When summertime arrives, churches kick into high gear. Activities, camps, special programs—all these projects can excite the membership and keep the staff extremely busy. As you enter into this joyous, but hectic, season, keep these tips in mind to stay safe and legally sound.
1. Review and Update Insurance Coverage
Make sure your liability insurance is current and covers all summer activities, including off-site events, camps, and volunteer-led outings.
2. Require Signed Permission and Waiver Forms
Get signed consent and liability waivers from parents/guardians for minors participating in events. Clearly outline the activities and any associated risks.
3. Screen All Volunteers and Staff
Conduct background checks on anyone working with children or youth. Document the process to protect the church legally if an issue arises.
4. Provide Staff & Volunteer Training
Offer mandatory safety training, including child protection policies, emergency procedures, and mandatory reporting obligations.
5. Comply with State and Local Laws
Ensure activities meet all local, state, and federal legal requirements (like permits for large gatherings, food service regulations, and transportation rules).
6. Implement a Two-Adult Rule
Never allow one adult to be alone with a minor. Always have two unrelated adults present to protect everyone involved.
7. Prepare Emergency Medical Plans
Have clear emergency procedures. Keep medical release forms and allergy information on hand, and ensure first-aid kits are available at every event.
8. Transport Minors Safely and Legally
Use approved drivers with valid licenses and proper insurance. Get written permission for any off-site transportation.
9. Monitor Outdoor and Water Activities Closely
For activities like swimming or hiking, use certified lifeguards or qualified supervisors, and have clear supervision ratios based on age and activity risk.
10. Document Everything
Keep thorough records of incident reports, permission slips, training sessions, and background checks. Good documentation can be crucial if any legal issues arise later.
Taking a little extra time to tend to these matters is an important step in safeguarding the many activities on your summer schedule. If you need additional information or have questions, please contact our offices.