Policies & Procedures

Emergencies & Safety

• General Emergencies: Dial 911 and notify main office staff in the event of serious injuries.

• First-Aid Equipment: Supplies and AEDs stationed at the main office, gym, pool, and kitchen.

• Nearest Hospital: Southern Ocean Medical Center, ~12 miles away, Route 72 West. (609-597-6011)

Fire & Evacuation

• Exit routes: Maps are posted inside every guest room door and meeting space.

• In Case of Smoke or Fire: Pull the alarm, evacuate upwind, and call 911.

• Fire Prevention: Do not light open flames, use string lights, burn items, or tamper with smoke alarms.

• Fire Alarm Drills & Tests: Directors and staff will communicate with leaders when testing alarms.

• False Alarms: Humid showers and hairspray often cause false alarms. Please treat all alarms seriously.

Weather

• Rain: When rain begins, assist our staff in closing all windows and exterior doors.

• Lightning: If lightning strikes within 5 miles, the alarm system will sound and the pool will close. Stay away from water and remain indoors until the storm passes.

• Winter Weather: Avoid snowy or icy walkways that have not been salted or plowed. Give maintenance staff space to operate. Do not attempt to walk on any ice. If extreme snow accumulation is forecasted, we may suggest leaving early.

• Flooding: Do not walk or drive through flooded areas. If flooding threatens a building, notify our staff.

• Severe Wind: In the event of severe wind or tornado warnings, shelter in ground-floor rooms away from glass.

• Earthquakes: In the event of an earthquake, drop to the floor and shelter under a table or against an interior wall away from glass, lights, or tall furniture. If outdoors, move away from buildings, lights, wires, and trees.

• Evacuation: If severe weather requires evacuating Long Beach Island, follow police instructions, tune to local emergency radio stations, and keep gas tanks full.

Lockdown

• Lockdown Signal: Initiated exclusively by Directors via the alarm system above the Captain’s Deck.

• Indoor Threats: Move immediately into rooms with locking doors. Stay along inside walls, out of sight, and away from glass.

• Outdoor Threats: Move into the nearest secure building away from glass. If directed off-site, group leaders must guide their groups to designated off-site escape locations.

• Fire Alarms During Lockdown: Do not automatically evacuate. Intruders may falsely trigger alarms. Follow Director guidance and only leave if fire or smoke is present.

• Last Resort: The “run, hide, fight” protocol is reserved strictly as a last measure for active direct threats.

Guests & Security

• Wristbands: Summer guests and staff must wear HCBC wristbands at all times. Staff, group leaders, and lifeguards actively monitor for wristbands.

• Visitors: Must be approved in advance by conference directors.

• Unknown Guests: If you notice someone without a wristband, direct them to the main office and notify staff. Do not confront anyone presenting an obvious threat. Report their last known location. Report any suspicious mail to a Director.

• Weapons: Do not bring any kind of weapon or explosive onto our grounds.

• Shoes: Wear shoes when indoors. We recommend wearing sandals to walk to the beach as the ground gets hot.

• Room Occupancy: Do not enter others’ rooms without permission. Non-married couples may not share a room.

• Media: In any emergency, only the Executive Director may act as a spokesperson for media inquiries.

Buildings & Lodging

• Quiet Hours: 10 PM to 7 AM. A night watchman is on duty at the main office during this time. Remain in assigned rooms when scheduled to do so.

• Security Cameras: Public spaces and grounds are monitored by security cameras 24/7.

• Beds: Do not overload beds. Do not use sleeping bags or hammocks in rooms as they may block emergency exits.

• Property Care: Do not use tape, nails, paint, or harsh chemicals on walls or furniture. Property damage or intentional marking will result in a fine. Report any damage or spills to our staff immediately.

• Doors: Avoid keeping doors propped open unattended for long periods of time.

• Windows: Do not remove screens or climb out of windows.

• Bicycles: Store bicycles in outdoor bike racks. Do not store them indoors or on porches as they may block emergency exits. Do not use skateboards, scooters, roller skates, or electric bikes on our sidewalks.

• Check-Out: Please check out on time and return all keys to the main office.

Food & Dining

• Meal Times: Please arrive for meals on time. We cannot guarantee service for late arrivals.

• Assigned Tables: Only sit at your assigned table(s). For group retreats and youth weeks, we assign a section for each group. For family weeks and individual-registration events, we assign a table for each family or individual.

• Sick Guests: If you must take a meal for a sick guest, please clear with the dining room staff.

• Ice Machines: Located in the Bayview Lodge and Poolside Lodge laundry rooms. Please take only what you need.

• Restricted Areas: Do not bring food or drinks (except water) into the Oldham Chapel or gym.

• Substances: Alcohol, unprescribed drugs, and smoking/vaping are prohibited on our grounds and in buildings.

Housekeeping

• Laundry: Located in Bayview Lodge, Poolside Lodge, The Marsh, and The Cove. Remove your items as soon as possible. Use irons on ironing boards only.

• Linens: We provide linens and pillows in all rooms. Bath towels and soap are provided for rooms with bathrooms.

• Toiletries: Bring your own beach towels, hair dryer, and other personal toiletries. Toothpaste, shampoo, deodorant, and laundry detergent are available for purchase at the main office.

• Trash & Recycling: Please keep our grounds neat by using trash bins. Recycling is for glass, plastic, and aluminum only.

• Midweek Cleaning (Family Weeks): Our staff freshens all rooms midweek. Use your “do not disturb” sign to opt out.

Beach & Swimming

• Wristbands: Act as beach badges. They are required by the town and help lifeguards identify our guests and staff.

