Registration Information | FallServe
In 2019 we will be running The Hartford Project's fourth weekend event, FallServe. This event has a cap of 100 participants, so please turn in estimates of your numbers (leaders, and students) as soon as you can and update them as often as possible. Learn more about our 3 Major Components: Service, Discipleship and Life in the City!
Who?
Students in grades 7 through 12 (during the 2019-2020 school year) may attend with their youth group.
What?
The Hartford Project (THP) is an urban ministry immersion experience for teenagers in New England. During FallServe church youth groups are invited to come and spend the weekend in Hartford, CT. During this time they will serve the community, learn about poverty, experience racial reconciliation, and build relationships with the wider body of Christ.
Check out our Schedule for more information and view our Expectations and Packing List!
Check out our Schedule for more information and view our Expectations and Packing List!
When?
Friday, October 25 - Sunday, October 27
*Please note that all forms, online apps and deposits must be submitted online, postmarked or received via email by the deadlines above. Late registrations are only allowed on a case-by-case basis. If THP chooses to grant a late registration extension, there will be a $10 late fee for any late individual registrations. There will also be a $50 late registration fee for any churches who have outstanding registration steps or payments after the deadlines above. Please scroll down to see a complete list of Registration Steps.
- Church Registration Deadline: September 15
- Participant Registration and Deposit Deadline: September 29
- Final Payment and Church Paperwork Deadline: October 13
- Check-In: Friday, October 25, 6 PM
- Check-Out: Sunday, October 27, 3 PM
*Please note that all forms, online apps and deposits must be submitted online, postmarked or received via email by the deadlines above. Late registrations are only allowed on a case-by-case basis. If THP chooses to grant a late registration extension, there will be a $10 late fee for any late individual registrations. There will also be a $50 late registration fee for any churches who have outstanding registration steps or payments after the deadlines above. Please scroll down to see a complete list of Registration Steps.
Where?
Our location for housing, meals and worship is Glory Chapel International Cathedral (221 Greenfield Street, Hartford, CT). Student Worksite Teams will be sent out to serve alongside various ministry partners in Hartford, as we experience and share God's love.
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Cost
Regular Registration: $99
All applications, forms and checks must be postmarked or received via email by September 29. If you would like to reserve spots for your church you may do so by filling out the FallServe Church Registration Form and paying a $25* nonrefundable, nontransferable deposit for each reserved spot.
Hartford Resident Rate: $49.50
All participants who either live in Hartford or worship at a church in Hartford qualify for the Hartford Resident Rate. As with Regular Registration, all applications, forms and checks must be postmarked or received via email by September 29. If you would like to reserve spots for your church you may do so by filling out the FallServe Church Registration Form and paying a $25* nonrefundable, nontransferable deposit for each reserved spot.
Leader Discount: One free leader for every six students registered.
Household with Multiple Participants Discount: $25 off the second participant; $50 off all remaining participants living in the same household. This discount does not apply to leaders or households receiving the Hartford Resident Discount.
*There is no deposit for leaders, unless a church has requested otherwise.
All applications, forms and checks must be postmarked or received via email by September 29. If you would like to reserve spots for your church you may do so by filling out the FallServe Church Registration Form and paying a $25* nonrefundable, nontransferable deposit for each reserved spot.
Hartford Resident Rate: $49.50
All participants who either live in Hartford or worship at a church in Hartford qualify for the Hartford Resident Rate. As with Regular Registration, all applications, forms and checks must be postmarked or received via email by September 29. If you would like to reserve spots for your church you may do so by filling out the FallServe Church Registration Form and paying a $25* nonrefundable, nontransferable deposit for each reserved spot.
Leader Discount: One free leader for every six students registered.
Household with Multiple Participants Discount: $25 off the second participant; $50 off all remaining participants living in the same household. This discount does not apply to leaders or households receiving the Hartford Resident Discount.
*There is no deposit for leaders, unless a church has requested otherwise.
