Registration Information | SUmmer Outreach
In 2017 we will be running two weeks of The Hartford Project, each with a cap of 150 participants, so please turn in estimates of your numbers (leaders, and students) as soon as you can and update them as often as possible.
Who?
Students completing grades 6 through 12 may attend with their youth group.
What?
The Hartford Project (THP) is an urban ministry immersion experience for teenagers in New England. Church youth groups are invited to come and live in Hartford, CT for five days in the summer. During this week they will serve the community, learn about poverty, experience racial reconciliation, and build relationships with the wider body of Christ. Learn more about our 3 Major Components: Service, Discipleship and Life in the City!
When?
Week 1 (Summer registration closed. Check back soon for 2018 dates.)
- Sunday, June 25th - Thursday, June 29th
- Early Bird Deadline: Saturday, April 1st
- Regular Registration and Documents Deadline: Saturday, April 29th
- Final Payment: Saturday, May 27th
- Check-In: Sunday, June 25th; Leaders - 6PM; Students - 7PM
- Check-Out: Thursday, June 29th; 9PM
- Sunday, July 16th - Thursday, July 20th
- Early Bird Deadline: Saturday, April 22nd
- Regular Registration and Documents Deadline: Saturday, May 20th
- Final Payment: Saturday, June 17th
- Check-In: Sunday, July 16th; Leaders - 6PM; Students - 7PM
- Check-Out: Thursday, July 20th; 9PM
*Please note that each week will be limited to 150 participants, so please register early to ensure that you get the week that is best for your group.
Where?
Since 2010 we have used South Church of Hartford (277 Main St) as our Hub for housing, meals and worship throughout the Summer Outreach Weeks. Student Worksite Teams are sent out to various ministry sites in Hartford throughout the week to experience and share God's love.
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Cost
Early Bird Registration: $200
Early Bird Registration opens for all projects on Tuesday, January 3rd and ends 12 weeks prior to the specific outreach. Churches may reserve spots starting January 3rd by filling out the Online Church Registration Form and mailing a $50 non-refundable deposit for each spot. However, to secure the Early Bird Registration Rate all of the corresponding online student and leader registrations must be completed and medical consent forms must be postmarked by the Early Bird Deadline for your project. Any reserved spots that are not finalized by your project's Early Bird Deadline will be released and opened up to anyone on the waiting list (if one exists at that time). The remaining $150 per early bird registration is due 4 weeks prior to your outreach.
Regular Registration: $250
Regular Online Registrations may be submitted with the corresponding medical consent forms and the $50 non-refundable deposit for each spot after Early Bird Registration closes. Registration will close 8 weeks prior to the outreach. The remaining $200 per regular registration is due 4 weeks prior to your outreach.
Hartford Resident Rate: 50% off
All participants who either live in Hartford or worship at a church in Hartford qualify for a 50% discount. This rate is based off of the current rate for your outreach and good up until registration closes 8 weeks prior to the outreach. Church's whose students qualify for the Hartford Resident Rate need to turn in a $25 deposit to secure each spot, in addition to the students' Online Registration and Medical Consent Form being received by the corresponding deadlines. The remaining fee ($75 for Early Bird Registration or $100 for Regular Registration) is due 4 weeks prior to the outreach.
Leaders: 1 free leader for every 6 students registered, cost for additional leaders always remains at the Early Bird Rate
We will once again have a Household with Multiple Participants Discount of $25 off the 2nd participant and $50 off all remaining participants living in the same household. This discount does not apply to Leaders.
Early Bird Registration opens for all projects on Tuesday, January 3rd and ends 12 weeks prior to the specific outreach. Churches may reserve spots starting January 3rd by filling out the Online Church Registration Form and mailing a $50 non-refundable deposit for each spot. However, to secure the Early Bird Registration Rate all of the corresponding online student and leader registrations must be completed and medical consent forms must be postmarked by the Early Bird Deadline for your project. Any reserved spots that are not finalized by your project's Early Bird Deadline will be released and opened up to anyone on the waiting list (if one exists at that time). The remaining $150 per early bird registration is due 4 weeks prior to your outreach.
Regular Registration: $250
Regular Online Registrations may be submitted with the corresponding medical consent forms and the $50 non-refundable deposit for each spot after Early Bird Registration closes. Registration will close 8 weeks prior to the outreach. The remaining $200 per regular registration is due 4 weeks prior to your outreach.
Hartford Resident Rate: 50% off
All participants who either live in Hartford or worship at a church in Hartford qualify for a 50% discount. This rate is based off of the current rate for your outreach and good up until registration closes 8 weeks prior to the outreach. Church's whose students qualify for the Hartford Resident Rate need to turn in a $25 deposit to secure each spot, in addition to the students' Online Registration and Medical Consent Form being received by the corresponding deadlines. The remaining fee ($75 for Early Bird Registration or $100 for Regular Registration) is due 4 weeks prior to the outreach.
Leaders: 1 free leader for every 6 students registered, cost for additional leaders always remains at the Early Bird Rate
We will once again have a Household with Multiple Participants Discount of $25 off the 2nd participant and $50 off all remaining participants living in the same household. This discount does not apply to Leaders.
Church Registration Steps:
- Fill out the Online Church Registration Form.
- To officially reserve spots (held until the Early Bird Registration Deadline for your week), write a deposit check from your church. Deposit amount is calculated on the Online Church Registration Form above ($50 nonrefundable deposit for each reserved spot). Checks should be written out to The Hartford Project with "THP 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, not THP). You may also choose to Make a Payment Online.
- After completing step 1 above (and step 2 if you choose to reserve your spots by deposit) you will receive a registration link and password by email. Share this link and password with students and leaders from your church. In order to secure the Early Bird Registration Rate, individual participants must compete online registration and turn in their Medical Consent Forms (see Step 4 below) by the Early Bird Registration Deadline. In addition, any reserved spots not finalized by the Early Bird Registration Deadline will be released to anyone on the waiting list (if one exists at that time).
- Print out or email the Medical Consent Form to distribute to all your participants and leaders. Collect these forms and mail them to The Hartford Project, PO Box 260102, Hartford, CT 06126. In order to secure the Early Bird Registration Rate, online registration must be completed (see Step 3 above) and Medical Consent Forms must be postmarked by the Early Bird Registration Deadline. In addition, any reserved spots not finalized by the Early Bird Registration Deadline will be released to anyone on the waiting list (if one exists at that time).
- Fill out the Online Worksite Team Form by the Regular Registration Deadline. Each worksite team on this form must have its own transportation (e.g. if a church has two worksite teams of 6 people each, they should not plan to use one 12-passenger van, but will need 2 minivans and 2 drivers). (If you prefer, you may print this Worksite Team Form and mail it to The Hartford Project, PO Box 260102, Hartford, CT 06126 or email it to worksites[at]thehartfordproject[dot]org.)
- Complete a background check for all leaders (and participants 18 years and older) and a motor vehicle check for all drivers attending with your church.
- Mail a copy of the following to The Hartford Project, PO Box 260102, Hartford, CT 06126 by the Regular Registration Deadline: Church Release Form and 2 Insurance Riders.
- Pay any outstanding balance by the Final Payment Deadline for your church's outreach week. Checks should be written out to The Hartford Project with "THP 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, not The Hartford Project).
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.
- 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 "THP Deposit" or "THP Final Payment" in the memo line.
- 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. Also, don't forget to check us out on Facebook and twitter!
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.
