FAQ's and Documents

Registration Process

Due to Big Lake’s high rental demand, requests are required to make reservations. We do our best to accommodate all requests, which is why we ask that you put a 1st, 2nd, and 3rd choice. Rental requests can be put in at any time, but are not processed until the March 1st prior to said rental season.

Many things are considered in rental requests: accommodating as many retreat groups as possible, whether or not you are choosing to have your retreat catered, as well as past group evaluations.

After reviewing available rental dates, put in your rental request by following the link to the online “Date Request Form”. There may be other weekend or mid-week dates available that are not listed, but those are only by special request. Please inquire with our office manager.

Fill in the “Date Request Form” and press send at the bottom of the page. Again, dates are reviewed in early March, and date confirmation emails are sent out in late March or early April. Please feel free to contact our offices at any time to check on the status of your request.

After you have received your date confirmation email, you have two weeks to confirm and pay your deposit, before your requested date becomes available for another group to book.

Your confirmation email will include instructions on how to create an online account on our ‘UltraCamp’ system, to accept or reject your dates, and how to complete the registration process.

About Finances

Q: How does the deposit work?

A: deposit is required to confirm your reservation to use Big Lake Youth Camp. The deposit is equal to the minimum one night charge for each building reserved. Seventh-day Adventist groups renting the facilities will receive a 10% discount on total fees listed on the rental agreement at check-out time.

Q: How do we make our final payment?

Please collect money from your individual campers and pay the total in one check please, made to Big Lake Youth Camp. You will receive an itemized copy of the charges at the time you make your final payment. Please settle all accounts with the camp ranger before you leave.

Q: What is your cancellation policy?

Written notice (mail or email) to the Big Lake office in Gladstone will be required to cancel an event.

 

60 days+ notice                   full refund
30-60 days notice                50% refund

Less than 30 days notice     no refund

The only exception will be if the Big Lake Youth Camp organization needs to cancel, usually only for extreme weather conditions.

Q: How are dates assigned?

A: The dates are assigned by committee.  The committee will meet shortly after February 22 to assign dates for off-season rentals. Working by committee with all the requests in front of us, we are able to accommodate more youth, church, family and school groups. We will evaluate each request and reservations will be determined for the entire rental season. A packet and agreement form with the required deposit amount listed will be sent out by the first week of March. If we haven’t been able to fit you in to one of your listed dates we will call and see if any alternate dates might work for you. Upon receipt of your packet you’ll have two weeks to confirm with your signed agreement and the required deposit before we go to the first group on the waiting list.


Please, please only mark down the estimated group size that you feel is reasonable. We will assign you dates and accommodations accordingly. We cannot add to that group size later because in most cases there are multiple groups at Big Lake during any given weekend and our assignments are made according to size of group you’ve requested. Not only are accommodations impacted but also the ability to move everyone in and out in a safe and timely fashion with the sno-cat.

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