Youth Group Partnership Agreement

What a good one includes

• A detailed breakdown of how event costs, registration fees, and unexpected expenses will be divided and processed between the partnering organizations.
• Specific chaperone-to-youth ratios and background check requirements to ensure all adult volunteers meet the highest safety standards.
• A clear protocol for handling medical emergencies, including which organization’s insurance takes primary responsibility and how parents will be contacted.
• A defined division of duties covering logistics like transportation, food preparation, venue cleanup, and program leadership.
• A shared behavioral covenant for both the youth participants and the adult leaders to maintain a safe, respectful environment.
• Rules regarding photo and video releases, specifying how media from the event can be shared on each organization's social channels.

Common mistakes to avoid

• Relying on verbal agreements or casual text messages to split large expenses, which often leads to awkward budget disputes after the event concludes.
• Failing to verify that all partnering churches or groups have active, compliant background checks for every single volunteer they bring.
• Neglecting to define a clear process for resolving disagreements, leaving leaders to argue over logistics in front of the youth during the event.
• Forgetting to align on specific behavioral expectations or discipline policies, resulting in inconsistent rules that confuse the teens.

Frequently asked questions