Hosting Guidelines

FOR NAD HOST CLUBS

Host Clubs are Conference-approved clubs committed to providing camping space, food, and tents at no cost, for a group of international guests, from Tuesday evening, August 6, 2024, through Sunday morning, August 11, 2024.

Any late arrival or early departure from the Host Club must be properly communicated, helping the guest group to make necessary arrangements.

FAQs

HOW DOES AN NAD CLUB BECOME A HOST CLUB?

Pray and talk with your Club about it, check your budget, and set an estimated number of guests that your club could accommodate. Then complete this Seeking a Guest Group FORM.

WHEN WILL AN INTERNATIONAL GROUP BE ASSIGNED TO MY CLUB?

When an international group fits your groups’ preferences and has completed their Camporee registration, our International Guest Hosting Coordinator will email you with a request to host this group.

Hosting arrangements start in 2023. Please be patient, as international groups may be applying for US visas, sometimes until Spring 2024.

As we need lots of hosting NAD clubs, help us by inviting other clubs in your district to join you in hosting too. Please make this a matter of continuing prayer in your club, that God will guide all the arrangements and plans!

CAN WE CHOOSE OUR OWN INTERNATIONAL GROUP?

Feel free to make contacts with international groups, and once you have a pre-agreement, please complete this Pre-Agreement FORM . This is mandatory in order to receive additional camping space.

WHAT IF MY GUEST GROUP CHANGES PLANS?

Sometimes late adjustments need to be made due to insufficient funding, travel problems, etc.

Communication is key to prevent misunderstandings. If your plans or your guest group plans change, please, let us know as soon as possible and we will do our best to solve the problem. Be prepared to be flexible.

WHAT IS AN INTERNATIONAL GROUP RESPONSIBLE FOR?

International guests are responsible for their own bedding, towels, soap, clothing, and other personal items; travel expenses to and from the Camporee; visas; and any other shopping or travel while in the USA.

WHAT ARE HOST CLUBS RESPONSIBILITIES?

As mentioned before, hosts will supply tents and food, at no cost, at their campsite from the evening of August 6 through the morning of August 11 (unless specific plans have been made with the guests to adjust the start and end time). Hosted guests will camp with their host group, within the North American Division area, organized by conferences within unions.

It is a good idea to be prepared for contingencies such as lost bedding/clothing during travel; improper clothing for weather changes (cold, rain, heat, wind); personal needs (toiletries, first aid, etc.), flashlights and batteries, or emergency cash needs.

As international group plans develop, you should communicate with your Guests to inquire how many Pathfinder girls and boys there will be, how many juniors or teens, and how many adult staff men or women will be coming, so you can plan accordingly.

It is the host club director’s responsibility to keep your conference director informed about the number of guests you will be hosting to ensure adequate camping space is allotted to your club.

WILL THEY SPEAK ENGLISH?

The ability to converse in English will vary, but most groups come with at least one person proficient in English. Even if your group has no specific language gifts, consider hosting guests from a country of origin for one or more families represented in your own club. Smiles and creative sign language are universally understood – with laughs and hugs.

PLAN A SHARED EXPERIENCE

Hosting an international group is an awesome experience! Your club and your guests will receive rich blessings from the shared cultures, stories, and experiences. When you have your club assigned and contact information, begin communicating right away – together plan worship experiences, menus, guest native cuisine, and shared responsibilities in all aspects of living together. You will need updates on their group size, genders, ages; travel plans; arrival and departure dates (discuss the details please – be responsible!); rules for each group.

Your group may have certain cultural customs or daily practices that you need to be aware of.  Pray that the Holy Spirit will bless this “foretaste of heaven” mingling together and guide all the details in preparation. You may want to exchange pictures so key leaders can easily locate each other on arrival.

AVOID SURPRISES…

Please, communicate your plans with your guests to avoid surprises.

Here are some examples:

  • If your club is planning to arrive late to the Camporee or leave early, please, let your guests know they can camp at the International Village, and try to provide the missing meals.
  • If meals will not be provided at your camp every day (for example, by skipping lunch), please support your guests with an alternative, they count on you.
  • If you are planning to divide the international group among other clubs, let them know as soon as possible for them to plan accordingly.

In other words, “Whatever you want men to do to you, do also to them” (Matthew 7:12), always keeping in mind that their culture could be different than yours.

Need help? Contact Nestor Osman, International Guest Services Director