On The Go
30
A joint publication of Premier Issue October 2011 Extending outreach through youth group travel M A G A Z I N E M A G A Z I N E Group travel experiences build faith and friendship It takes time to plan a successful trip Choosing chaperones should be done with care page 8 page 14 page 24
-
Upload
power-trade-media -
Category
Documents
-
view
212 -
download
0
description
Church travel
Transcript of On The Go
A joint publication of
Premier Issue
October 2011
Extending outreach through youth group travel
M A G A Z I N E M A G A Z I N E
Group travel experiences
build faith and friendship
It takes time to plana successful trip
Choosing chaperonesshould be done
with care
page 8
page 14
page 24
M A G A Z I N E M A G A Z I N E
and create new bonding experiences.
Through group travel, your youth ministry will share new experiences,
deepen your faith
OCTOBER 20113
a successful group travel experience can make all the difference to a
youth ministry. However, as with most things, advanced planning
and attention to detail are required in order to make the trip successful.
As the publishers of Church Executive, Leisure Group Travel and BUSRide
magazines, we have combined our expertise to bring you Youth Ministries
On the Go, your guide to a rewarding youth group travel experience.
Within these pages, you’ll find tips on planning, timelines, risk
management, the hows, whys and wherefores of youth ministry travel,
together with suggestions on how to get the most out of your efforts.
Whether your purpose is recreation or inspiration, you’ll want to be
sure the choices you make will be the ones that best help you achieve
your goals.
Plan your trip well and you’ll find that travel time is quality time
spent with the youth of your church.
Steve KaneJeff Gayduk
Church Executive and BUSRideEditorial & Advertising Offi ces
4742 North 24th Street, Suite 340Phoenix, AZ 85016
P 800.541.2670 • F 602.265.4300
Publisher – Steve [email protected]
Art Director – Steve [email protected]
Director of Marketing – Catherine [email protected]
West – Gary O’[email protected]
West - Tony [email protected]
Leisure Group TravelEditorial & Advertising Offi ces621 Plainfi eld Road, Suite 406
Willowbrook, IL 60527P 630.794.0696 • F 630.794.0652
Publisher – Jeffrey [email protected]
Director of Sales – Theresa O’[email protected]
Southeast – Cheryl [email protected]
Northeast – Amy [email protected]
M A G A Z I N E
M A G A Z I N E
The publishers assume no responsibility for statements made by advertisers or contributors. Every effort is made to ensure the accuracy of the information published, but the publishers make no warranty that listings are free of error.
OCTOBER 20114
Please contact: [email protected] or call 614-581-4251
Make the most important investment in a young adult’s future.
Please contact: [email protected] or call 614-581-4251
Walk with them in the Holy land: where they will not only see the bible come alive – they will LIVE the bible.
I invite youth pastors and educators to contact HiROAD ADventuRes to plan an extraordinary, life-changing experience.
make it mesa Discover endless days of warmth, ample sunshine and unsurpassed desert beauty in Mesa – your fi rst choice for convenience and value.
VISITMESA.COM
MESAtour MESAplayMESAbike
MESAexplore
6
First Decisions
610.11 Vol. 1 / No. 1
8 Travel Builds Faith& FriendshipGroup travel creates andnurtures friendships.
Working WithTour ProvidersProfessional tour operators provide a support network and industry expertise you do not have.
It Takes Timeto Plan a Successful TripTime is of the essencewhen planning a trip foryour church’s youth group.
Food and HotelsDevelop the fi ne art of getting the best deal for your group.
The Importance of Travel InsuranceMake sure youths have medical coverage before sending them off to travel.
Parental Permission SlipsGet permission from the parents and your attorney.
Choosing ChaperonesThe most common practice is one chaperone for every six young adults, but this can vary.
Etiquette and Discipline on TourYouth group members must be given all of the disciplinary-related expectations before they enroll on the trip.
Post Tour ActivitiesShare the excitement of the trip and reinforce positive lessons learned.
12
14
20
22
24
26
28
18
OCTOBER 20115
There is a way to spend quality time with youth group members.
OCTOBER 20116
FIRST DECISIONS
OCTOBER 20117
FirstDecisionsIn today’s non-stop environment, however,
with jam-packed school activities,
sports schedules and family obligations, all
exacerbated by ever-present technology
– getting your entire group together for
important spiritual bonding has become
increasingly difficult. If only there were a
way to spend quality, uninterrupted time
with your youth group members in an
inviting spiritual atmosphere – free from the
daily interruptions that attempt to trivialize
God’s message. There is.
