adult.

CREW LEADERS

Groups will need to bring one Adult Crew Leader for every 10 students. A Crew Leader may also be the Group Leader, and will count as an adult in the Adult/Student ratio. Crew Leaders must be at least 21 years old.

Some of the work at MissionBASE may be benefited by having Crew Leaders with specific skill sets. Passport will provide more information if there are specific needs for your location.

ABOUT STUDENTS, ADULTS, AND GROUP LEADERS

  • Students at MissionBASE must have completed grades 6 through 12 at the time of the mission trip.
  • Adults must be at least 20 years old. All Adults driving vehicles to mission sites must be at least 21 years old.
  • The Group Leader is the lead Adult and will be responsible for the group’s registration and participants.

Passport recommends that church groups bring groups of students who are all, mostly, or at least half high school students. Middle or junior high students may attend, but should be accompanied by high school students, when possible. 

CHAPERONE SCREENING REQUIREMENT

Passport requires that every adult attending camp with your group have a background check completed through the church’s normal screening process. If your church has not preformed background checks for volunteers, here are some services to get started:

HEALTHY ADULT/ MINOR ROOMING REQUIREMENTS

Passport, Inc.’s policy regarding Adult/Minor Rooming requires that an adult cannot sleep in the same room alone with a minor unless that adult is the parent or legal guardian of the minor.

In lodging where there are multiple beds, we will arrange for at least two adults who are not married or related to stay with multiple minors. This may occasionally require placing more than one group in a shared space. If there are separate bedrooms, an adult will be given their own room or may share with another adult.

In the event that your group’s policy is stricter than this, Passport, Inc. will follow your policy to the best of our ability; however, it is the group leader’s responsibility to make specific rooming issues known to Passport in writing prior to the date final payment is due so that we can adequately plan. This may be done through the Special Needs section when you modify your registration online. You may also email your request to us at reg@passportcamps.org. Special rooming issues can usually be accommodated, although in some instances this may require additional payment based on single room costs from our host facilities.

In most cases with MissionBASE, all males will sleep in one area and females in another area. In these cases Passport will arrange for at least two adults who are not married or related to stay with multiple students. This will also include placing more than one group in the same area of the host facility.

GUESTS

Because of the nature of the mission projects and the housing arrangements, non-participating guests such as young children or bus drivers are not permitted to stay in facilities with MissionBASE participants.

Register Here

How To Register

Want to register but don’t know where to start? Read our helpful guide for understanding registration!

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800-769-0210

3421 Sierra Drive Birmingham, AL 35216

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