Visitor's Guide

Preparing for Your Teambuilding Retreat at Ramapo

Thank you for choosing Ramapo for a teambuilding retreat! We look forward to having you at our Rhinebeck campus. Ramapo Retreats are excellent opportunities for groups to build community, increase self-confidence, strengthen peer leadership skills and provide positive interaction with the natural environment. Our carefully planned activities encourage full participation and promote decision making, problem solving and communication skills.

You can expect to hear from Ramapo’s Rhinebeck campus approximately one month before your retreat, but please contact us if you would like to begin planning before that time.

Although the Ramapo staff will provide a thorough orientation when your group arrives, we have found that advance preparation is critical to helping groups have a smooth and meaningful experience. The information in this guide will help orient your group to Ramapo’s campus, activities, policies, procedures, and expectations for staff and participants. Please read through this information carefully and discuss it with your group before the day of the trip.

If you have any questions, please feel free to contact:

Sean O'Neill (Rhinebeck campus) at (845) 876-8435 or soneill@ramapoforchildren.org
Tate Nielsen (Rhinebeck campus) (845)876-8519 or tnielsen@ramapoforchildren.org

See you soon!

You may skip to the following sections:

Staff Collaboration
Supervision of Participants
Ramapo Expectations of Participants
Meals
Medical Concerns and Emergencies
To Reach Someone From Your Organization By Phone During A Program

 

STAFF COLLABORATION

“I enjoyed the opportunity to have fun with my kids. The Ramapo staff were very understanding of our needs.”

  • We view our work with staff from visiting schools and agencies as collaboration, a team effort. You are the experts on the participants and we are the experts on the program. Working together, we create the best experience.
  • Your Ramapo team leader will meet with the attending staff at the beginning of the experience and meet frequently throughout the program.
  • Open communication among staff is the best way to create a fun and productive experience for the participants; we encourage your suggestions and feedback. Please do not hesitate to ask questions or share concerns.

    You can expect that Ramapo facilitators will:

    • Be with your group throughout the experience (except during sleeping hours)
    • Be flexible and adapt the program to meet the needs of your group
    • Set limits, explain rules and keep safety the priority
    • Develop meaningful relationships with the participants and staff
    • Encourage participants to do their best
    • Be positive, energetic and enthusiastic
    • Give honest feedback

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SUPERVISON OF PARTICIPANTS

  • Organizations participating in overnight programs are required to provide one staff member for every eight participants to ensure adequate coverage during activities and in the sleeping quarters.
  • Groups participating in day programs are required to provide one staff member for every fifteen participants.
  • Ramapo staff will set clear expectations and limits to maintain safety and order.
  • We will rely on you to intervene if the group members are not following directions, not participating in the activities or are posing a safety risk.
  • Your assistance is needed to manage difficult situations. Be prepared for Ramapo staff to give you clear directions if they need your assistance.

***NOTE FOR FAMILY GROUPS: In Ramapo’s experience, bringing children under the age of 3 may be problematic. Participants younger than 3 years old may have difficulty participating in activities, may require food other than what is served in Ramapo’s dining hall, and, since groups live communally at Ramapo, may disturb others at night. If you have families with children under the age of three, please consult the Rhinebeck campus to discuss the situation and be aware that your organization may be asked to bring additional staff to be with children who can not participate in the scheduled program.

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RAMAPO EXPECTATIONS OF PARTICIPANTS

  • When a Ramapo staff member raises a hand, raise your hand and listen quietly.
    • Keep electronic equipment out of sight during activities and meals (cell phones, iPods, etc.)
    • Stay with the Ramapo staff assigned to you, follow their directions, and treat them with kindness.
    • Treat Ramapo’s buildings, grounds, and property with care.
    • Refrain from entering the woods or lake without a Ramapo staff member.
    • Interact appropriately with other groups which are visiting Ramapo.
    • In the dining hall:
      • remove all hats and visors
      • walk
      • refrain from noise or behavior which may disturb others
      • allow only adults to enter the coffee room
      • wait for your table to be called to the buffet
      • help clean up as directed by Ramapo staff
      • leave all food and drink in the dining hall when you go to the next activity
    • In Ramapo housing spaces:
      • stay in the room to which you are assigned
      • walk and use indoor voices
      • store all food and drinks in designated areas (not in sleeping quarters)
      • transition to quiet hours no later than 11 p.m.
      • respect others’ wish to sleep without disturbance
      • help clean up the building at the end of the program

FOR VISITING STAFF:

You are responsible for supervising your participants and ensuring that they meet the above expectations, especially in the dining hall and at night.

In addition, Ramapo expects you to:

  • Be present, helpful, and involved during activities
  • Model appropriate behavior
  • Sit with participants in the dining hall
  • Address any behavioral issues promptly so that Ramapo staff can
  • continue facilitating the activities
  • Communicate any questions or concerns to Ramapo staff

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MEALS

  • Frequently meals are served buffet-style.
  • Vegetarian options are available, but Ramapo needs to know how many vegetarians to expect.
  • A Ramapo staff member will call tables to the buffet line to avoid crowding.
  • All staff members (yours and ours) are expected to sit among the participants during meals.
  • Hats, visors, etc. are to be removed during meals.
  • Groups will assist in the cleaning of the dining hall on a rotating basis.

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MEDICAL CONCERNS AND EMERGENCIES

It is the responsibility of the school/organization to inform Ramapo for Children in advance of any participants who have limiting, temporary or permanent injuries, disabilities, or illnesses that may interfere with participation in a physically active program. Participants who are pregnant or who have any medical condition that prohibits vigorous physical activity will not be allowed to climb high ropes.

Ramapo for Children staff includes several Emergency Medical Technicians. Our EMTs may respond to first aid situations which can be handled on camp grounds. Participants in need of emergency medical treatment will be transported to a local hospital emergency room. Agency staff must bring signed permission to treat forms (sample participant information form attached) authorizing the school/organization representative to make decisions in the event of an emergency.

All groups should provide an emergency vehicle if possible. In the event transportation to a medical facility is required the cost of providing an ambulance will be borne by the agency.”

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TO REACH SOMEONE FROM YOUR ORGANIZATION BY PHONE DURING A PROGRAM

During the week (Monday – Friday 9:00am – 5:00pm), call: (845) 876-8423

During the weekend, call: (845) 876-8491 or (845)876-8519 TO LEAVE A MESSAGE. Ramapo staff will check the answering machine periodically during the weekend.

In case of EMERGENCY ONLY, call (845) 449-0579.

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