Immersion by Group Travel
Youth ministries “On the Go” is an emerging
trend in the travel industry. Trips range from
one day to one week and include pilgrimages,
mission trips, and social group travel trips.
Whatever the purpose, the trips help youth
ministries create deeper quality connections
with young adults and extend God’s message
outside the confines of church walls.
Through group travel, your youth ministry
will share new experiences, deepen your faith
and create new bonding experiences.
Here are a few points to encourage you to
create a youth travel ministry:
• Build a stronger bond between active
members who may not interact on a
regular basis
• Bring together your youth group, away
from the confines of the church pews,
worship times or interests, to join
together on a motorcoach, train or ship
• Support missions or missionary families
and organizations by traveling to their
part of the country and doing projects
that will encourage the missionaries,
help others and give you a great feeling
of fulfillment
• Volunteer hands-on projects could be
as simple as pulling weeds in gardens to
building schools, health clinics or churches
• Planning and facilitating retreats for
missionaries would include child care,
teaching, fun and relaxing activities. Allow
them to take a break and refresh their
body and soul
Raise Funds
Travel is a great tool in bringing together
people who have been local supporters or
introducing possible new contributors to
your needs. Fundraising can benefit local
membership needs, international causes and
humanitarian requests in ways an individual
could not impact alone.
Another way to give supporters the
opportunity to catch the vision is having the
youth minister or senior pastor or priest lead
the tour. This allows people more one-on-
one time where the future of the church or
organization can be shared and travelers
become an important part of that vision with
their donations. There is a proven increase in
giving after trips such as this.
Explore New Frontiers
There are exciting destinations waiting to be
explored – some right in your backyard. Use this
guide to help frame the development of new
group tour programs for your youth ministries
and explore new destinations – together.
Chances are your ministry has set days and times for youth group gatherings. Worship services, meetings and casual get-togethers allow you the chance to connect with young adults collectively.
OCTOBER 20118
OCTOBER 20119
T he excitement begins well before the bus departs. Anticipation builds in the weeks before the trip
as the planning progresses and preparations are made. Pre-trip activities, fundraising events and
recruitment of adult leaders make it apparent to all that the journey is just as much a part of the
experience as the destination.
To maximize the potential benefits of the trip, the savvy youth minister will take advantage of the time the
group spends together. Trip members will bond as they work together, and the community will be built. In the end,
the shared experience of the travelers will be enhanced.
The destination possibilities for a youth group are many. There are outdoor adventures that include skiing
or rafting, cultural and educational destinations like museums and galleries, religious-themed venues and
destinations, and short-term mission programs. As different as all these places might be, all have the potential to
aid in spiritual growth and personal development.
Consider these ways to help the members of the group get the most out of the journey:
• Have them keep a daily journal to remind them about what they have experienced.
• Pick a unique place each day — a riverbank, a park, for example — for a moment of prayer.
• Learn about local cultures and take time to meet sister churches through shared social gatherings.
Putting together a group trip takes time and careful attention to detail. But the youth minister who creates
a safe, spiritually and physically rewarding travel event for his charges will be rewarded tenfold by the joy
they experience.
Maximize the mileage from your youth ministry
When it comes to building an
effective youth ministry, few
activities are more powerful
than a successful group travel
experience. The rewards of a
well planned and executed
outing benefit the church as
well as everyone involved.
F a i t h & F r i e n d s h i p
Traveling in a group creates and nurtures friendships. A trip done well helps youth, who often have issues, grow stronger in their faith. In some cases, the experience may have the power to change lives.
B u i l d st r a v e l
OCTOBER 201110
Christian Charter Service & Tours6550 E. 2nd St, Suite A
Prescott Valley, AZ 86314
Master’s Touch Tours
Mention this ad for a discount on first new charter
Offer valid 10/1/2011 thru 9/30/2012
Women
of FaithAcquire the Fire
Youth Camp
AmusementParks
Harvest
Festival
CIYPromiseKeepers
Your OwnSpecial Trip
Take the stress out of finding the right bus company.Call (855) BUS-PLUS – the simple way to find any bus for
any occasion, anywhere!
You’ve got the group.We’ve got the bus.
any occasion, anywhere!
Bus Charter & Logistics ServicesBus Charter & Logistics Servicesbussurplus.com | 1-855-BUS-PLUS (1-855-287-7587)
Whether you’re looking to move a small youth group…or an entire congregation, Bus Surplus is the first call
you should make!We use only the best motorcoaches and bus operators at the best
competitive prices to accommodate your group size and trip. We even have economy coaches for the budget-minded.
