As Native youth travel across the country to attend national events like the UNITY Conference, one essential element often determines whether the experience is smooth, secure, and empowering: a comprehensive travel safety plan.
Advisors and chaperones play a vital role in not only guiding youth through transformative learning opportunities but also ensuring their well-being every step of the journey. Creating a safety plan before departure—one that includes emergency protocols, contact information, and travel logistics—helps advisors prepare for the unexpected and builds trust with parents, youth, and sponsoring organizations.
To support this process, UNITY provides a Safety Plan template, a user-friendly guide that helps Youth Councils coordinate safe travel aligned with their tribe, school, or sponsoring organization’s emergency procedures.
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Steps to Complete the UNITY Safety Plan Template:
- Youth Council Info: Begin by filling out basic information—your youth council name, the sponsoring organization, and a full roster of youth and chaperones attending.
- Emergency Contacts: Identify at least two emergency contacts for each youth, and include a third point of contact from your sponsoring tribe or organization.
- Protocols: Consult with your school, tribe, or organizational leadership to document specific steps to take in case of medical emergencies, behavioral incidents, or travel delays. Record whether your organization requires additional documentation like incident reports.
- Permission Slips & Documentation: Collect signed permission slips that include emergency contacts and medical info. Choose how these documents will be securely stored during travel—either in a binder or digital format.
- Group Communication Plan: Choose a communication app (such as GroupMe or WhatsApp), designate a meeting point in case someone is separated, and outline how identification and documentation will be managed for youth.
- Travel Scenarios: Write out your response plan for lost IDs, sudden illness, or missed connections. Clarify who will serve as the group’s point of contact during travel-related emergencies.
- UNITY Review & Training: Ensure your group has reviewed UNITY’s safety protocols and hotel guidelines. Encourage all chaperones to attend the “Know Before You Go” webinar or review its highlights.
- Final Acknowledgment: Sign the completed form and keep a copy on hand during travel for quick access in case of an emergency.
By working in advance with your sponsoring entity and proactively reviewing travel risks, you help lay the groundwork for a safe, enriching experience. Advisors who arrive prepared allow youth to focus on what matters most—leadership, culture, and connection.
Let’s make safety our shared responsibility as we empower the next generation at UNITY.
CLICK HERE to download an Advisor Checklist that may also be helpful
