Winterfest 2018 Information


All the info you need for this weekend is in this post.

Here are important links – also located at the bottom of the post.

  • Medical Release & Info Formthis needs to be filled out and brought in by Wed, Feb 14.
  • School Letter – not all schools require one but just in case.
  • See below for text info (parents and students)
  • Students loadi bus at 4:45 am Friday morning.
  • CLICK HERE for the Trip Website – information will be updated live
    • Rooming List (updated on Thursday 2/15 by 5 PM)
    • Schedule – up-to-date
    • Gatlinburg Google Map

CHECK BELOW for Original Winterfest Information 


  • What to Bring list
  • Earphone rules
  • Parent & Student Remind list


February 16-18, 2018


  • ADULT CHAPERONES – please be at the building at 4:30 AM
  • TEENS – Be at the building by 4:45 AM Friday morning
      • Make sure you’ve eaten or that you have your breakfast with you!
      • PUT YOUR OWN LUGGAGE IN THE CARGO BAY (below the bus)- keep your carry on items – including MEAL MONEY for stops. Take your pillows, money, and anything you will need for the trip with you on the bus and go inside the building.
      • Use the bathroom before you get on the bus
    • We should be back by around 9 PM on Sunday night.
      • We will have students call parents when we are 3-4 hours away in Paducah.
      • PARENTS: Our adults have to get home so they can go to work the next morning, please try to be aware of return times posted on twitter or text messages so everyone can get home in a timely manner. Unless we hit unexpected traffic or weather, we are usually within 10-15 minutes of projected times 4 hours out.
      • Students will not be dismissed until the bus is cleaned out and Mike & the driver give the OK—parents please help us with this.

Communication – Parents can keep up to date with any changes, etc.

  • To check our status (This is how we will communicate with parents.)
    • You can check Twitter – ) or
    • Students CLICK HERE to sign up for the Winterfest Text Group
    • Parents CLICK HERE – you will get the same information as students except you will not receive all the group communication while we are on the trip.
    • You are welcome to text me – 317.796.8720 – or another adult- we will respond as quickly as we can.
      • When calling chaperones or kids please remember:
        • There are sparse areas where cell phone coverage may not work. This is especially true in the Convention Center.
        • Texting may be more effective as we will get a text after we get back into cell coverage
        • We may be in session and unable to immediately return a call.


  • Bath Towel!!! While there are some in the condo…they are very thin and will most likely be used by someone else
  • Blanket/Pillow – Several in each room will want to bring a blanket or sleeping bag and pillow. We will be packed in pretty tight!
  • Meal Money – 8 meals (eat breakfast before you come or bring it with you on the bus WE ARE NOT STOPPING FOR BREAKFAST)
    • Can bring cereal bars, etc for breakfasts (Sat & Sun) if you want to sleep in or save money.
    • Can bring your OWN food for any or all meals
      • Fridge, Microwave & toasters available.
      • DO NOT plan on using STOVE!!!
    • Can eat fast food all weekend
    • ??? Saturday night $5 – order pizza & drinks – depending on final schedule, this may or may not be a possibility.
  • $ for souvenirs (not necessary)
  • Gadgets – remember, they are easy to get lost or stolen – it’s your responsibility to keep up with them.
    • Phones – OFF or silenced during sessions and group devo
    • Phones/iPods/Music – ONLY during “quiet time” on the bus AND bedtime (see more below)
      • not any other time during the day (including free time)
      • disregarding will get the iPod confiscated for the weekend!!!
    • You can bring a portable speaker – as long as your music is suitable for youth group
    • Gameboys, DS, etc can be out if you’re playing it with someone else but no earphones


  • Please remember – we will have as many as 50+ people attending this trip. It is important that you listen. It is important that you follow the rules. They are made to make it the best possible trip for everyone.
  • AS USUAL on ALL of our trips – no earphones as a general rule. We will have a “quiet time” during the first few hours Friday when they can be used but generally, you will be asked to put them away. You can play your playlist over the bus speakers if you like—and everyone agrees it’s good music.🙂
  • It is important to stay together when we are heading into sessions. Our group will sit together. No, you may not sit with people from other groups. Someone from another group may sit with us if there is room.
  • SNACKS – yes – bring them
    • We will have an empty cooler
  • BUS
    • Inside voices
    • 2 stops – bathroom on board – use the bathroom only in an emergency – especially on the way there!
  • REST
    • We WILL be up late Friday night and Saturday night
    • Lights Out means – SLEEP!
  • GROUPS & free time
    • Middle Schoolers must be with an adult at all times
    • High Schoolers must be in groups of 4 or more.
    • No guys in girl rooms or girls in guy rooms
      • The exception will be during free time in the COMMON ROOM (TBA)
    • ONLY BRING WHAT YOU CAN CARRY IN 1 TRIP to and from the bus!
    • If you bring something illegal or ignore chaperone instruction you may be sent home (via Greyhound) immediately at your parents’ expense.


Except for a mission trip, Winterfest is one of our most costly events. Ask anyone who has gone and you will get a resounding “It’s worth it!”  If the cost is prohibitive, please let Mike know and we will find a way together.

Please read all of this for some very important info on signing up.

The cost for Winterfest is $175 per person. That includes Winterfest Registration, Lodging, and Professional Bus Transportation. Save $10 (total of $165) if you pay in full by January 7.


As always, cash or check is accepted.  Please put in an Event Envelope and give to Mike.

Cash will not be accepted unless it is in an envelope with your student’s name on it.

Payment Options

  • Pay IN FULL by Jan 7 – $165 (cash or check)
  • Pay Deposit of $90 ASAP (to guarantee a spot) (cash or check)
    • Final balance of $85 due by February 4
  • If you would like to use a credit card, we can do that.  You would need to pay in full (it costs more for every transaction) and we have to add 3.5% to your total.

Medical Release & Information Form

Every year we need to renew the Medical Release & Info Form.  You will need to have that on file before you can go. CLICK HERE to download the 2018 Medical Info Form

CLICK HERE to sign up


Categories: Faith, Fun, Winterfest, Youth Group