Explore our wholesome group tour attractions across the state including the World’s Only Corn Palace. South Dakota’s legacy attractions like Mount Rushmore National Memorial and Badlands National Park will provide the entire group with fun and adventure. Plan your tour to South Dakota to create memories of a lifetime.
1 • 8 0 0 • 9 5 2 • 3 6 2 5www.Tou r SDa ko t a . c om
OCTOBER 201111
Be prepared for the easiest retreat you’ve ever planned, the best food you’ve ever
eaten, the most fun you’ve ever had, at the best facilities you’ve ever taken kids to!
Contact:Call us at (719) 381-1839 or email
Young Life’s Colorado CampsAvailable this fall, winter and spring!
Click on thumbnails for more information.
WorKiNG WiTH
OCTOBER 201112
Having a tour company plan your trip brings peace of mind. A professional tour operator provides a support network and industry expertise you do not have. Some companies specialize in educational travel; a few arrange religious group trips only. They plan every detail, from transportation and meals to hotel rooming lists and late-night pizza parties.
You will want to weigh the benefi ts of contracting your trip
with a tour operator versus handling all arrangements on your
own. While tour operators have a mark-up to their services
which can raise the trip price – if they run a volume of tours to a
particular destination they can command preferential rates with
hotels, attractions and restaurants. This mitigates any additional cost
for their services. Add to that the burden they lift by handling most
details of planning and operations, the cost is often justifi ed.
OCTOBER 201113
Tour Providers
Finding a Good Tour Operator
It’s simple to search tour operators on Google, but just because they
are on the first page doesn’t mean they’re solid. Here are four factors to
consider before you sign the contract:
1) What travel associations do they belong to? The most popular are NTA (National Tour Association) and ABA (American Bus Association). A tour operator need not belong to all, but should belong to at least one, as the associations screen incoming members for potential problems and monitor consumer complaints.
2) Do you prefer to deal locally or through an 800 number? Generally speaking, large national tour operators offer better pricing because they buy in volume, but hometown operators provide the peace of mind of dealing local.
3) Get references. Have they worked with religious youth groups like yours? Ask to speak with other pastors to obtain their perspective on the company.
4) Have they run this particular tour before? If you’re the guinea pig, expect problems to arise.
Specific Requests
After contracting with a tour provider, religious group leaders
should let the provider know their most important considerations
regarding the tour. Examples include:
• Location of hotels (within or outside of cities or urban areas)• Meal upgrades (may increase the per-person price of the tour)• Arranging events such as cultural exchanges, religious services,
private concerts or farewell dinners
Paperwork and Parent Information
The most important aspect of working effectively with tour providers is regular communication, either by telephone or through e-mail. Some tour providers offer excellent websites that allow participants to enroll and make payments online, get answers to basic questions and receive helpful downloads such as city guides.
It is important to keep up to date with all paperwork requested by the tour provider by the given deadlines. These include:
• Any liability contracts or agreements to act as a group leader• Gathering of traveler information• Creation of an emergency calling tree• Reminding participants and parents of payment schedules• Providing information on trip insurance• Enrolling participants on optional tour excursions
Feedback
Group leaders will not be able to contact tour provider consultants while on tour unless there is a case of an on-tour emergency. Thus, feedback is very important:
• Complete all feedback, evaluation forms thoroughly• Make comments when necessary• Call the provider upon returning and summarize the experience• Detail what was really effective• Detail anything that was disappointing
Working with professional tour providers will enable you to diffuse potential problems, clarify questions and ensure a highly successful experience for all participants.
It takes time–to plan asuccessfultrip.
It takes time–LITERALLY
14 OCTOBER 2011
Time is of the essence
when planning a trip
for your church’s youth
group. That means giving
yourself plenty of time
to address the myriad
of details involved in a
successful excursion.
This may seem like a long way from “go
time,” but here is where the big stuff gets
decided. Where are we going and why? Who should be involved in these
decisions? What kinds of costs will be involved?
The church must approve the venture, so it must endorse the purpose
of the trip along with considering things like cost and its impact on liability
exposure. Will the trip include religious elements, academic elements or
performances by your group?
The members of youth group participating, their parents, the group
leaders and church staff all need to be on board with the idea, and they
will need some general details to consider. The destination is critical, of
course, so a preliminary investigation of available dates and costs must be
gathered. In some instances, it may be wise for a church representative
to pay a visit to the destination as part of the due diligence process. Many
destinations will extend extra hospitality to a potential customer bringing a
group to their facility.
