Chaperone Requirements and Guidelines for Single and Multiple-Day Events

The purpose of these guidelines is to establish clear expectations for adults serving as chaperones on Youth in Action (YIA) single and multiple-day trips.

Chaperone positions are an integral part of how we manage the youth parents place under our care. Selections are based on the safety and best interests of the youth, the needs of the trip, and the qualifications and demonstrated reliability of each individual.

Note: YIA does not have Junior Chaperone or Assistant Chaperone roles. All chaperones must meet the Eligibility Requirements and receive approval from the Youth Ministry leaders and the Elders.

1.  Eligibility Requirements

• Be at least 25 years old.
• Be actively involved in existing YIA events and/or activities.
• Have a demonstrated history of appropriate and responsible interaction with youth.
• Complete a required criminal and driving background check and youth protection/child safety training when made available.
• Be physically and emotionally capable of fulfilling the responsibilities of an overnight chaperone.
• Be cooperative, work well as part of a team, and be willing to follow the direction and decisions of Youth Ministry Leadership.
• Be a regular and active participant in the life of the church, including consistent attendance at worship services and other church-related events and activities.

2.  Chaperone Selection is not Automatic

Youth Ministry leaders will determine the appropriate number and composition of chaperones based on:

• Number and ages of youth attending.
• Gender of youth attending.
• Trip location, activities, and overall itinerary.
• Lodging and transportation arrangements.
• Previous service as a chaperone and demonstrated reliability.
• Overall temperament and ability to effectively work with youth.

3.  Preference for Consistent Youth Ministry Volunteers

Priority may be given to adults who:

• Regularly participate in the Youth in Action ministry.
• Have an established and appropriate relationship with the youth.
• Attend youth ministry activities on a regular basis.
• Have successfully served as a chaperone in the past.

Note: Being a parent or guardian of a participating youth does not automatically qualify an individual to serve as a chaperone.

4. Chaperone Responsibilities

• Maintain appropriate supervision of assigned youth at all times.
• Know where assigned youth are and who they are with.
• Enforce established curfews, schedules, and disciplinary actions related to infractions of curfews and schedules expectations.
• Ensure youth follow event, church, and trip rules.
• Assist with transportation, meals, activities, transitions, and other trip logistics.
• Address behavioral concerns appropriately and promptly.
• Report injuries, emergencies, behavioral concerns, or policy violations to ministry leadership. 
• Follow established emergency procedures and immediately notify Youth Ministry leaders of any medical emergency, injury, hospitalization, or situation requiring emergency services.
• Participate in required meetings, check-ins, and trip-related responsibilities.
• Remain alert, available, and prepared to respond to emergencies throughout the trip.
• Work collaboratively and follow the direction of Youth Ministry leaders. When questions or disagreements arise regarding youth supervision, trip logistics, or ministry expectations, the matter should be referred to Youth Ministry leaders for resolution.

Note: Chaperoning is a service responsibility—not a vacation or simply an opportunity to visit a particular trip location.

5. Adult-to-Youth Supervision

• At least two chaperones should be present when specialized supervision is required or advantageous.
• Adequate chaperone supervision should be provided for each gender when youth are housed separately.
• Additional chaperones may be required based on the number and ages of youth, activities, and lodging arrangements.
• No chaperone should be solely responsible for nine or more youth without an appropriate number of additional chaperones.

6. Lodging Requirements

• Chaperones may not share a bed with a youth at any time.
• Male and female youth should have separate sleeping accommodations/areas at all times.
• Chaperones should avoid entering a youth's sleeping area alone whenever possible.
• Youth should not be permitted in chaperone sleeping quarters unless there is a legitimate disciplinary or emergency-related reason.
• Lodging assignments will be determined by the Youth Ministry leaders before departure and may not be changed by individual chaperones or youth without approval by Youth Ministry leaders.

7. One-on-One Contact

• Chaperones should avoid being alone with a youth in an isolated location.
• Whenever possible, interactions should occur in observable, public settings.
• Transportation involving a single chaperone and a single youth should be avoided unless there is an emergency or an approved circumstance.
• Digital/Electronic communication with youth must be related to logistical, instructional, or disciplinary information.
• Chaperones must never engage in inappropriate, secretive, romantic, or overly personal relationships with youth.

8. Transportation

• Any chaperone driving youth in vehicles must have a valid driver's license and appropriate vehicle insurance.
• Vehicles used to transport youth should be safe, legally registered, and properly maintained.
• Drivers must follow all traffic laws and demonstrate safe vehicle operation.
• No chaperone may drive while impaired, excessively fatigued, or otherwise unable to safely operate a vehicle.
• Seatbelts are required for everyone, every trip, every time.

9. Alcohol, Drugs and Conduct

• No alcohol or recreational/illegal drug use is permitted while serving as a chaperone.
• Chaperones may not consume alcohol during the trip, including during designated free time.
• Chaperones must remain capable of responding to an emergency at all times.
• Smoking/Vaping is not permitted at any time on youth trips/outings.
• Chaperones are expected to maintain professional, respectful, and appropriate conduct throughout the trip.