Church Registration Steps
CHURCH REGISTRATION DEADLINE
Complete by September 15
- Fill out the Online Church Registration Form.
- To officially reserve spots, write a deposit check from your church, or pay online while completing the Online Church Registration Form in Step 1 above. The deposit per student is $25 and is nonrefundable and nontransferable. You are not required to pay your deposit until the Participant Registration and Deposit Deadline, but by paying the deposit earlier you are able to reserve a set number of spots for your church, which will be held for you through September 22. Checks should be written out to The Hartford Project with "FallServe Deposit" in the memo line and mailed to The Hartford Project, PO Box 260102, Hartford, CT 06126. All checks should come from churches (individual participants should write checks out to their church or pay online when registering).
- After completing Step 1, you will receive an email with further instructions for your students and leaders to complete their Individual Online Registration. You can also download and print our FallServe Flyer to distribute to youth and families.
PARTICIPANT REGISTRATION AND DEPOSIT DEADLINE
Complete by September 29
- Confirm that all individuals (students and leaders) have submitted their Individual Online Registration (see Step 3 above) and paid their deposit. Checks should be written out to The Hartford Project with "FallServe Deposit" in the memo line and mailed to The Hartford Project, PO Box 260102, Hartford, CT 06126. All checks should come from churches (individual participants should write checks out to their church or pay online when registering).
FINAL PAYMENT AND CHURCH PAPERWORK DEADLINE
Complete by October 13
- Fill out the Online Worksite Team Form. Each worksite team on this form must not exceed seven people and must have its own transportation (e.g. if your church has two worksite teams of 6 people each, you should not plan to use one 12-passenger van, but will need 2 minivans and 2 drivers).
- Complete a background check for all leaders (and participants age 18 or older) and a motor vehicle check for all drivers attending with your church.
- Fill out the Online Church Release Form.
- Request 2 Insurance Riders from your insurance agent/provider, according to these requirements. Insurance Riders may be mailed to The Hartford Project, PO Box 260102, Hartford, CT 06126.
- Pay any outstanding balance. Checks should be written out to The Hartford Project with "FallServe Final Payment" in the memo line and mailed to The Hartford Project, PO Box 260102, Hartford, CT 06126. All checks should come from churches (individual participants should write checks out to their church or pay online when registering). Churches or individuals may pay online at the following links: Hartford Residents // Non-Hartford Residents
You as the leader are responsible for
- Completing the Church Registration Steps listed above and communicating all necessary information to students and leaders registering with your church.
- Screening all students and leaders registering for THP through your church, to ensure they are adequately prepared and capable of participating in THP. This includes, but is not limited to, running background checks on all adults registering with your church and driving record checks on all drivers for your church. Additionally, you may choose to hold mandatory meetings for your team prior to THP, or require students to complete a certain number of service hours before participating in THP.
- Collecting money from your students. Students must make checks out to the church that they are registering with and then that church must cut a check to The Hartford Project with "FallServe Deposit" or "FallServe Final Payment" in the memo line. Student (or your church) may also make online payments.
- Having at least a 6:1 student to leader ratio with at least one male and female leader if you have both male and female participants.
- Arranging all transportation of your students to, from and during The Hartford Project. Please note that your group will be split into groups of 7 or less for worksites.
- Please pray about and for this trip. Encourage your students and leaders to seek God’s direction about going on this trip. We are looking forward to great things in the city of Hartford.
- Check us out at www.facebook.com/TheHartfordProject and on social media: @hartfordproject.
Disclaimer
The Hartford Project is a collaboration between various churches for the purpose of ministry in Hartford. Each church is responsible and liable for their own students and leaders. Each church’s insurance policy would cover any incidents involving anyone from your church. Each church is expected to do the proper diligence in background checking and screen all adult leaders associated with this project.
Off-topic Links:
Christ is Life Ministries
Wayfinding Prayer
Calling Lab