This may seem like a long way from “go
time,” but here is where the big stuff gets
decided. Where are we going and why? Who should be involved in these decided. Where are we going and why? Who should be involved in these
12 MONTHS PRIOR
OCTOBER 201115
Continue promoting the trip in newsletters, social networks and
youth group meetings, keeping interest alive in those who have signed
up and possibly getting a few more to sign up.
Contact those who have shown interest but still have
not committed.
Prepare contingency plans in case of emergency. You can’t anticipate
every problem, but it will be time well spent to consider a variety of
problematic scenarios and how you might best react to them.
Sign-up process is complete and fi nal payments are due from your
travelers and with many of your vendors.
Schedule a meeting to confi rm trip details, go over packing lists and
gather emergency contact information.
Circulate specifi c information participants will need to know, like
appropriate clothing or equipment required. Provide copies of the
complete itinerary to all participants.
Collect permission slips and money from participants and follow
deposit procedures established earlier.
Confi rm participation of all volunteers and chaperones.
A budget will be needed. Food, lodging and
transportation are the obvious line items, but don’t
ignore other costs you can anticipate. And where
will the money come from? If a fundraising effort is
necessary, suffi cient time will have to be allocated
for that to succeed.
Communication is extremely important during the entire planning
process, so keep your group informed periodically of developments.
This will not only build excitement, but also encourage your group
members to ask questions as you plan. You may learn, for example,
that you’ll need special accommodations for things like dietary needs
or wheelchair access.
Final dates, costs and itinerary should be established. Earlier research
will have revealed when rooms needed to be reserved, when the
motorcoach has to be secured and when all
the desired activities will be available.
Review and implement fundraising
procedures, if any, and determine a method
for returning unused funds. Establish a
procedure for collecting payments from
participants with an initial deposit paid
upfront and fi nal payment 30 to 45 days
before departure.
Prepare and circulate announcements and information sheets about the trip
and begin sign-up process for youth participants. Marketing channels include:
• Snail mail
• Brochures
• Posters
• Church bulletin
• Church website
• Social networks
Recruit volunteers
and chaperones as
needed. Determine if
chaperones will be church
representatives, teachers,
parents or both.
Confi rm all trip arrangements with vendors.
Meet with volunteers and chaperones to discuss responsibilities
and expectations.
Communicate with youth travelers to review rules and policies, drop
off and pick up information, and any last minute instructions needed.
Prepare a fi nal trip report for your church administration and conduct
any follow-up activities with your youth group.
9 MONTHS PRIOR
Final dates, costs and itinerary should be established. Earlier research
6 MONTHS PRIOR
3 MONTHS PRIOR
1 MONTH PRIOR
1 WEEK PRIOR
Schedule a meeting to confi rm trip details, go over packing lists and
gather emergency contact information.
Circulate specifi c information participants will need to know, like
appropriate clothing or equipment required. Provide copies of the
complete itinerary to all participants.
Collect permission slips and money from participants and follow
deposit procedures established earlier.
Confi rm participation of all volunteers and chaperones.
will have revealed when rooms needed to be reserved, when the
Prepare and circulate announcements and information sheets about the trip
chaperones will be church
Communicate with youth travelers to review rules and policies, drop
off and pick up information, and any last minute instructions needed.
Continue promoting the trip in newsletters, social networks and
youth group meetings, keeping interest alive in those who have signed
up and possibly getting a few more to sign up.
Contact those who have shown interest but still have
not committed.Communication is extremely important during the entire planning
DAY OF TRIP
1 WEEK AFTER
Have a great time!
OCTOBER 201116
Get more out ofAudubon with the
AUDUBONEXPERIENCEPACKAGE.
Get more out ofGet more out ofGet more out ofGet more out ofGet more out ofGet more out ofGet more out ofGet more out ofGet more out ofGet more out ofGet more out ofGet more out ofGet more out ofGet more out ofGet more out ofGet more out ofGet more out ofGet more out ofGet more out ofGet more out ofGet more out ofGet more out ofGet more out ofGet more out ofGet more out ofGet more out ofGet more out ofGet more out ofAudubon with theAudubon with the
AUDUBONAUDUBONEXPERIENCEEXPERIENCEPACKAGE.PACKAGE.PACKAGE.PACKAGE.PACKAGE.PACKAGE.PACKAGE.PACKAGE.PACKAGE.PACKAGE.PACKAGE.PACKAGE.PACKAGE.PACKAGE.
Four attractions.One price.Countless possibilities.