• Beach Routes: Walk on sidewalks and crosswalks. Use Mercer or Middlesex Avenues. Keep off private lanes and dunes.

• Swimming Areas: Swim only between yellow flags with a lifeguard present. If flags are red, only go in knee-deep. Stay away from large jetty rocks.

• Bay & Dock: Do not swim in the bay or dive off the dock. Only use kayaks and paddleboards when a lifeguard is present. Children under 10 must be supervised on the dock.

• Pool: Do not dive in the pool. Children under 13 must be accompanied by an adult per New Jersey regulations.

• Dress: Women must wear one-piece bathing suits or tankinis. Men must wear shorts-style trunks. Wear shirts or cover-ups when away from the beach or pool areas.

Chapel Services

• Attendance: Chapel and devotional sessions are a significant part of the Harvey Cedars experience. We strongly encourage all guests to attend.

• Children: We expect children to attend youth programs or nurseries or sit with parents during sessions. Services may be live-streamed to nursery rooms.

Parking

Park in designated areas according to the building you stay in:

• Bayview Lodge: North end lot.

• Poolside Lodge: Street side lot or Chapel lot. Do not park in the street.

• The Marsh / The Cove: Lot in front of the buildings.

• Victorian Hotel: Front lot, Chapel lot, or Davis Center lot.

• Captain’s Deck: Davis Center lot.

• Chapel Dorm: Chapel lot.

Be aware of handicap parking spots and lanes for emergency and delivery vehicles.

Additional Services

• Printing & Copying: Available for purchase at the main office.

• Lost & Found: Located at the main office. Report any lost or found items promptly. We retain lost items for six months and can mail them at a cost.

• Photography: Our staff may take photos and videos for promotional materials. Notify them if you would not like to be included.

Summer Youth Weeks

This section applies to youth pastors, leaders, and counselors during our summer events.

Counselor Responsibilities

• Attendance: Arrive on time for all meals, program activities, sessions, and staff meetings.

• Appearance: Keep clean and well-groomed. Tie back long hair when near food or the fire pit.

• Grounds & Noise: Keep students within our grounds and help us respect our neighbors by keeping noise to a minimum at night. Counselors and students may not leave rooms before 6:45 AM.

• Sports & Games: Help organize teams, scoring, and volunteers for group activities.

• Lodging: Students and counselors may not enter opposite-sex halls, the playground, or Bayview Lodge.

• Room Care: Inspect your rooms daily to ensure made beds, swept floors, and emptied trash. Hang wet clothes on outdoor lines only (never on pipes). Rinse sand off before entering buildings.

Child Protection & Safety

• Health Checks: Conduct health checks on students at each meal. Consult the nurse for overheating, cuts, or illness.

• Medications: Turn in all student medications to the nurse at check-in.

• Beach Reports: Use a buddy system and log headcounts every 30 minutes on a Beach Report form.

• Discipline: Never use corporal punishment, food deprivation, isolation, or physical exercise as discipline. The discipline chain is Counselor → Youth Leader → Week Director.

• Abuse Reporting: Reasonable cause to believe a child has been abused or neglected must be reported immediately to the Division of Child Protection and Permanency.

• Missing Student: If a student is missing, check with your group, then notify the lead youth pastor and main office, then notify the Executive Director or Week Director. Immediately search the grounds, rooms, and beach.

• Missing Swimmer: If a student is missing while at the beach, notify lifeguards immediately, search the beach, and send staff to check the grounds.

Student Rules

• Students May Not Bring:

  • Computers, media players, or video games

  • Skateboards, scooters, or roller skates

  • Inappropriate books or magazines

  • Water balloons, water guns, etc.

• Students May Bring:

  • Beach towels, casual clothing, modest swimsuits, and pajamas

  • Sneakers and beach shoes

  • Sunglasses, sunscreen, and bug spray

  • Bible and notebook

  • Cameras

  • Beach games, toys, and sports equipment

  • Money for snacks, merch, and emergencies

  • Great attitudes!

• Activities: We encourage participation in all athletic and group events. Even if not participating, be with your team and give moral support.

• Sessions & Devotionals: Bring a Bible, notebook, and pen to breakfast and all meetings.

• Grounds: Do not leave our grounds or the beach without leader supervision.

• Behavior: Do not participate in pranks, pushing into water, or horseplay.

• Rooms: Do not enter others’ rooms with the intent to make a mess or damage property.

• Personal Belongings: Keep neat and clean in consideration for others in your room. Do not block exits or stairs.

Basic First Aid

Always notify a nurse and the week director when responding to an injury. Ensure the scene is safe.

• Bleeding & Bloodborne Pathogens: Wear latex/rubber gloves. Apply firm pressure with a clean cloth/bandage. Elevate the limb if no bones are broken. Only use a tourniquet as a last resort to save a life.

• Shock: Signs include clammy skin, pale face, confusion, and shallow breathing. Lay the victim down, elevate their legs, and cover them to retain heat. Give non-alcoholic fluids only if conscious and without abdominal injury.

• Burns & Scalds: Cool immediately with water or moist towels. Do not use ice, ointments, grease, or break blisters. Leave burnt clothing stuck to the skin in place and seek medical help.

• Spinal Injuries: Do not move the victim unless in imminent danger. Stabilize the head, neck, and torso to prevent twisting. If forced to move, drag straight along the spine by pulling the shirt collar while supporting the head with forearms.

• Choking: Ask the victim if they are choking and call for help. Stand behind them, place a fist just above the navel below the breastbone, and perform quick upward thrusts. If victim loses consciousness, lower them to the floor, perform a finger sweep (grasp jaw, slide finger along cheek to tongue base), open airway, give 2 rescue breaths, and apply 6–10 abdominal thrusts.