Chaperone Info

| Team Adult Advisor/Chaperone Information

Mandatory Team Adult Advisor/Chaperone Meeting

All Chaperones and Team Adult Advisors must attend one of the following two meetings:

  1. By Phone: Thursday, October 12, 2017 at 3:30 PM – 5:00 PM PST
    – Please join my meeting:
    – You can also dial in using your phone: +1 (571) 317-3122 (Access Code: 910-746-541)
  2. In Person (At the Yakima Convention Center, Conference Room 2): Thursday, November 2, 2017 at 7:30 p.m. – 8:30 p.m.

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

  • Chaperones must be at least 19 years of age and at least 3 years older than the youth they are chaperoning;
  • Chaperones must attend one mandatory chaperone meeting;
  • Chaperones are responsible for knowing the whereabouts of their youth 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 10:00 p.m., 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 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 chaperone and youth each.

Team Adult Advisor Guidelines

In accordance with the Chaperone Guidelines for the Summit, there must be a ration of one (1) adult to every three (3) 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:

  • Attend and participate in the Prevention Summit Youth Track and Leadership Project with his/her team of youth.
  • Commit to supporting his/her team and working to create a team project to implement in the community.
  • Act as the main contact between the Summit committee and the youth team for all instructions, notifications, and follow-up.


  • It is the responsibility of individual agencies/organizations to conduct background checks on the chaperones attending with youth.
  • Have one (1) original and two (2) copies of Youth Guidelines/Permission Forms packet for each youth. All chaperones and youth should carry copies of the form, as well as one copy must be submitted to a representative at the one-site check-in desk in the Yakima Convention Center.
  • 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. If the guidelines are violated, an individual and/or team may not be eligible to attend future events. The Summit organizers have set expectations to provide a framework of appropriate behavior for all attendees. Your group may choose to have additional guidelines and expectations.

Important Notice About Scholarship Funds

The 2017 Prevention Summit will not be providing youth team scholarships. The scholarship funds have been exhausted and due to budgetary constraints we are unable to provide financial assistance to teams. The Prevention Summit organizers will continue to search for additional monies to help support youth training and education on substance abuse prevention and other destructive behaviors. For youth registration rates, please see the registration webpage.

For more information regarding the Youth Leadership Track, please contact Gabrielle Richard at

Thank you for your time and efforts in supporting the youth!
We hope you enjoy the Summit!