Planning a major event like Girls Camp, Trek, or a High Adventure trip is an enormous logistical challenge for ward and stake leaders. Amidst the meal planning, transportation schedules, and activity coordination, the legal and medical documentation can sometimes fall through the cracks.
A missing signature or outdated medical detail can create a last-minute safety problem. Use this planning checklist alongside current Church guidance and any official forms required for your event.
1. The General Consent & Medical Release
This is the foundational document for any overnight or high-risk activity. It must be comprehensive and up-to-date.
- Emergency Contacts: Require at least two reachable contacts.
- Medical History & Medications: Clear instructions for any daily medications or severe allergies.
- Consent to Treat: Explicit legal permission for leaders to authorize emergency medical treatment if parents cannot be reached.
2. Specific Activity Waivers
Many camps contract with third-party vendors for specialized activities. These often require their own specific liability waivers.
- Ropes Courses & Zip Lines: Typically require explicit assumption of risk acknowledgments.
- Water Activities: Boating, rafting, or swimming often necessitate a secondary release, and sometimes a swim-test certification.
3. Code of Conduct Agreement
A signed code of conduct helps set expectations early and gives leaders a clear framework to address behavioral issues.
Key items to include:
- Adherence to the For the Strength of Youth standards.
- Specific camp rules regarding boundaries and schedules.
- Device and technology policies.
- Acknowledgment that severe infractions may require parents to pick up their youth early.
Managing the Data Securely
Collecting the forms is only half the battle; storing them securely and ensuring they are accessible to the right leaders during the event is crucial. Avoid carrying loose papers. Instead, utilize digital platforms that allow authorized leaders to view emergency information securely on their mobile devices, ensuring privacy while maintaining readiness.