58th Annual Teen Leadership Conference planning guide gail Ash Dotson, Regional Director



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Preparing for Teen Conference

Each Chapter has the very important responsibility of assisting in and ensuring the Teen Leadership Conference is a great success by adhering to the following:



Chapter Leadership





  • Distribute Teen Conference information and participation forms in a timely manner.

  • Encourage full participation of eligible Teens.

  • Encourage Mothers, Fathers and adult family members to attend Teen Conference.

  • Adhere to all IMPORTANT Teen Conference deadlines and rules.

  • Encourage and prepare Teens to participate on Committees, in individual and team activities (i.e., talent show; step show, etc.).

  • Create Chapter T-Shirt (Optional)

  • Create Chapter Scrapbook (Optional)

  • Encourage eligible Teens to seek a Regional office

  • Submit a Chapter Ad

  • Ensure Teens are PROTOCOL READY!

  • Appoint a Lead Teen Sponsor (Teen Conference Sponsor) to manage chapter room reservation process and coordinate/ assign responsibilities for all Chaperones attending Teen Conference.

  • Ensure that the Lead Teen Sponsor and all Teen Chaperones attend the MANDATORY training webinar prior to start of Teen Conference and debrief sessions each night.


Lead Teen Sponsor


Lead Teen Sponsors are the hub of the Teen Conference wheel…they MUST:

  • Participate in ONE of the three scheduled Lead Teen Sponsor webinars.

  • Manage all aspects of the Chapter lodging process.

  • Distribute Teen Conference Registration/Information to chapter in a timely manner

  • Work with Chapter Treasurer to ensure submission of all registration fees and other fees as requested via chapter checks payable to the Southeastern Region. Please do not submit registration forms without chapter check.

  • Assign responsibility for specific Teens to each Chaperone (5 Teens maximum per one Chaperone) per Jack and Jill of America, Inc. bylaws.

  • Maintain a list of teens and their respective chaperones

  • Submit all other required forms while adhering to all conference deadlines.

  • Review Teen Conference Guidelines, Code of Ethics, Protocol and Dress Code with all Teens, Chaperones and Mothers prior to Teen Conference.

  • Bring signed copies of the Teen Code of Ethics and Medical Information and Liability Release forms for each teen in attendance at Teen Conference.

  • Notify the Teen Chaperone of the room assignments for each Teen attending Teen Conference under her supervision.

  • Designate room captains and explain duties.

  • At all activities, have access to registration forms with medical consent and information.

  • Assign night duty in the hallway.

Review and discuss general responsibilities listed below --

Lead Sponsor/Chaperones will diligently check to ascertain the presence of all Teens and Teen Chaperones at the scheduled activities (social activities, workshops, etc.) and be visible and readily available.

Lead Sponsor/Chaperones must be in attendance at all teen activities (plenary sessions, luncheons, dances, workshops, etc.). Teen Sponsors and Chaperones are expected to be on duty at all times and attend all activities.

Lead Sponsor/Chaperones must NOT be under the influence of alcohol/drugs while on duty.

Supervision must be provided at all times. No teen shall be allowed to leave any session, event, meal, or activity without being accompanied by a sponsor/chaperone.

Lead Sponsor/Chaperones will use every opportunity to ensure that Teens adhere to general protocol, the dress code, conduct and curfew regulations and the rules and regulations of the hosting chapter, region, and hotel.

Lead Sponsor/Chaperones must enforce the curfew by remaining visible in hallways and conducting complete room checks; particularly after 1:00 a.m. POPS should be visible in the hallway.

Lead Sponsor/Chaperones will instruct Teens regarding the following:



    • Telephone privileges (room to room only).

    • Room service on a cash only basis (with proper approval).

    • No pay movie services (or any other television charge).

    • No installation of video games on televisions.

    • Lead Sponsor/Chaperones should be aware of medical needs and conditions of Teens under their supervision.

    • Teens are NOT allowed to stay in their room during scheduled activities (social activities, workshops, sports/game day, dances, etc.).



