How to Organize a Youth Conference (10 Steps)

Start a committee. Canvass your church, neighborhood and the friends in your social network to get a strong group of responsible, fun-loving adults together to help you plan. Remember, many hands make light work. You don’t have to, nor should you try, to do this alone. Ask your committee members who may also be interested in chaperoning the trip.
Pick a theme. Choosing a theme for your event will make the conference feel more cohesive and build excitement. Think about the age group of the kids who may be attending and what they are into right now--the shows they watch and who they on listening to on their iPods. Consider a certain message you are trying to get across. All of these factors will be helpful in pulling together your conference theme.
Find a place to hold the event. It’s probably a good idea to research some conference venues, so you’ll have an idea of the types of places available for your event. With your committee, decide where you’ll be holding the event, using information such as cost per night, the mileage to and from, and the types of amenities available. Decide whether to stay local or attempt a far-off location. Having this information already established will help the parents decide whether to sign up their children for the conference.
Start a sign-up sheet. For budgeting purposes, it’s always good to know how many mouths you’re going to have to feed and how many kids will be in your charge. The sooner you can get the word out about the conference and get people to commit, the better off you’ll be. Set a deadline for sign-ups to end so you can let the venue—and your committee—know how many kids are in the equation.
Set a budget. Estimate the cost of gas if you’re providing your own transportation. Estimate how many meals you’ll be serving to how many folks. Have your committee help with this, and find out who among them has connections to local resources that may be willing to donate food, gas cards, etc. Maybe your neighborhood has a local cookie factory that might be willing to make a donation to your event. Consider asking for sponsorship from the businesses where your committee members are employed.
Arrange for transportation. Make sure the person driving has an updated driver’s license with the appropriate designation for the size of the vehicle he will be operating. Some larger vehicles, like buses, require additional certification, i.e., CDL if you will be utilizing a full-sized bus.
Make a checklist for parents and children. Parents love details. The more information you’re able to provide them regarding the location, the duration, the climate and the activities of your retreat, the better. Helpful also would be to provide a checklist of what to buy, what to pack and what to expect for parents and their children. The more everyone comes prepared to the conference, the more fun the kids are likely to have, and the less stressed the chaperones are likely to be.
Plan some icebreakers and other activities, in addition to the workshops. Assume there will be at least one child who doesn’t know everybody. Icebreakers are a great way to help children get to know each other a little better so they can feel more comfortable in an unfamiliar setting.
Get Insurance. Keep it safe; make sure everyone is covered, should there be an accidental injury while you’re on the trip. Contact your local insurance provider for more information on travelers’ insurance.
Run background checks of youth assistants. This is a very important step that is often overlooked. Never assume. Your local law enforcement agency can help you find the proper resource in your area so that you can run background checks on those who have volunteered to chaperone. It is also a good idea to establish safety guidelines to protect the children who are traveling as well as the adults who are chaperoning them. The Boy Scouts website has a helpful page on Youth Protection.
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