Are You Ready For A Successful Youth Trip?

By Raul Rivera

It’s summer time and we all know it’s a busy season for our youth groups! All throughout the country, churches are sending off scores of young people on a missions trip to serve the community.

There’s nothing quite like the excitement in the air as parents drop their teens off at the church, praying for them as they set off to change the world. With expectant hearts and eager anticipation, they are all headed for an adventure with God; every parent knowing their children will return changed, in the best possible way.

Being a parent of five, I have seen the impact that these sort of trips have made on my children. They return home filled with passion and excitement for the things that God is doing in their lives. There’s something that can happen in a week of giving ourselves away that just doesn’t happen any other way, adding fresh fire and joy to the church as a whole upon their return. Is your church preparing for such an adventure this summer?

Before the bus wheels get moving, remember the 3 Questions for Successful Youth Trips. Consider these questions to provide protection for the youth, volunteers, and the church.

3 Questions to Ask

Question 1: Has everyone signed a permission form?

The greatest responsibility for any missions trip leader is to bring everyone back safe and sound. That’s why I always suggest using permission forms for any and all trips. In case of an emergency, you do not want to be scrambling around looking for information. This form is a great tool to help in a moment of crisis.

For many, forms can be tiresome to fill out and hard to keep track of, but they arevital. Every church has the responsibility to make sure that you have permission forms filled out, signed by the parents, and with the correct emergency contact information. This can save valuable time, should an accident occur.

Permission Forms should be able to answer “who, what, when, why, and how.”

• Who: The form is intended for parents or guardians of minors who are going on either a long or short trip away from church grounds. It can also be used for any activities that take place on church property.
• What: The purpose is for parents to give consent for their children to participate in activities with the church that may or may not be on the church campus.
• When: I recommend that the form be distributed several weeks in advance, but no later than one week prior to the event. Several weeks gives plenty of time for the parents to look over the form, become familiar with the event, and decide whether or not their child(ren) will participate.
• Why: Implementing the form protects minors in your church and can permit a minor to be taken to a hospital for emergency medical care, if needed. It serves to guard the church, and any of its drivers, against liability issues whenever transporting minors, and can also prove helpful in determining who will be attending the trip or event so that those in charge can plan accordingly.
• How: Keep this form on file and print it as needed. Be sure to give plenty of time when you announce a trip or event so that the participants can easily plan. 

It may be a good idea to have these forms turned in a few weeks before your trip. This will give you time to review them and if something is missed, it can easily be corrected. Send off day is not the time to be collecting forms and reviewing them.

To read more about the importance of permission forms, please read: Kentucky Court Delivers Blow To Church Release Forms. 

Question 2: Has every volunteer completed a background check?

The volunteers who serve in the youth ministry are individuals who have a heart for teens and a desire to raise up the next generation.

It is best practice to have a volunteer complete this document before even beginning to serve. No matter how well you may know a volunteer, it is important to have every single volunteer fill out a background check.

You infuse confidence in parents, team members, and the church as a whole, by doing background checks on those that will be traveling with your young people. It is important to check your state’s regulations on volunteers that work with children.

States have different rules when it comes to staying compliant. In fact, in some states, you are required to take critical steps before your mission trip starts.

For example, in Pennsylvania, if you volunteer to work with children in any way, you have to pass a child abuse history clearance. These clearances must be stored at the church. Volunteers who are working with children without the appropriate clearances could face financial penalties. To learn more about the Pennsylvania requirements visit: www.keepkidssafe.pa.gov.

Qustion 3: Is our insurance up to date?

By incorporating your church, you have protected yourself and your board members from being held personally liable if something happens; this is known as the corporate veil. Incorporating your church is a critical step that our clients who use the StartRIGHT Program no longer have to worry about handling on their own.

However, this does not mean that you shouldn’t consider holding a church insurance policy to protect your church if something happens. Insurance is an important step to take to ensure you are protecting your church.

If you are interested in finding out more about church liability insurance, please read: Church Liability Insurance: One Step, One Huge Relief.

Before your trip gets underway, consider reviewing your insurance policy to make sure that this kind of activity is covered. Consider whether the coverage needs to be changed or updated. Take steps now to ensure confidence through a crisis.

The fruit of missions

In Matthew 28, Jesus reminds us of the call that every one of us have on our lives; “Go and make disciples of all nations.” When a young person wants to follow that call so early on in their life, that is something to be encouraged and celebrated.

God has called your church or ministry to do great things in his name, and I urge you to keep these questions in mind when preparing you or a young person you may know for a trip.

Our Document Suites is here to help you make sure that you have everything you need to make these trips a great success this summer. Dream big, dream bold!

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