Teen Chaperones

The role of Teen Conference Chaperone is one of the most special and significant roles of a Teen Conference participant. He or she must be capable of meeting the needs of the teens as:




  • A friend

  • A mother or father

  • A counselor

  • An enforcer of rules and regulations

  • A primary support throughout the conference

During the five days our teens are participating in Teen Conference, they will require your support, your nurturance and your guidance and direction. Remember, for some this is their first time away from home in this type of setting. It is equally important to provide the sense of security for our teens, as it is to enforce rules and regulations.
Key responsibilities of a Teen Chaperone are to:


  • MUST participate in MANDATORY Regional Teen Chaperone training webinars.

  • MUST participate in MANDATORY Teen Chaperone Orientation meeting on Thursday, July 2nd.

  • MUST participate in MANDATORY Teen Chaperone nightly debrief meetings.

  • MUST maintain a ratio of one Chaperone to every five (5) Teens throughout the conference.

  • MUST serve as an example for Teens in the manner of your conduct, dress/attire and behavior– at all times.

  • Assure that you and the teen(s) in your charge are AWARE of the BEHAVIOR GUIDELINES FOR TEENS, CONFERENCE RULES, PROTOCOL, DRESS CODE, and CODE OF ETHICS.

  • Participate in all activities, support your teens and enjoy the conference.

Below are guidelines that may be helpful to you while serving as chaperone at Teen Conference.


Each Teen Chaperone assists in ensuring an effective Teen Conference by assuming the following responsibilities:


  1. Ensure your Lead Teen Sponsor has your cell phone # and the hotel room # of every teen under your supervision.




  1. Ensure that each teen is aware of and adheres to the Code of Ethics, Conference Rules and Regulations, Behavior Guidelines and Dress Code.




  1. IMPORTANT – Please DO NOT allow any teens to attend who have broken the Code of Ethics during your program year. If you are uncomfortable that you will be able to manage a teen on site due to substance abuse, behavioral or general disrespect of your authority or leadership DO NOT bring this teen to Teen Conference.




  1. Serve as support to various Teen Committees as requested by the Regional Director.




  1. Ensure that your Teens attend all Plenary Sessions, Committee Meetings and Conference Activities. Attendance at all teen conference activities is MANDATORY.




  1. Ensure that all members of the chapter delegation are seated together in the designated area. This seating arrangement will permit easy polling of the delegation. Delegates will cast the vote from each chapter when necessary.




  1. Teen Chaperones will be seated with their delegation.




  1. Check discreetly to ascertain the presence of all Teens at the scheduled social activities.




  1. IMPORTANT: Confirm your number of teens before and after attending on and off site activities.




  1. Report any illness or other emergency situation to Lead Sponsor and Chapter President. Complete Incident Report for Regional Director.




  1. Ensure that the rules and regulations of the Host Chapter and Region are adhered to by the teens.




  1. Ensure that no teen leaves the site of the conference unless instructed by the Regional Director or by the Host Chapter and accompanied by a chapter chaperone.




  1. Assist teens in any way, per their request, within reason.



  1. Hold a brief meeting with your five (5) teens at the end of each day, for the purpose of answering questions, reviewing the next day’s schedule or addressing any problems or concerns.




  1. Be available to your five (5) teens. They need to know you are accessible and not just the enforcer of rules and regulations.




  1. Chaperones must abide by the Code of Ethics and the Conference Rules.




  1. Chaperones are responsible for providing instruction and direction to teens they observe regardless of chapter designation.




  1. Study and know all Conference Rules, Regulations, Dress Code and Code of Ethics. When chaperones are not clear on the rules, it gives teens a double message.




  1. Pay particular attention to your younger, first time attendees. They may need extra consideration and guidance.




  1. Don’t wait for teens to ask questions. Check in with them regularly regarding rules, schedules, needs and concerns.




  1. Develop a cohesive unit within the five (5) teens in your charge. It will make your job easier.




  1. Don’t hesitate to contact the Regional Director if you have any concerns or issues, anytime, day or night.




  1. Remember, you are responsible for your five (5) teens from the beginning of the conference to the end.




  1. Drugs, sex, violence, weapons, harassment, or any illegal activity must be reported immediately to the Regional Director.




  1. Being a chaperone is a challenge but it’s also rewarding and fun.

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