The Audubon Experience Package gives you access to all four award-winning Audubon attractions. Visit anytime over five days for a New Orleans adventure you’ll always remember.
AudubonInstitute.orgFollow us on:
The Audubon Experience Package includes entry to:• Audubon Zoo — 6500 Magazine St., Uptown Discover more than 1,500 animals in natural habitats. New! Now Open Spring and Summer: Cool Zoo, A Wild and Wet Splash Park• Audubon Aquarium of the America — Canal St. at the River Dive into the exotic world of marine life• Entergy IMAX® Theatre — Adjacent to Aquarium 3D and 2D educational experiences on a 5½ story screen• Audubon Insectarium & Butterfly Garden — 423 Canal St. (1½ blocks from Aquarium) Engage all five senses while exploring the country’s largest museum dedicated to insects
New Orleans
The Audubon Experience PackageThe Audubon Experience Package gives
Read it and reap!
M A G A Z I N E
M A G A Z I N E
If you’re looking for the latest news, trends, ideas and
business-savvy information, look to these publications
to deliver:
STAYREFRESHED.
Holiday Inn Gaithersburg is the perfect location for your next event! Our newly renovated hotel caters to all religious organizations with unparallel hospitality that will make you feel welcomed.
• Experienced staff for planning religious group retreats, etc• Complimentary shuttle to Washington, DC • Complimentary shuttle to Washington, DC metro• 20 minutes away to all the excitement of Washington, DC!
2 Montgomery Village Avenue Gaithersburg, MD I (301) 948-8900 I www.HIGaithersburg.comSTAY YOU.™
<-- 2011 Event Promo
<-- 2011 Event Promo
Official Website
Official Website
18 OCTOBER 2011
FOODLODGING
FUN!
HOTElS
If you are organizing the tour yourself, you will need to learn the fine art
of negotiating to get the best deal for your group.
Negotiating directly with the hotel can be complex, so it’s important to
do your homework. Since negotiating is not part of our culture, it rarely
comes easy. But hotel sales departments negotiate everyday, and if you
don’t ask the right questions, you may end up paying more than you
should. Show them you’ve done your research and let them know you are
shopping around.
Because you are representing a group, you will need to speak with the
hotel sales department, not the reservations department. Be ready to
provide the approximate number of sleeping rooms needed, the types of
rooms (two double beds to accommodate four tour members) needed
and the dates you want. Book early to ensure your chosen dates.
Besides sleeping rooms, you may need a meeting/party room, meals or
a welcome reception. You may get a better room rate if the hotel knows
your group will be using other services. But do not select a hotel just
because it offers the lowest price.
In the negotiating process, here are some things to ask:
• Are there special rates or perks available for youth groups?
• Are there dates and times when rates are lowest?
Downtown hotels that cater to corporate business may offer good
weekend rates, for example. If you’re flexible, you can save up to 50
percent off peak-period prices.
• Is a free room provided for every so many reservations? Does the
tour leader or bus driver get a free room?
• Does the room rate include all taxes, tips and fees?
• What kind of deposit is required and when is it due? When is final
payment due?
• How long will the block of rooms be held?
• What is the last date to cancel without losing money?
• What is the hotel’s attraction clause on unused rooms?
Also have a wish list of extra benefits you would like provided for
your group. Just by asking you may be able to get some things free or at
reduced rates. Among complimentary amenities you can enquire about:
• Airport or mall transportation
• Audio-visual equipment
• Hospitality suite or meeting room
• Recreational activities
You should receive a written contract at the end of the negotiations.
Once signed, the contract becomes legally binding on both parties. Get
everything in writing—from the total price and number of rooms to the
smallest promised service.
FOOd, ENTERTaINmENT aNd SHOPPING
Scheduling lunches, dinners, shopping and evening entertainment is as
essential as picking hotels. Tour members look forward to meals and down
time that allow breaks from sightseeing and other pre-assigned activities.
Over pizza and pasta they can unwind and recharge. At a theater or
sporting event they’ll appreciate being part of the audience. And every
itinerary has to allow time to pick up mementos of their big adventure.
mEalTImE OPTIONS
When arranging meals at restaurants and
hotels, to keep costs in line and facilitate
a quick turn around with your group, the
menu selection is often predetermined. Be
prepared to accommodate vegetarians and
those who require special diets for health
or religious reasons. Buffets usually satisfy
those with dietary restrictions and picky
eaters and can be economical as well.
