April 24, 2019

Frequently Asked Questions for Camp Organizers

Mason-Affiliated Programs

Handling finances and reconciliations per university policies can be one of the most daunting tasks associated with a PEC. Fiscal Services has provided the Mason community easy-to-use resources like Mason Marketplace. This virtual storefront can handle PEC registrations, merchandise sales, and other functions.

University Events schedules space for programs, events, and camps seeking to use university programmable space and, for a fee, can provide other support services. Visit the University Events website for information on how to initiate a scheduling request.

Programs, Events, and Camps that intend to use Dining Services for walk-in meal options in the Johnson Center, Merten Hall, and elsewhere around Mason need to coordinate their plans with Dining Services. This ensures that multiple PECs do not show up at the same venue at the same time. This can greatly increase wait times. To check catering services, click here. Please contact Resident Dining General Manager Jennifer Curtis at Jennifer.curtis@sodexo.com or 703-993-3407 or Operations Manager Roshonda Alexander at roshonda.alexander@sodexo.com to coordinate meal needs.

Programs, Events, and Camps seeking overnight accommodations at Mason should contact Housing and Residence Life.

Programs, Events, and Camps hosting visitors often seek wireless access to Mason networks for their guests. Visit the ITS website for Guest Network Access information.

Programs, Events, and Camps hosting off-campus visitors need to arrange for the visitors’ parking needs. Moreover, if a PEC will be using buses or drop off and pickup points for PEC attendees at Mason, they must coordinate these efforts through Parking Services. A Special Event Validation Request is available here.

Environmental Health and Safety (EHS) offers several resources, including the Temporary Structure Guide and Temporary Structure Permit Application, that allows events to set up tents, stages and other temporary structures. They offer fire extinguisher training, crowd management guidance, and have an approval process for those PECs that need EHS to approve their PEC.

Follow these directions to create an account in Dynamic Forms. Review the step-by step instructions on how to fill out forms.

All PECs are urged to complete a Camp Emergency Operations Plan using this template.

Non-Mason Programs

Programs, events, and camps serving minors must perform background checks on all staff dealing directly with underage populations. PECs will be asked to certify that they have indeed done so with a reputable background check vendor and may be audited to ensure compliance. For more information, visit Mason’s background investigations page.

University Events schedules space for programs, events, and camps seeking to use university programmable space and, for a fee, can provide other support services. Visit the University Events website for information on how to initiate a scheduling request.

Programs, Events, and Camps seeking overnight accommodations at Mason should contact Housing and Residence Life.

Programs, Events, and Camps hosting visitors often seek wireless access to Mason networks for their guests. Visit the ITS website for Guest Network Access information.

Programs, Events, and Camps hosting off-campus visitors need to arrange for the visitors’ parking needs. Moreover, if a PEC will be using buses or drop off and pickup points for PEC attendees at Mason, they must coordinate these efforts through Parking Services. A Special Event Validation Request is available here.

Environmental Health and Safety (EHS) offers several resources, including the Temporary Structure Guide and Temporary Structure Permit Application, that allows events to set up tents, stages and other temporary structures. They offer fire extinguisher training, crowd management guidance, and have an approval process for those PECs that need EHS to approve their PEC.

All PECs are urged to complete a Camp Emergency Operations Plan using this template.

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