Forms

Download Printable Team Adult Advisor Guidelines

Download Printable Chaperone Guidelines

 

Mandatory Team Adult Advisor/Chaperone Meeting

All Chaperones and Team Adult Advisors must attend one of the following two meetings:

• 10/24: Conference Call 3:30 - 4:00 p.m.* or

• 11/4: On-site Meeting in Ballroom B at 8:50 p.m.

* (Conference Call Number: 1-760-984-1000 Participant Passcode: 814052#)

What is the difference between a Team Adult Advisor and a Chaperone?

All youth must have a chaperone (3:1 ratio of youth to adult) and all teams must have a designated Team Adult Advisor. Following are guidelines to help you understand the difference between these two important roles.

Chaperone Guidelines:

They are the primary contacts and mentors for youth attending the Prevention Summit. Chaperones are our first line in promoting and protecting the health, safety, and well-being of the youth who join us. It is every chaperone's duty to be a reliable, positive role model to whom youth can turn to for everything from health matters to guidance on conference etiquette.

• Chaperones must be at least 19 years of age and at least 3 years older than the youth they are chaperoning;
• Chaperones must attend one mandatory chaperone meeting;
• Chaperones are responsible for knowing the whereabouts of their youth at all times;
• Youth and chaperones attending the Summit are expected to adhere to a zero tolerance policy for tobacco, alcohol, illegal drug use/possession, violence and sexual activity;
• The Summit curfew for youth is 10:30 p.m., no exceptions. Chaperones are responsible to make sure all youth are in their hotel rooms by curfew;
• Chaperones are required to attend all meals and activities (excluding the workshops) with their youth;
• Chaperones and youth must know which workshops each are attending, in case of emergencies;
• Chaperones are responsible for reviewing the workshops their youth plan to attend;
• Chaperones need to know youth emergency contact numbers and medical needs. A copy of emergency medical forms should be carried by chaperone and youth each.

Team Adult Advisor Guidelines:

In accordance with the Chaperone Guidelines for the Summit, there must be a ration of one (1) adult to every three (3) youth. For teams, one of the chaperones should be designated as the Team Adult Advisor. In addition to the chaperone duties, the Team Adult Advisor must fulfill the following responsibilities:

• Attend and participate in the Prevention Summit Youth Track and service learning project with his/her team of youth.
• Commit to supporting his/her team and working to create a team project to implement in the community.
• Act as the main contact between the Summit committee and the youth team for all instructions, notifications, and follow-up.

Reminders:

• It is the responsibility of individual agencies/organizations to conduct background checks on the chaperones attending with youth.
• Individual registration forms must be completed and submitted with payment (or coupon code if scholarship was received) for ALL youth, chaperones and the Team Adult Advisor for your team.
• Deadline for registration for scholarship recipients is Wednesday, October 17 by 11:59 p.m.
• Have one (1) original and two (2) copies of Youth Guidelines/Permission Forms packet for each youth. All chaperones and youth should carry copies of the form, as well as one copy must be submitted to a representative at the one-site check-in desk in the Yakima Convention Center.
• Throughout the Summit, chaperone/Team Adult Advisor support is available to answer questions and provide guidance as needed. Please contact the registration desk to request support.

Violations of any of the guidelines may result in a group or individual being sent home at his/her own expense. If the guidelines are violated, an individual and/or team may not be eligible to attend future events. The Summit organizers have set expectations to provide a framework of appropriate behavior for all attendees. Your group may choose to have additional guidelines and expectations.

For more information regarding the Youth Leadership Track, please contact Ivon Urquilla at ivon.urquilla@dshs.wa.gov

Thank you for your time and efforts in supporting the youth!

We hope you enjoy the Summit!