The document is a comprehensive checklist for organizing youth lock-ins, outlining essential steps such as planning, budgeting, scheduling activities, and safety measures. It emphasizes the importance of roles, logistics, and volunteer training while providing specific guidelines on rules, publicity, and final preparations. The document serves as a resource for ensuring a successful and safe overnight event for youth participants.

1. Lock-in Checklist
Fairly comprehensive list for
organizing lock-ins including sample
rules and preparation.
A "lock in" is an overnight party. The
doors might not be literally locked, but
no-one goes in or out.

2. Form a lock-in planning committee
• Who needs to be involved in the planning
for the lock-in? (i.e. parents, youth workers,
youth, pastoral staff, others?)
• What are the roles in the planning and
preparation for the lock-in and who will be
responsible for each role?

3. Decide your Goals for the lock-in
• What is the purpose for the lock-in.
• Who is the Target group? Who do you want
to attend the lock-in? (age group, Christians /
seekers, friends of youth, etc.)
• Write a clear description of the lock-in and
its goals.

4. Plan the Details for the lock-in
• What is the official name of the lock-in? Does the
lock-in name clearly communicate the purpose and
content?
• When is the date and Time?
• Where is the venue for the lock-in? (Church,
community center, skate rink, school, multiple
locations?) What are the directions to the venue? Is
there a map available? About how long will it take
travel there? Is it difficult to find?

5. 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, video
games, Movies, Large Group Games, Skating,
Sports, Swimming, Bowling, Volleyball, Basketball,
Water Balloon fights, Discussions, Community
Service, Dodge ball, capture the flag, floor hockey,
carpetball, etc.) If you are using another venue,
doing an on site inspection in advance will help you
better prepare for lock-in games and activities.

6. • Set a bed-time and a wake-up time. Don't
expect the teens to actually sleep during a
lock-in, but do have have a time when
everyone will wind down with quiet
activities and an opportunity for those to
sleep who might wish to do so. Also set a
wake-up time, especially if you'll be serving
breakfast in the morning.

7. Lock-in Finances
• What’s the expected actual cost of the lock-in and
activities?
• What is the budget for the lock-in?
• What is the cost to participants?
• Are there sponsors / sources of supplies or food for the
lock-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 up
for the lock-in? Are there multiple levels of discounts tied
to the number of friends who sign up?
• When is payment due for the lock-in?

8. Lock-in Arrangements
• Reservation of Venue?
• Recruit Adult chaperons / volunteers for the lock-in - A good
rule of thumb is to have one chaperon (parent/youth
pastor/leader) for every eight youth that attend. (Some groups
may require more or less supervision)
• Are there to be Special speakers / special items or programs
utilizing outside people?
Someone trained in first aid or medicine on site in case of an
injury.
• What food will be available at the lock-in? Dinner? Snacks?
• Breakfast? Quantity? Meals and snacks should be designed
to meet the needs of all attendees. Are there any special
dietary requirements or restrictions?

9. • 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, comfortable
clothing and shoes?)
• What contact information is available for parents of
youth attending the lock-in?
• Contact information for those responsible for major
roles and duties?
• Address and contact of nearest medical emergency
aid?

10. • Sleeping Arrangements for the lock-in - Provide
separate rooms for guys and gals sleeping
arrangements. Rooms need to have a monitor.
• What time should youth arrive at the lock-in and be
picked up? Where do parents drop their kids off and
pick them up?
• What Rules will be enforced?
• Create an ‘Incident Report’ form for any injuries,
accidents or security breaches that occur during the
lock-in?

11. 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

12. Equipment and resources needed for the Lock-in
• Are the tables and chairs available in the meeting rooms
sufficient?
• 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 for
any equipment or supplies that are borrowed?

13. Final Lock-in Preparations
• Final Program schedule for the lock-in
• Lock-in Attendee list - Permission slips must be signed by
parents / guardians before teens are allowed to attend the
lock-in. Keep the contact information together in a folder and
available at all times in case of an emergency. Make a
master copy and a standby copy.
• Sponsor list
• Emergency contacts
• Fire, medical, and police department numbers
• What is the name, address and phone number of the
nearest hospital or urgent care facility? (This information
should be included on your health form/parent release.).

