Download printable Team Adult Leader 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.

• 10/6: Chaperone Meeting Conference Call 3:00-4:00pm or
• 10/14: Chaperone Meeting Onsite 8:50-9:30pm

To ensure enough phone lines, please RSVP for the conference call meeting by sending an email to this address: chaperonemeeting@preventionsummit.org   A phone number and code will be provided to you in a reply email. Thank you.

 

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 that join us. It is every chaperone's duty to be a reliable, positive role model whom youth can turn to for everything from health matters to guidance on conference etiquette.

• Chaperones must be at least 19 years of age or at least 3 years older than the youth they are chaperoning, whichever is greater;
• Must attend one mandatory chaperone meeting. (See above for schedule);
• Chaperones are responsible for youth whereabouts 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 11:00pm., 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 other 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 chaperones and youth at all times.

Team Adult Advisor Guidelines:

In accordance with the Chaperone Guidelines for the Summit, there must be one adult to every three 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:

• To attend and participate in the Prevention Summit Youth Leadership Track and service learning project with his/her team of youth.
• To commit to supporting his/her team and work to create a team project to implement in their community or school.
• Is the contact between the Summit committee and the team in regards to 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 the early bird registration rate is Friday, October 1st by 5pm Pacific. Deadline for registration for scholarship recipients is Friday, October 1 by 5pm Pacific. 
• Have one (1) original and two (2) copies of Youth Guidelines/Permission Forms packet for each youth. Bring forms to the Summit to be submitted at on-site check-in.
• 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. The Summit organizers have set the above 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!