With the return of a sense of normalcy, many Northwest Florida churches will plan Spring and Summer activities. That means camps, field trips and even VBS. With that, it’s never too early to plan. Take note of these important details to keep your church activities safe and fun for all.
Before the Event
Whether your church plans a day camp or a retreat, signed forms are a key part of a successful event. Below are 4 forms you’ll want signed before your event takes place.
Liability Release Form-These forms outline any and all risks of the event to the participant. It’s acceptable to keep a record of these in paper, electronically or both.
Permission Slips-For minors, gives permission for the child to participate in the event. Permission slips are also where important details are outlined to ensure the guardian knows the full details of the event: who, what, where, when and how.
Medical Release Forms-Medical Release Forms have become more common, especially with the pandemic. This is where any medical conditions, including allergies, or other concerns, are noted. Likewise, guardians give permission for the child to be treated in case of emergency as well as preferred physicians and hospitals.
Photo Release Form-One of the best parts of church excursions is the memories made through fellowship. Photographs capture this best and you’ll want a Photo Release Form signed if photos of others will be shared to the church website or social media.
During the Event
Now that all of the pertinent forms are signed, it’s time to have some fun! During your church event, balance safety with fun by following these essential tips.
Chaperone Ratios-Keep the child-to-chaperone ratio manageable. Your church may need to enlist the help of volunteers to have enough adults. As a result, make sure all volunteers undergo the same volunteer screening formalities enforced by your church. Also, provide a list of all volunteers to the guardians.
Transportation-Do not rely upon private vehicles or 15 passenger vans to transport to the camp. There are simply too many risks.
First Aid-Have plenty of first aid kits available. In addition, even the smallest incident or injury must be documented.
After the Event
After your church event, file and preserve important documents such as Incident Forms and Photo Release Forms.
At Beacon Insurance Agency, our goal is to be a resource for Northwest Florida churches, Christian schools and nonprofits. Email us today to learn more.