Chaperones have perhaps the greatest impact on the EYE experience for the youth in attendance. They are expected to set excellent examples in behavior and attitude as they provide safety for participants through diligent discipline regarding appropriate and healthy boundaries.
Chaperones should encourage their youth in full participation, help them process events, discern opportunities, and help bring their EYE experience home in hopeful ways. Chaperones are also responsible for tending to the physical, emotional, and spiritual wellbeing of the youth in the delegation utilizing the resources of EYE volunteer staff as needed.
Chaperones are responsible for conducting nightly room checks and for tending to behavior issues as needed. They are welcome to attend their own workshop sessions as long as their young people have a known daily check-in plan.
Not every adult makes a great chaperone. We encourage delegations to discern carefully and always have a back-up chaperone ready to step in when an emergency arises.
The following requirements fulfill insurance liability guidelines, model policies for Safeguarding Minor Children, and have been established as best practices at large events such as EYE23.
- There must be a minimum of two chaperones per delegation.
- The preferred chaperone to youth ratio is one adult per six youth.
- One adult chaperone over the age of 25 must serve as the primary contact for the delegation, and at least one chaperone traveling with the group must be a minimum of 25 years old.
- All other chaperones must be 21 or older.
- Delegations with more than 12 youth must have a ratio of 1 adult for every 6 youth. Sample ratios:
- 1-12 youth – 2 adults
- 13-18 youth – 3 adults
- 19-24 youth – 4 adults
- 25-30 youth – 5 adults
- 31-36 youth – 6 adults
- 37-42 youth – 7 adults
- Delegations may not exceed the adult to youth ratios outlined above.
- Each delegation must have both male and female chaperones unless the youth all identify as the same gender, in which case chaperones must match that gender.
- All chaperones must have passed a Criminal Sexual Background Check conducted by the local parish or diocese within 3 years of July 4, 2023. Chaperones must also have completed Safe Church Training in compliance within the last 3 years and within local diocesan policy. Office of the Bishop Diocesan must provide evidence of compliance for diocesan delegations, and Rectors/Wardens/Vicars or Executive Directors must do so for other delegations.
- Working with large youth populations can put adults with health issues at risk. The Episcopal Church encourages all adult chaperones and participants to consult with their physician regarding vaccinations.
- Up-to-date childhood vaccinations are required for youth participants.
- Chaperones must travel with the delegation to and from EYE23 and comply to the same standards of behavior regarding our community covenant.
Our campus layout will require a significant amount of walking and we are unable to provide rides. We will share contact information for vendors if you need to arrange for rental of a mobility scooter for anyone not mobile enough to walk from building to building within a reasonable time frame. Accessible rooming options will be available if noted on registration forms.