Lock-in Checklist Fairly comprehensive list fororganizing lock-ins including sample rules and preparation.A "lock in" is an overnight party. Thedoors might not be literally locked, butno-one goes in or out.
Form a lock-in planning committee• Who needs to be involved in the planningfor the lock-in? (i.e. parents, youth workers,youth, pastoral staff, others?)• What are the roles in the planning andpreparation for the lock-in and who will beresponsible for each role?
Decide your Goals for the lock-in• What is the purpose for the lock-in.• Who is the Target group? Who do you wantto attend the lock-in? (age group, Christians /seekers, friends of youth, etc.)• Write a clear description of the lock-in andits goals.
Plan the Details for the lock-in• What is the official name of the lock-in? Does thelock-in name clearly communicate the purpose andcontent?• When is the date and Time?• Where is the venue for the lock-in? (Church,community center, skate rink, school, multiplelocations?) What are the directions to the venue? Isthere a map available? About how long will it taketravel there? Is it difficult to find?
Tentative lock-in Schedule / Program• What activities will fill the time during the lock-in?OVER PLAN and have ALTERNATIVES.(e.g. Icebreakers, Bible study, Board games, videogames, Movies, Large Group Games, Skating,Sports, Swimming, Bowling, Volleyball, Basketball,Water Balloon fights, Discussions, CommunityService, Dodge ball, capture the flag, floor hockey,carpetball, etc.) If you are using another venue,doing an on site inspection in advance will help youbetter prepare for lock-in games and activities.
• Set a bed-time and a wake-up time. Dontexpect the teens to actually sleep during alock-in, but do have have a time wheneveryone will wind down with quietactivities and an opportunity for those tosleep who might wish to do so. Also set awake-up time, especially if youll be servingbreakfast in the morning.
Lock-in Finances• What’s the expected actual cost of the lock-in andactivities?• What is the budget for the lock-in?• What is the cost to participants?• Are there sponsors / sources of supplies or food for thelock-in?• Are there scholarships available?• Does the cost change for early or late sign-ups?• Does the cost go down if kids get their friends to sign upfor the lock-in? Are there multiple levels of discounts tiedto the number of friends who sign up?• When is payment due for the lock-in?
Lock-in Arrangements• Reservation of Venue?• Recruit Adult chaperons / volunteers for the lock-in - A goodrule of thumb is to have one chaperon (parent/youthpastor/leader) for every eight youth that attend. (Some groupsmay require more or less supervision)• Are there to be Special speakers / special items or programsutilizing outside people?Someone trained in first aid or medicine on site in case of aninjury.• What food will be available at the lock-in? Dinner? Snacks?• Breakfast? Quantity? Meals and snacks should be designedto meet the needs of all attendees. Are there any specialdietary requirements or restrictions?
• Transportation requirements for the lock-in?• What do participants need to bring to the lock-in?(sleeping bag, pillow, snacks, games, swim suit,towel, toothbrush and toothpaste, comfortableclothing and shoes?)• What contact information is available for parents ofyouth attending the lock-in?• Contact information for those responsible for majorroles and duties?• Address and contact of nearest medical emergencyaid?
• Sleeping Arrangements for the lock-in - Provideseparate rooms for guys and gals sleepingarrangements. Rooms need to have a monitor.• What time should youth arrive at the lock-in and bepicked up? Where do parents drop their kids off andpick them up?• What Rules will be enforced?• Create an ‘Incident Report’ form for any injuries,accidents or security breaches that occur during thelock-in?
Lock-in Publicity• Promotional fliers• Church Bulletin• Church / youth Calendar or events• Invitations• Sign-up form / Permission slips• Postcards to invite friends• Posters / Bulletin Boards• Website / emails• Local newspaper
Equipment and resources needed for the Lock-in• Are the tables and chairs available in the meeting roomssufficient?• What is the capacity of the sleeping area(s)?• Sound system? Music?• Special lighting?• Special equipment?• Board games, sports equipment, materials for games?• Parking space? Drop off and pick-up point for parents?Security?• Requisition forms for supplies, Checkout / return out form forany equipment or supplies that are borrowed?
Final Lock-in Preparations• Final Program schedule for the lock-in• Lock-in Attendee list - Permission slips must be signed byparents / guardians before teens are allowed to attend thelock-in. Keep the contact information together in a folder andavailable at all times in case of an emergency. Make amaster copy and a standby copy.• Sponsor list• Emergency contacts• Fire, medical, and police department numbers• What is the name, address and phone number of thenearest hospital or urgent care facility? (This informationshould be included on your health form/parent release.).
• What is the most direct route from the lock-in venue?• What are the venue management contacts?• Prepare a Parents contact list.• Prepare a Volunteer list with assigned roles andcontact numbers?• What transportation arrangements are required.Contact numbers?
