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I. PURPOSE AND SCOPE
This checklist sets out the steps Asociația Convey follows to keep participants, group leaders and staff safe in every youth exchange (YE), training course (TC) and local activity we organise or send people to. It is a practical working tool for coordinators, group leaders and facilitators, to be used before, during and after each mobility. It builds on the Erasmus+ Quality Standards and on good practice in youth work risk management, and it works together with our Code of Conduct, which sets out our safeguarding commitments in detail.
II. BEFORE THE ACTIVITY
II.1. Partners and Agreements
- Check that every partner organisation is genuine, active and reliable before the project starts.
- Agree on shared values, ways of working and safeguarding standards with all partners.
- Sign a partnership agreement covering the project's aims and expected results, each partner's roles and responsibilities, the commitment to participants' safety and wellbeing, and how emergencies and communication will be handled.
- Exchange child and vulnerable adult protection policies with partners, and apply the strictest standard among the participating countries.
II.2. Venue and Accommodation
- Carry out a risk assessment of the accommodation and every activity location, ideally during an advance planning visit.
- Confirm that the venue meets local health and safety rules.
- Make sure sleeping arrangements are safe, clean and appropriate, with separate rooms by gender for participants under 18.
- Provide a secure place for personal belongings and medication.
- Agree in writing with the venue who is responsible for safety, hygiene and emergencies.
- Note the venue's accessibility features for participants with disabilities or specific needs.
II.3. Selection, Consent and Insurance
- Select participants through the open and fair process described in our Selection and Non-Discrimination Procedure.
- Collect written consent from a parent or guardian for every participant under 18.
- Collect a participant information form with emergency contacts, health and allergy information, and dietary and accessibility needs, and store it confidentially.
- Check that all participants and staff have valid travel, health and accident insurance for the whole mobility, including travel days.
- Send every participant an info pack with the programme, practical information, the contact details of the sending and hosting organisations, emergency numbers, the code of conduct and health and safety guidance, plus a "Help Me" card with key phone numbers.
II.4. Group Leaders and Team
- Appoint a lead group leader with overall responsibility for safety and decisions.
- Aim for a gender and age balance among group leaders.
- Make sure every leader has completed the required background checks, understands their duty of care, has a clear role and daily schedule, and either holds first aid training or has a trained first-aider available at all times.
- Brief leaders on emergency procedures, safeguarding and inclusion before departure.
II.5. Programme Design
- Run a risk assessment for each activity in the programme, including outdoor and intercultural activities: identify the hazards, rate the risks and plan how to reduce them.
- Make sure specialist activities, such as water or adventure sports, are led by qualified instructors.
- Plan free time with clear boundaries and supervision.
- Build daily reflection and evaluation moments into the schedule.
- Prepare backup plans for bad weather, illness and travel disruption.
II.6. Emergency Preparedness
- Set up a 24/7 emergency contact chain between the sending and hosting organisations.
- Prepare a crisis plan covering evacuation, medical emergencies, incident reporting and communication with families, partners and, if needed, the media.
- Keep a first aid kit on site and name the person responsible for it.
- Set aside a small emergency fund for unexpected costs.
II.7. Documents to Prepare
- Risk assessment forms
- Participant information and consent forms
- Group agreement and code of conduct
- Emergency contact list
- Partnership agreement
- Insurance documents
- Accommodation and transport contracts
III. DURING THE ACTIVITY
III.1. Documents on Hand
Group leaders keep the following with them throughout the mobility, stored securely:
- Signed partnership and participant agreements
- Insurance documents and emergency contacts
- Participant details and consent forms
- The programme schedule and team contact list
- Accommodation and transport details
- Copies of our Code of Conduct and health and safety guidance
- Copies of tickets, travel documents and IDs
III.2. Arrival and Orientation
On the first day, we hold a welcome and orientation session that:
- Introduces the team and the participants.
- Walks through the programme and the practical arrangements.
- Explains safety, emergency and communication procedures.
- Talks openly about cultural differences and expected behaviour.
- Hands out "Help Me" cards and key phone numbers.
- Agrees the group rules together with the participants.
We also set up a central information point, such as a notice board or a group chat, for updates and announcements.
III.3. Supervision and Support
- A welfare or support person is named and available throughout the activity.
- Participants are paired in a buddy system, so everyone has someone looking out for them.
- Group leaders check in with their participants every day and meet each other daily to review safety, logistics and wellbeing.
- Leaders always know where their participants are, including during free time.
- Every incident, even a minor one, is recorded.
- Participants who are struggling emotionally are listened to and, where needed, referred to professional help.
III.4. Protecting Minors and Vulnerable Participants
- Every concern is taken seriously, and we act immediately when abuse or neglect is suspected.
- Where the rules of the home and host countries differ, we follow the stricter one.
- When needed, we remove the person from danger, inform the designated safeguarding person, notify the partner organisation and the authorities as required, and record the facts objectively and confidentially.
- Team members dealing with difficult cases receive support themselves.
III.5. Inclusion and Participation
- Participants are involved in decisions that affect the group.
- Regular feedback moments check how people feel about the activities, the accommodation and the food.
- Participants with fewer opportunities receive extra mentoring or practical help.
- Creative methods such as art, journaling and photography help participants reflect on their experience.
IV. MONITORING AND EVALUATION
IV.1. Ongoing Monitoring
- Agree on a monitoring plan with the sending and hosting organisations.
- Hold short daily evaluations with participants and with leaders.
- Track incidents, changes and feedback throughout the programme, so that problems are spotted early.
IV.2. Participant Feedback
- Offer an anonymous way to share comments and concerns, such as a feedback box or an online form.
- Use participatory evaluation methods, such as mood boards, group circles or a "learning river".
- Evaluate both the practical side (safety, logistics, communication) and the learning outcomes.
IV.3. Final Evaluation and Report
- Hold a final evaluation with partners, leaders and participants, looking at what went well, what could be better, how risks were handled and what to change next time.
- Write up the findings in a short safety and wellbeing report.
- Archive personal and incident data confidentially, in line with our Privacy Policy.
- Use the results to update our risk plans, our leader training and the design of future projects.
V. AFTER THE PROJECT
- Share lessons learned with partners and future group leaders.
- Check in with participants after they return home, especially anyone who faced difficulties during the activity.
- Update our risk and protection policies whenever the evaluation shows a need.
This checklist is part of Asociația Convey's safeguarding framework, together with our Code of Conduct, Privacy Policy and Selection and Non-Discrimination Procedure. It is reviewed once a year.
Last updated: October 2026
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