great Events make the guest experience memorable!

Good Organization is paramount for the success of any event. Your event is a reflection of the resort’s presentation to its guests and must be well planned and executed.
Event details should be discussed with everyone involved – Organizers, participants, emcee, DJ and Woods management.
Any fund-raising efforts must be transparent. Charity signage is required. See the Charity Fund Raising Sign example
After the event, collect all money raised and receipts from participants and submit to Guest Services within 1 week. Any participants seeking reimbursement should use the Reimbursement Form.
If you are organizing a party, event or contest at The Woods, please complete the form below and submit it no later than 2 weeks prior to the event date.
This form has 2 purposes:
- It provides details of the event so camp management, marketing and security is aware of what will occur.
- It’s to request supplies from camp management for the execution of the event.
Event Policy
Block Parties / Events
Sites included in a camp block party will select one point of contact for management and owners to discuss planning, party needs and form submission. The Party Planning Form (above) must be submitted at least two weeks prior to the event. This form has all of the common concerns and needs a block party comes across when planning. It is shared with department supervisors where any clarification questions will be relayed as needed. During the event, Party Fund donation jars and QR codes will be provided from camp to display in various locations. One person from the participating sites will coordinate with a camp representative before and after the event regarding donations. All cash collected at the event will be submitted using this (sheet) and turned in to Guest Services. Any site wanting to be reimbursed for out-of-pocket costs related to the block party will use the Reimbursement Request form. This form must be submitted within 2 weeks after the event and will have a per site maximum reimbursement of $200.00 paid via Cash, Site Credit Resort Credit or Venmo.
Charity Events (Non-Titleholders)
Any event held at The Woods that advertises money is being raised for a charity other than the Camp Party Fund needs to submit the form on this page at least two weeks prior to event start. A point of contact will be listed and used to communicate needs or concerns with management and owners. Be prepared to provide 501c3 information associated with the charity that is collecting the funds or the charity to which funds will be sent. All cash collected at the event must be submitted using this (sheet) and turned in to Guest Services. The Woods will write a check directly to the charity associated to the event and share the check number and date sent with point of contact.
Titleholder Funds
The titleholders/committee members will communicate with The Woods prior to opening how fund(s) raised in the 2025 will be allocated. Dan will be the point of contact for Queens & Leather and Pat will be the point of contact for Bears & Master Camper. A meeting with this point person will be held at the beginning, middle and end of season. In addition, a shared document from The Woods will be provided to necessary individuals in each titleholder group for viewing. Starting/roll-over funds will be discussed prior to May 1st. Only titleholder groups with a verified 501c3 may use their own associated bank/Venmo account to collect and reimburse funds. Details of funds collected (Cash/Venmo) will be communicated to Dan within a week after event so that the shared spreadsheet can be updated. At the end of each month, a statement from the Venmo and bank account must be sent to Dan. Failure to complete these requirements will result in a withdrawal of privileges to collect funds with their own accounts. All others will need to utilize the Party Fund cash jars and Venmo system for each event held. The funds collected will be submitted to the office using this (sheet) within a week of event completion. The shared spreadsheet will be updated within a week of sheet being submitted.
Shot Crawls
Camp sponsored shot crawls are posted on the schedule of events. Any site interested in participating should submit this form indicating the crawls you are interested in hosting a stop. Sites will receive a confirmation email from camp with the date(s) they are registered. Liquor and mixers can be requested from camp or hosts can purchase their own for the crawl(s). If supplies from camp are needed, then please indicate so on the form submitted or communicate with Jacob a week prior. If a host desires to be reimbursed for out-of-pocket costs for the crawl, just use the will use the Reimbursement Request form. This form must be submitted within 2 weeks after the crawl. A per site maximum reimbursement of $75.00 applies.
Shot Crawl Sign Up Form
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