Lock-in Volunteer Training• Screen Volunteers• Meet with volunteers as a group before the lock-in.• List responsibilities and contact numbers for each lock-involunteer including a ‘Chain of Command’ - who reports towhom, who makes final decisions?• Make sure lock-in volunteers are clear on the rules.• Familiarize lock-in volunteers with the layout of the venue -especially exits, potential problem areas or hazards.• Assign people in your team to be responsible for cleaningup any spills/ broken glass as soon as it happens?• Trouble shoot with lock-in volunteers. What things couldhappen during the lock-in and how should the volunteersrespond?
• Have people and vehicles on standby to travel withyouth in case of emergency.• Instruct lock-in volunteers in how to complete the‘Incident Report’ form for any injuries, accidents orsecurity breaches that occur during the lock-in andwhat information is needed. They need to getsignatures of any eyewitnesses.• Go through the entire lock-in schedule. Whatresources are needed for each item on the scheduleand who is responsible to make sure they are ready?• Lock-in Volunteers must be flexible and ready tohelp out as needed.
The Day of the Lock-in• Set up for games / activities• Delivery and storage of food and supplies• Post the rules in the venue where youre hosting the lock-in.Go over the lock-in rules as soon as the teens arrive. Makeyour expectations clear. This will help reduce conflicts thatmight arise during the night.• Identify key volunteers to participants, especially themedical person.• Are all areas of your venue (including outdoor areas)adequately lit – especially for night time events?• Are floor surfaces clear of trip hazards and electrical cords?• Are all security, staff and volunteers easily identified witheither a uniform, t-shirt, ID badge or cap?
• Are Emergency/Fire exits clear of any obstructions and willthey have adults monitoring them?• Are there first-aid supplies, fire extinguishers? If so, whereare they located?• Are all exits monitored?• Prepare a secure area to store any bags until they arecollected at the end of the lock-in.• Clean up - Its important to leave the hall or building in thesame shape as you found it. Involve everyone in thisprocess.• Have people prepared to stay later after the lock-in as noteveryone will leave immediately, parents may not pick upyoung people on time, or transport may be late.
After the lock-in• Return rental or borrowed items• Thank everyone who made the lock-in possible• Meet with the lock-in planning committee and evaluate.Ask: What worked well? What could we have donedifferently? What did we learn from this process?• Review any incident reports completed and see whatsteps can be taken to prevent similar incidents happeningat the next lock-in.• Complete and file a written event summary including anyresources and suggestions for future planning of lock-ins.
Special Cautions for a lock-in• Over-plan your activities so the teens wont get boredduring the lock-in.• Plan Bibles studies and spiritual discussions at thebeginning of the lock-in when people are most alert anddecisions are not clouded by lack of sleep or sugar highs!• If youth are of driving age it is recommended they notbe allowed to drive home from the lock-in as they mightnot get enough sleep to take care on the roads.
Sample lock-in rules• All youth must sign indicating their agreement to these rules.• Unless other arrangements are made with a parent orguardian, each student is expected to stay the entire night,and will only be released to their parent or guardian.• No one is allowed to attend the lock-in without a signedparental permission slip and contact numbers. Parents maybe called to verify if there is doubt.• Lock-in participants will not be allowed to go outside ofchurch or venue without adult supervision, and if this rule isbroken the parent will be called and expected to pick up theirteen regardless of the hour.• NO personal video games, trading cards, or electronicdevices
• Any possessions are bags must be surrendered atentrance to the lock-in venue. Special medication orrequired items should be indicated on the parentpermission form.• No illegal drugs, alcohol, dangerous materials, orfirearms.• All lock-in participants must respect others’ physicalboundaries. Inappropriate behavior (i.e.physical intimacy or sexual harassment) is not permitted.• Same sex sleeping quarters will be provided. Lightsout/quiet hours will be observed in these areas.• It is expected that all lock-in participants (youth andadults) will participate in the program. Adequate free timewill be scheduled for fellowship and socializing.
• Violation of these rules will result in disciplinary actionand may include the participant being asked to leave thelock-in. Parents will be called to pick them up.• Take care of yourself• Be considerate and respectful of other participants andleaders• Be respectful of the meeting place.• Clean up after yourself.• THE ENFORCEMENT OF THESE LOCK-IN RULES ISEVERYONE’S RESPONSIBILITY. I have read the aboverules and agree to abide by them.
This document is a guide only. Itcontains general information and isnot intended to represent acomprehensive checklist.
Have suggestions to add? Any words of wisdom? Please visit our website www.creativeyouthideas.com and share with us your wisdom and experience in regards to organizing lock-ins for your youth!
LOOKING FOR MORESERMON IDEAS?Creative Sermon IdeasThis 100 Page e-Book IncludesAll The Help You Need ToPrepare Powerful, Life-Changing Youth Sermons ThatWill Turn Your PreachingAround And Make Your YouthSit Up And Listen! Includes 7Complete Sermons. http://www.creativesermonideas.com