14. • What is the most direct route from the lock-in venue?
• What are the venue management contacts?
• Prepare a Parent's contact list.
• Prepare a Volunteer list with assigned roles and
contact numbers?
• What transportation arrangements are required.
Contact numbers?

15. Lock-in Volunteer Training
• Screen Volunteers
• Meet with volunteers as a group before the lock-in.
• List responsibilities and contact numbers for each lock-in
volunteer including a ‘Chain of Command’ - who reports to
whom, 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 cleaning
up any spills/ broken glass as soon as it happens?
• Trouble shoot with lock-in volunteers. What things could
happen during the lock-in and how should the volunteers
respond?

16. • Have people and vehicles on standby to travel with
youth in case of emergency.
• Instruct lock-in volunteers in how to complete the
‘Incident Report’ form for any injuries, accidents or
security breaches that occur during the lock-in and
what information is needed. They need to get
signatures of any eyewitnesses.
• Go through the entire lock-in schedule. What
resources are needed for each item on the schedule
and who is responsible to make sure they are ready?
• Lock-in Volunteers must be flexible and ready to
help out as needed.

17. 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 you're hosting the lock-in.
Go over the lock-in rules as soon as the teens arrive. Make
your expectations clear. This will help reduce conflicts that
might arise during the night.
• Identify key volunteers to participants, especially the
medical 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 with
either a uniform, t-shirt, ID badge or cap?

18. • Are Emergency/Fire exits clear of any obstructions and will
they have adults monitoring them?
• Are there first-aid supplies, fire extinguishers? If so, where
are they located?
• Are all exits monitored?
• Prepare a secure area to store any bags until they are
collected at the end of the lock-in.
• Clean up - It's important to leave the hall or building in the
same shape as you found it. Involve everyone in this
process.
• Have people prepared to stay later after the lock-in as not
everyone will leave immediately, parents may not pick up
young people on time, or transport may be late.

19. 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 done
differently? What did we learn from this process?
• Review any incident reports completed and see what
steps can be taken to prevent similar incidents happening
at the next lock-in.
• Complete and file a written event summary including any
resources and suggestions for future planning of lock-ins.

20. Special Cautions for a lock-in
• Over-plan your activities so the teens won't get bored
during the lock-in.
• Plan Bibles studies and spiritual discussions at the
beginning of the lock-in when people are most alert and
decisions are not clouded by lack of sleep or sugar highs!
• If youth are of driving age it is recommended they not
be allowed to drive home from the lock-in as they might
not get enough sleep to take care on the roads.

21. Sample lock-in rules
• All youth must sign indicating their agreement to these rules.
• Unless other arrangements are made with a parent or
guardian, 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 signed
parental permission slip and contact numbers. Parents may
be called to verify if there is doubt.
• Lock-in participants will not be allowed to go outside of
church or venue without adult supervision, and if this rule is
broken the parent will be called and expected to pick up their
teen regardless of the hour.
• NO personal video games, trading cards, or electronic
devices

22. • Any possessions are bags must be surrendered at
entrance to the lock-in venue. Special medication or
required items should be indicated on the parent
permission form.
• No illegal drugs, alcohol, dangerous materials, or
firearms.
• All lock-in participants must respect others’ physical
boundaries. Inappropriate behavior (i.e.
physical intimacy or sexual harassment) is not permitted.
• Same sex sleeping quarters will be provided. Lights
out/quiet hours will be observed in these areas.
• It is expected that all lock-in participants (youth and
adults) will participate in the program. Adequate free time
will be scheduled for fellowship and socializing.

23. • Violation of these rules will result in disciplinary action
and may include the participant being asked to leave the
lock-in. Parents will be called to pick them up.
• Take care of yourself
• Be considerate and respectful of other participants and
leaders
• Be respectful of the meeting place.
• Clean up after yourself.
• THE ENFORCEMENT OF THESE LOCK-IN RULES IS
EVERYONE’S RESPONSIBILITY. I have read the above
rules and agree to abide by them.

24. This document is a guide only. It
contains general information and is
not intended to represent a
comprehensive checklist.

25. 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!

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