10. Social Media and Photography

• Obtain appropriate permission before posting identifiable photos or videos of youth on social media.
• Never post inappropriate, embarrassing, or compromising content involving youth, other chaperones, or other people with whom you come in contact.
• Never communicate with youth through private or social media accounts in a manner that can be deemed inappropriate, sexual, or otherwise considered immoral.
• Never share confidential information about a youth.

11. Confidentiality and Reporting

• Respect the privacy of youth and their families.
• Do not gossip about youth, their families, or situations encountered during the trip.
• Share sensitive information only with appropriate ministry leaders when necessary.
• Immediately report safety concerns, suspected abuse, threats, or serious behavioral issues to youth leaders according to church policy and applicable law.

12. Child Safety and Mandatory Reporting

• Any suspected or confirmed child abuse, neglect, exploitation, endangerment, sexual misconduct, sexual abuse, or inappropriate sexual contact involving a youth must be immediately reported to the Youth Ministry leaders and to the appropriate authorities when required by law.
• YIA will cooperate fully with law enforcement, child protective services, or other appropriate authorities in any required report, investigation, or prosecution. Such matters will not be handled solely as an internal ministry matter when reporting to authorities is required by law.
• Nothing in these guidelines should be interpreted as preventing or delaying a legally required report to the appropriate authorities.
• Youth Ministry leaders must contact the parent(s)/guardian(s) of the youth(s) involved in any situation in this section (Section 12). Priority of notification is first to the authorities required by law; and second to the parent(s)/guardian(s). Additionally, when practical the Youth Ministry leaders should facilitate communication with the parent(s)/guardian(s) and the local authorities directly involved in any situation or incident.

13. Attendance and Commitment

• Attend all required pre-trip meetings and training.
• Review the itinerary, emergency procedures, lodging assignments, youth roster, and expectations before departure.
• Arrive on time for departure and required activities.
• Remain with the group for the duration of the trip unless released by ministry leaders.
• Notify ministry leaders as soon as possible if you can no longer fulfill your chaperone commitment. 
• If a chaperone becomes unable to fulfill their responsibilities during the trip, the  Youth Ministry leaders will determine the appropriate replacement or alternative supervision arrangement.
• Repeated tardiness, cancellations, or failure to fulfill responsibilities may affect eligibility for future trips.

14. Removal from Chaperone Responsibilities

A chaperone may be removed before or during a trip for reasons including, but not limited to:

• Inappropriate conduct toward a youth.
• Failure to adequately supervise youth.
• Possession or use of alcohol or drugs.
• Harassment, bullying, or inappropriate communication(s).
• Repeated failure to follow ministry leadership's instructions.
• Conduct that places youth, other adults, or the ministry at risk.
• Any other behavior deemed inconsistent with the responsibilities of a chaperone.

Note: When necessary to protect youth, a chaperone may be immediately separated from youth and relieved of chaperone responsibilities by the Youth Ministry leadership.

15. Parent/Guardian Attendance vs. Approved Chaperone

For clarity, attending an overnight trip as a parent or guardian is separate from being selected as an approved chaperone. The following definitions are applicable:

• Youth Participant: A registered youth attending the trip.
• Parent/Guardian Traveler: A parent or guardian who may attend when permitted by the event, but is not automatically responsible for supervising youth beyond their own child. A parent/guardian traveler does not automatically receive a chaperone designation.
• Approved Chaperone: An adult specifically selected and approved by Youth Ministry Leaders to supervise and support youth throughout the trip.
• Non-Approved Adults: Individuals who have not been approved as chaperones. These adults may not assume supervisory or chaperone responsibilities for youth, regardless of whether they are a parent, guardian, family member, volunteer, or other adult traveler.

16.  Transportation and Lodging Priority

Transportation and lodging arrangements are prioritized in the following order:

1. Youth Participants — Registered youth participants receive first priority for available transportation and lodging.
2. Approved Chaperones — Approved chaperones receive priority after youth participants and are accommodated based on the needs and arrangements of the trip.
3. Parent/Guardian Travelers — Parent/guardian travelers may be permitted to ride with the group and stay with the group when space and arrangements permit.

Note: Space for parent/guardian travelers is not guaranteed. If transportation or lodging reaches capacity, priority will be given to youth participants and approved chaperones. In such cases, the parent/guardian traveler will be responsible for arranging and paying for their own transportation and lodging.

Note: A parent/guardian traveling with their child does not receive priority over an approved chaperone and does not automatically receive access to group transportation or lodging.

17.  Youth Ministry Leaders

The YIA Ministry leaders are responsible for providing oversight, guidance, and leadership for YIA activities. The current 2026-2027 YIA Ministry leaders are:

• Warren Blakney — Youth Minister
• Fred McKinney — YIA Deacon
• David Bishop — Elder
• Youth Ministry Co-Chairs