In some cases, youth group members
may receive meal vouchers to be used for
food of their choice in a certain restaurant or group of restaurants. For
meals on their own, make sure to advise how much to budget for during
pre-departure meetings.
Factors to consider when choosing restaurants:
• Price. Does it fit into your budget?
• Ambience. Is the restaurant a good choice for a loud group of
young adults?
• Location. Is it convenient to tourist sights or the hotel?
• Capacity for a large group. Can all members be seated at one time
and in the same section of the restaurant?
• Availability and affordability of local specialties that students
should try as part of the cultural experience
• Chain restaurants offer predictability, but one-of-a-kind places offer
more local flavor
ENTERTaINmENT
Spice up your itinerary with shows, spectator sports and special events.
It makes sense to choose something typical to the area. Keep college and
minor league games in mind—they’re more affordable.
Theater/concerts
• Plays and musicals
• Ballet, contemporary dance
• Symphonies, classical music
• Christian music concerts
Spectator sports
• Baseball
• Football
• Soccer
• Lacrosse
• Hockey
• Basketball
• Auto racing
Events
• Festivals
• Rodeos
• County/state fairs
• Circuses
SHOPPING
Itineraries must give groups a chance to buy souvenirs. Group members
can shop in familiar mall surroundings or explore retail areas with stores
they wouldn’t see at home. To work in a shopping experience, consider:
• An enclosed mall, especially tempting in extremely cold or hot
weather. Food courts are a plus
• City neighborhoods with a collection of funky stores concentrated
on two or three blocks, with hip fashions and other merchandise of
interest to young shoppers
• Charming small towns where gift shops occupy historic buildings
in a Main Street setting, many offering local foods and other
specialties of
the area
• Fairs and festivals with local craft and
other vendors
OCTOBER 201119
OCTOBER 201120
OCTOBER 201121
Listed below are a few examples of claims paid during the past two
years to youth who were lucky enough to have purchased travel insurance:
Tonsillitis $5,300
Grandfather passed away 11,600
Broken left hand 6,100
Mental health (hospitalized) 6,800
Mononucleosis 8,200
Severe separation anxiety (hospitalized) 5,900
Dislocated knee 7,300
Fall - minor brain injury, severe mouth trauma 5,500
Organizers of student & youth travel can provide examples where tour
members experienced a problem, but had not purchased travel insurance.
They thought they were covered under the insurance plan of a family
member. Only after realizing the need for insurance did the student and
his family fi nd there was no coverage because the child was not living at
home, was traveling out of the geographic range covered by the family
insurance plan or for another reason spelled out in the family policy. It is
most important to not assume there is medical coverage for the traveling
participant. Reputable travel insurance policies cover medical care
while travelling and should purchased as a component of any extended
motorcoach trip.
Trip Cancellation Benefi t
Even if there is medical insurance coverage, there are other problems
that result in fi nancial cost to the youth traveler and his family. After the
trip has been paid in full, the child may have to cancel for a reason that is
not covered by medical insurance but is covered by something called the
Travel Insurance Trip Cancellation benefi t. Without travel insurance, the
child could lose part or all of the amount paid for the trip. If the child has
started the trip and then must cancel, he loses whatever has been invested
in the balance of the trip and must pay to return home – generally a lot
of money because the travel arrangements are made at the last minute.
An example of this type of trip interruption is the $11,600 payment
listed above where the grandfather passed away and the child had to
immediately return home.
There are low cost insurance policies available for student and youth
groups with easy online enrollment and low cost premiums that are simply
added to the cost of the trip, like an included meal meal. Protect your
student traveler’s investment by offering group travel insurance.
The Importanceof
Travel Insurance
Children and their parents often believe that youth means there won’t be problems that require insurance. Even if there is a problem, the youth traveler will probably
be covered by the insurance of a family member. This thought process generally, but not always, relates to medical problems – and many people think medical problems occur only as one ages, not with young adults.
OCTOBER 201122
Parental PermissionSlipsGet permissionfrom parents…and your attorney
Parental permission slips are often used by churches organizing youth activities, but they are frequently accompanied by the mistaken assumption that that piece of paper relieves the church of all liability in the case of any harm to the child.
OCTOBER 201123
Some churches require no such permission slips. Others may
attempt to address a host of contingencies, such as:
• Permission to transport the child
• Releasing the church from responsibility for its volunteers
• Granting the right to church staff and volunteers to make medical
decisions in emergency situations
• Requiring the child to follow rules and regulations regarding
conduct and discipline during the trip or activity.
