Consents & releases 2 signers 2 pages 13 blanks to fill in

Chaperone Agreement

Every volunteer chaperone knows the rules before the coach leaves: head counts, safeguarding, no alcohol, who to call and what stays confidential.

Use this template — free See the agreement Signers don’t need an account
Chaperone agreement
The blanks in brackets are what you fill in. FileIt adds each signer’s signature and date boxes.
Chaperone agreement — page 1 of 2
Page 1 of 2
Chaperone agreement — page 2 of 2
Page 2 of 2
Use this template Fill in the blanks, name who signs, and send — from FileIt eSignature.

What is a chaperone agreement?

Parent volunteers make school trips and youth events possible, but most have never been told what's expected of them. A chaperone agreement turns the trip leader's briefing into something each volunteer reads and signs, so there's no doubt later about drinking at dinner, posting photos of other people's children or driving kids home.

This template names the trip, dates, trip leader and safeguarding lead, and records the chaperone's phone and emergency contact. It lists supervision duties (head counts, keeping the group together, reporting a missing child at once), clear safeguarding rules on one-to-one contact, messaging and touch, and what to do if a child discloses harm. It records the background check position, adds overnight rules when you choose an overnight trip, bans alcohol and drugs for the whole trip, and covers emergencies, driving, photos and confidentiality. The chaperone initials every page.

Best for
Schools, scout groups, sports clubs, churches and youth charities
Signed by
The volunteer chaperone and the trip leader or coordinator
Overnight trips
Extra bedroom and night-duty rules when you choose Yes
Length
2 pages, initialled by the chaperone

When to use a chaperone agreement

  • Parents helping on a day trip to a museum or zoo
  • Volunteers on a residential or camping trip
  • Adults supervising at a school dance or prom
  • Coaches' helpers at an away tournament
  • Youth group outings run by a church or community centre

What you fill in

13 blanks, then the name and email of each person who signs: chaperone, organisation.

1 The trip or event

  • School, club or organisation*
  • Trip or event*
  • Dates and times*
  • Overnight stay* No · Yes
  • Trip leader (name and mobile)*

2 The chaperone

  • Chaperone's full name*
  • Chaperone's mobile*
  • Chaperone's own emergency contact*

3 Duties

  • Number of young people in the chaperone's group
  • Other duties
  • Background check* The Chaperone has completed the background or criminal record check the Organisation requires. · The Chaperone will complete the background or criminal record check the Organisation requires before the trip. · No background check is required for this trip under the Organisation's policy.
  • Driving young people* The Chaperone will not drive any young person. · The Chaperone may drive young people only with the Organisation's prior written approval, a valid licence and insurance that covers it.

4 Safeguarding

  • Safeguarding lead (name and phone)*

5 Who signs

  • Chaperone signature and date, initials on every page · The adult volunteer who will help supervise. Usually a parent, carer or community volunteer, 18 or older (or the older age the organisation requires).
  • Organisation signature and date, job title, initials on every page · The trip leader, teacher or coordinator signing for the school, club or group.

What the chaperone agreement covers

  1. Supervision duties
  2. Safeguarding
  3. Alcohol, drugs and smoking
  4. Emergencies
  5. Transport
  6. Photos, social media and confidentiality
  7. Ending the arrangement
  8. Risk and insurance

Using the chaperone agreement, step by step

1 Describe the trip

Your organisation name fills in. Add the trip, dates, overnight or not, the trip leader and the safeguarding lead.

2 Set the duties

Add the group size if you know it, any extra duties, the background-check position and whether chaperones may drive.

3 Send to each volunteer

Each chaperone gets their own link, adds their phone and emergency contact, initials each page and signs.

4 Countersign and keep

You countersign, and the signed agreements sit in your FileIt vault with the trip's other paperwork.

Tips before you send it

  • Send the agreement with the trip plan and risk assessment, so chaperones know the meeting points and the lost-child plan.
  • Rules on background checks for volunteers vary by country and activity. Follow your own policy and local law.
  • Give each chaperone a written list of their group with any medical needs, and collect it back afterwards.
  • Hold a short briefing on the day as well. The signed form backs it up.

Sign it online in minutes

  1. Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
  2. Name who signs. Tick “This is me” for your own part. FileIt builds the PDF with every signature, date and initials box on the right line, and you can check or move anything before sending.
  3. Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in your vault and emailed to everyone.
Use the chaperone agreement template — it’s free

Chaperone agreement: frequently asked questions

Does it require a background check?

You choose: already done, to be done before the trip, or not required under your policy. The form doesn't say what the law requires, because that depends on where you are.

Can chaperones drink in the evenings on an overnight trip?

No. The agreement bans alcohol and drugs for the whole trip, including evenings and free time.

Can chaperones take photos?

Only of their own child, unless the organisation asks them to and its photo consents allow it. Posting photos or names of other young people isn't allowed.

Is it a contract of employment?

No. It says the chaperone is an unpaid volunteer and the trip leader remains in charge.

Use this template — free