Organizing a Camp: Liberty Affiliated
Liberty-affiliated groups include camps managed by our academic departments, Recreation Center, Club Sports, and NCAA coaches. Because these groups are directly associated with the University, they receive certain benefits in terms of pricing for hosting a camp at Liberty University. Liberty affiliated groups are not subject to any sort of rental fee for the use of on-campus facilities during their camps, including the LaHaye Rec and Fitness Center, and receive discounted pricing for both their on-campus housing and dining needs during the summer.
Step 1: Submit a Summer Camp Application through Active Network
Liberty affiliated groups will apply to host their summer camps through Active Network. Once submitted, the University Events Office staff will review these applications and reach out if there are any questions or potential conflicts with the dates requested.
Step 2: Sign your Date Contract
The Date Contract confirms the dates in which a camp is able to be held at Liberty University. Date Contracts do not confirm any sort of facilities or services for the camp, including housing, dining, transit, etc. Once the Date Contract is signed and returned to the University Events Office, the camp is officially added to our summer camps schedule.
Step 3: Set up your camp registration portal through Active Network
Once the Date Contract has been signed, Liberty affiliated camps are able to begin setting up their camp registration portals. Active Network allows for full customization of the registration portal, and allows camp directors to easily track registration data and financial information for their camps.
Step 4: Schedule a camp meeting with your Summer Camp Coordinator
Your Summer Camp Coordinator, aka the University Events staff member who is assigned to your camp, will reach out to you regarding setting up a summer camp meeting to go over all of the details for your camp. They will provide more information on what dorms, meal plans, facilities, etc. have been reserved for your camp, and will discuss any outstanding topics or questions that are still pending for your camp. At this time, your Summer Camp Coordinator will provide you with your camp’s Final Contract.
Step 5: Sign your Final Contract
The Final Contract is the official confirmation for summer camps being hosted at Liberty University. Final Contracts cover all aspects of the camp –including housing locations, dining needs, requested facilities, etc. – as well as preliminary pricing estimates for hosting the camp. Upon signing the Final Contract, the camp is officially confirmed.
Step 6: Submit your Certificate of Insurance*
All Liberty Affiliated camps run by coaches of our NCAA Athletics teams and programs are required to submit a certificate of insurance with their signed Final Contract. All other Liberty Affiliated groups do not need to complete this step. For more information on Liberty University’s insurance requirements for external clients, visit our Certificate of Insurance page.
- Note: This step does not apply to all Liberty Affiliated camps.
Step 7: Submit your Camp Requisition*
Liberty Affiliated camps are required to submit a requisition through BuyLU two weeks prior to the start of camp. This requisition is based on a quote provided by the summer camps team, which is created based on the latest registration numbers that the camp has reported. Note that, camp customers MUST submit this requisition in order to hold their camp on our campus.
- Note: This step does not apply to Liberty Affiliated camps run by coaches of our NCAA Athletics teams and programs.
Step 8: Complete your camp roster through Active Network
Prior to the start of your camp, you will need to ensure that your camp roster is completely filled out. With the help of Active Network, this is a pretty simple process, as the software tracks all camper information during the registration process. This camp roster will be used when assigning any requested services for your camp (overnight housing, dining, etc.), so it is crucial that this information is correct prior to the start of your camp.
If you have any questions on these steps, please email firstname.lastname@example.org