However succinct or extensive a permission slip may be, it may
not be worth the paper it is written on unless the church has done
its homework and had it reviewed by an attorney qualified in
that state. In some cases a release may even have to
be approved by a court. And it is not a good idea
to simply copy a parental permission from
another church. Your risk is unique to your
church and should be treated as such.
Even with your attorney’s approval,
the release or waiver you obtain is not a
guarantee your church will be exempt
from liability.
Despite the limitations of parental
permission slips, they are still a
good idea. They may provide some
protection to the church, but perhaps
just as importantly, when the form
itself is being designed, the analysis of
the risk the church is assuming could
bring to light some benefi cial changes
to plans or procedures. Will there
be suffi cient adult supervision? Are
there activities planned that increase
the risk of injury? Are the parents
thoroughly informed about the details
of the trip?
It’s worth investing a little
time to create a the parental
permission program that best
suits your church’s needs. It will
make your trip safer and that
much more enjoyable.
Some churches require no such permission slips. Others may
attempt to address a host of contingencies, such as:
• Permission to transport the child
• Releasing the church from responsibility for its volunteers
• Granting the right to church staff and volunteers to make medical
decisions in emergency situations
• Requiring the child to follow rules and regulations regarding
conduct and discipline during the trip or activity.
However succinct or extensive a permission slip may be, it may
not be worth the paper it is written on unless the church has done
its homework and had it reviewed by an attorney qualified in
that state. In some cases a release may even have to
be approved by a court. And it is not a good idea
to simply copy a parental permission from
another church. Your risk is unique to your
church and should be treated as such.
Even with your attorney’s approval,
the release or waiver you obtain is not a
guarantee your church will be exempt
from liability.
Despite the limitations of parental
permission slips, they are still a
good idea. They may provide some
protection to the church, but perhaps
just as importantly, when the form
itself is being designed, the analysis of
the risk the church is assuming could
bring to light some benefi cial changes
to plans or procedures. Will there
be suffi cient adult supervision? Are
there activities planned that increase
the risk of injury? Are the parents
thoroughly informed about the details
of the trip?
time to create a the parental
permission program that best
suits your church’s needs. It will
make your trip safer and that
OCTOBER 201124
OCTOBER 201124
C H O O S I N G C H A P E R O N E SRegardless of group size, obtaining an appropriate number of chaperones will
ensure a successful tour experience for everyone.
OCTOBER 201125
The most common practice is 1 chaperone for every 6 young adults,
but this can vary based on the complexity and duration of the tour. While
chaperoning a youth tour may sound attractive, chaperones need to
understand going in that this is not a free vacation.
Recruiting Chaperones
All chaperones should have some experience with youth either as
teachers, counselors, school administrators or some other educational,
professional venue. Initial recruiting should include the following:
• Experience in working with adolescents
• Willingness to help plan and facilitate
• Ability to attend all pre-tour meetings
• Assist with documentation
• Prepared to spend money on items not covered in the free spot such
as lunches or beverages
• Following all tour guidelines in respect to expectations such as an
alcohol policy
avoiding Certain Groups as Chaperones
• Family members of the group leader
• Parents of youth participants without specifi c experience
chaperoning/leading youth groups
• Spouses of qualifi ed chaperones
• Young adults whose sibling is a trip participant
On Tour Responsibilities
Any adults involved in leading or chaperoning a youth tour must be
prepared to be on call at any hour. If there are a number of chaperones, it
is helpful to divide responsibilities and give each chaperone at least one
night off during the tour. On tour responsibilities will include:
• Responsibility for small groups throughout the tour
• Assisting with disciplinary issues
• Helping to facilitate curfews and room-checks at night
• Staying behind if a child is too ill to participate in the activities on any
particular day
• Accompanying a child home if severe illness or disciplinary problems
warrant such last resort actions
• Making sure all group members wake up at the proper time and are
prepared for the day’s activities
• Monitoring youth group members during “free time”
• Willingness to accompany group on a free day excursions
• Taking over the group if the group leader cannot complete the tour
Skilled chaperones help make a youth tour successful.
They ensure the reputation of the group while assisting
the group leader in daily operations.
OCTOBER 201126
On tour discipline begins with the first trip meeting. Youth group members must be given all of the disciplinary-related expectations
before they enroll on the trip. additionally, anyone interested in enrolling who have a clear history of disciplinary problems should not be allowed to enroll. Some group leaders interview prospective tour participants in a meeting with their parents in order to detail expectations.
