Keeping them safe

Tips and policies for protecting youth at conferences and events

By Jennifer Garrett and China DeSpain Freeman

Despite the best intentions to keep teens safe at conferences, there is always the danger that something could go wrong. Take, for example, the tragic story of brothers Jemar, Demar and Marc Claybrooks and their friend Aaron Shields, who rode home with a fellow teenager from a December 2008 Youth Alive conference in Louisville, Ky., because the van they rode in to get to the event was full, according to local news reports. The car was a stolen vehicle, and a police chase and crash ensued, which resulted in the deaths of the four teens. The example is extreme, but it does illustrate the critical importance of contingency planning for youth meetings.

“With Exposure Youth Camp, we have around 1,000 kids there in a hotel and conference center for three days. We put a great amount of time and effort in establishing safe boundaries and a security force. We also do our best to keep a proper ratio of chaperones for the young people’s safety.”

Some things are within your control when you are planning an event: location, activities, schedules, etc. The safety of students, as well as their ability to find trouble, is something you should consider when making those decisions. Life Center Fellowship conference planner Jermaine Collins recommends researching the neighborhood in which the hotel is located. “A lot of hotels have clubs, and a lot of the youth will get a little itchy,” Collins says. “I don’t want to pick a hotel where nothing goes on, but I have to watch for beer consumption, wine and if there is a lot of party activity.” Collins advises having additional activities planned to avoid inappropriate attractions.

If your group is attending a larger conference, meeting on your own can provide a good way to check in with students. “We have a planned, structured youth group time, when group leaders can discuss what’s going on in the conference with the youth,” says Jim Midgett, youth pastor of Halifax Christian Church in Nova Scotia, Canada. That time can not only serve to keep tabs on the safety of the students but also to find out what is on their minds and what they are getting from the conference. It also ensures that the adults in your group are accessible to the students. Many groups have students sign an honor code or code of conduct beforehand so that both sides know what is expected.

Proper medical records, release forms and background information on each student ensures that if a situation does arise you are prepared and know how to handle it. Identify the closest medical facilities to your destination, just in case. Being prepared for a medical emergency also includes the proper insurance. Insurance can include a medical professional on your team with you, coverage for staff members and transportation coverage. Appropriate release forms for each student attending should include the student’s personal medical coverage as well. Eric Spacek, Senior Church Risk Manager for Guide One Insurance, advises that churches check with their insurance carriers for special-event policies, limitations in coverage territories, and whether any or all youth, adults, volunteers and employees are afforded coverage. You should also find out who is liable for damage to property at the event. The person (or credit card) who reserves the room is often held liable for damage, so proper paperwork either with students or the venue should entail who is held responsible if this occurs.

Spacek notes a few precautions:

• Thorough screening and selection of all workers (employees or volunteers) who work with children;
• Proper supervision at all times;
• Documentation and reporting of accidents or incidents. Forms to help with this would include: worker application form; reference form; criminal background check authorization form; an activity consent form; and a consent to treat or medical form.
• Check the driving records of volunteer drivers and the insurance of the car they are driving, including whether they have adequate limits.

Tips to keep teens out of trouble:

• Require one adult to chaperone every 5-10 kids, and make sure the pastor or the church has approved each adult.
• Make sure teens who room together are the same gender and already know each other, especially if they are sharing a bed.
• Always make sure adult chaperones have their own bed.
• Make sure teens and adults never meet alone one-on-one. Any meetings between an adult and a student should happen in a public venue.
• For smaller events, have security (even if it’s only parents) patrol the area to keep an eye out for unfamiliar adults.
• Have everyone at the conference wear a name badge or wristband as an identifier.
• Do background checks on all staff and volunteers. Helpful Web sites:

equifax.com
churchvolunteercentral.com/shepherdswatch
churchstaffing.com/store/backgroundcheck.aspx
protectmyministry.com

• Make sure both the event and staff have proper insurance coverage.
• If the event is at a hotel, check with the hotel to see what else might be happening at the same time, and make sure that those event participants won’t interfere with your conference.

Henry Lancaster, the housing chairman for Way of the Cross Church/Youth for Christ, has outlined some rules he asks youth to follow. Anyone caught breaking the rules is automatically sent home.

• Respect the authority on site.
• Know your surroundings.
• When leaving the facility, always travel in groups of at least three.
• Immediately report any strangers who approach you.
• Abide by the given curfew.
• Lock room doors at night and know who (other than any roommates) has authorized access to the room.