EtiquetteTour
Discipline&on
OCTOBER 201127
General tour expectations should include:
• Following all group leader, tour director and chaperone instructions
• Being on time for every event
• Abiding by set nightly curfews
• Never leaving the group without obtaining permission
• Maintaining rules set by hotels and coach providers
• Treating all persons on the tour with respect, especially in
situations with consolidated groups
• If the trip is church or school-sponsored, following all published
behavior expectations
most Common disciplinary Violations
• Going off alone during free time
• Leaving the hotel after curfew or bed checks
• Disrupting others on the coach with loud talking
• Arriving late at established meeting spots
• Drinking alcoholic beverages
• Visiting out-of-bounds places such as “red light” districts
Much can be said about adolescent alcohol policies and it is
frequently a subject of discussion at conferences. Regardless of what
the policy might be, group leaders and chaperones need to be aware
that alcohol is readily available in bars and hotels.
Enforcing discipline on Tour
Sending a child home for a disciplinary infraction is usually frowned
upon by tour providers anxious to avoid legal diffi culties with parents
and guardians. This threat should never be used unless
it can be enforced. Such last resort actions
must be pre-arranged with parents and
guardians and put into writing.
Effective Forms of Enforcement
• Cleaning the interior of the coach at
the end of a travel day
• Being confi ned to the hotel between
dinner and curfew
• Loss of free time privileges
• Spending any free time in the company
of a chaperone
• Helping to load baggage onto the coach
For more serious infractions, parents can be called or emailed
to elicit their support in talking to the child. You should never ban
anyone from an excursion on the tour itinerary or any optional
activities that have been paid for. This can result in unnecessary
liabilities with parents.
upon by tour providers anxious to avoid legal diffi culties with parents
and guardians. This threat should never be used unless
it can be enforced. Such last resort actions
• Being confi ned to the hotel between
• Spending any free time in the company
• Helping to load baggage onto the coach
OCTOBER 201128
Post-TourActivities
OCTOBER 201129
There is plenty you can do to share the excitement of the trip and
reinforce all the positive lessons learned, while keeping the spirit alive.
How about a welcome home party? Have the parents on hand to meet
the buses on their return and share the enthusiasm and camaraderie
of the group. Or if the time of arrival is inconvenient, plan the event for
later—but don’t wait too long.
Sponsors and supporters of the trip would no doubt appreciate a report
on how things went. This is another great opportunity for teamwork.
Create a photo slideshow, a bulletin board display or perhaps even a
video of some of the highlights of the adventure. The church’s website or
Facebook page are also great options for spreading the word and building
excitement for future trips.
As the organizer of the trip, the youth minister will need to gather
feedback to assess the value received for the time and money spent. What
went right – and what might you do differently next time? A short survey
prepared for the participants will go a long way in evaluating whether the
trip achieved its goals, and where the group might want to travel next.
What about the hotels? The restaurants? The motorcoach company?
The destination itself? Did they live up to expectations? Record this
information for future use. It may help the next time a group from your
church decides to take a trip.
Finally, on a more individual level, it may be worthwhile to review some
of the moments shared. How did the group grow together through the
experiences they shared? What did they discover? What was the high
point of the trip? Even if they were not always positive, it’s important to
share so corrections can be made for future trips. Was there a confl ict
between youths? If so, how was the matter resolved, and how did those
involved feel about it afterwards?
It’s important to remember that extended time together — not just
brief encounters — breaks down barriers and encourages growth both
personal and spiritual.
When your youth group’s trip is over and everyone has arrived home safe and sound, don’t just let all the good stuff you have experienced drift away into memory.
Post-Tour
1120 Carson Springs Road, Newport, TN 37821Call 877-704-6336 | www.carsonsprings.orgFacebook: Carson Springs Conference Center
Twitter: carsonsprings
1225 Baptist Camp RoadLinden, TN 37096
Call 877-354-6336www.lindenvalley.org
Facebook: Linden Valley Conference Center
Positioned alongside the winding Buffalo River in the scenic hills of Middle Tennes-see, Linden Valley offers a beautiful setting for your group’s retreat or even for a short overnight stay. The camp features lodges to accommodate 350 people. The conference center includes meeting accommodations for 150 people, 40 double-occupancy guest rooms, and a porch with rocking chairs overlooking the 150 yard river walk.
Nestled in the mountains of East Tennessee, within driving distance of Gatlinburg and the Great Smoky Mountains, Carson Springs gives you full amenities in the midst of rugged scenic splendor. With lodges, rustic campsites, 26 double-occupancy guest rooms, and meeting accommodations for 250, Carson Springs can accommodate groups of all sizes.
