Best Practices for Protecting Minors in Student Programs

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MTNA is committed to fostering a safe, professional, and supportive environment for all students who participate in MTNA-affiliated programs and events. The following Best Practices for Protecting Minors are provided as a Leadership Toolkit resource to assist state and local associations in implementing clear, consistent, and practical safeguards.

While each affiliate’s event details will be different, these guidelines are intended to provide general direction to volunteer leaders when planning competitions, festivals, conferences, master classes, auditions, and other student activities. Affiliates should also ensure compliance with all applicable state and local laws, including mandatory reporting requirements.

MTNA State and Local Association Student Programs

MTNA state and local associations share responsibility for ensuring that student programs are structured with the safety and well-being of minors as a central priority. The following best practices provide specific operational guidance for volunteer leaders.

1. Facility Guidelines

Many event venues, including churches and universities, will have specific policies regarding events with minors. Affiliate leaders should review those policies and have a plan to implement them prior to committing to holding an event at that venue.
Most venues will also have certain insurance requirements to hold events in their space. MTNA’s general liability insurance protects affiliates against claims arising from bodily injury and property damage that might occur at this event. It does not provide abuse and molestation coverage that some venues require. However, MTNA does offer general liability event insurance that includes abuse and molestation for individual events. If required by the venue, this coverage must be obtained by the affiliate for the specific event. Rates begin at $130–$172 per event, depending on the state. Click here for more information about MTNA’s insurance options for affiliates.
Background checks and/or venue-specific training may also be required by a venue for volunteers for an event. Affiliates should verify with the facility if there are preferred vendors for both services and if these requirements apply to all event volunteers or just those in rooms with minors.

2. Supervision Standards

Maintain a minimum supervision ratio of one (1) screened adult for every ten (10) minors at events or activities.
Ensure at least two unrelated adults are present when supervising minors whenever feasible.
Avoid leaving a minor alone in a room or venue space without supervision.

3. One-on-One Interactions

Avoid private one-on-one meetings between adults and minors whenever possible.
If one-on-one interaction is necessary (e.g., adjudication, coaching), it should occur in a visible location, in a room with the door open, or with another adult nearby.
Parents/guardians should be informed in advance of situations requiring one-on-one interaction.
No adult should transport a minor alone in a vehicle without prior written parental consent.

4. Professional Boundaries and Conduct

Physical contact must be nonsexual, appropriate to the setting, and observable by others.
Physical discipline of minors is strictly prohibited.
Adults must avoid suggestive language, jokes, gestures, or comments about appearance.
Volunteers must not initiate personal or private relationships with minors during MTNA affiliate events that extend beyond the scope or duration of the competition, festival, or official programming.

5. Communication Protocols

Communication with minors must be limited to legitimate MTNA program-related purposes.
Whenever possible, copy a parent/guardian on all electronic communications.
Use official organizational email accounts for program business rather than personal accounts whenever possible. If you are using a personal email account, make sure the email address is professional in nature and the email is signed with a professional signature that indicates the volunteer’s role within the affiliate or for the event.
Text messaging and social media communication must be transparent and related solely to MTNA activities.
Do not delete any communication that may be relevant to a safety concern that happens during an event.
Make publicly available information outlining supervision practices and reporting procedures.
Clearly communicate event schedules, locations, and supervision arrangements.
Encourage parents to remain on-site for younger students.

6. Event Environment Standards

Alcohol, illegal drugs, and tobacco products are prohibited at student-focused events.
Adults supervising minors must not be under the influence of alcohol or drugs.
Adults must never provide minors with alcohol, tobacco, drugs, or age-inappropriate materials.
Gift-giving between adults and minors should occur only with parental knowledge and be modest and program-related.

7. Training and Volunteer Preparation

Conduct an annual review of affiliate’s youth protection expectations with all volunteers.
Require event chairs to review supervision ratios and safety protocols during event planning.

8. Recognizing and Reporting Concerns

All leaders and volunteers must be familiar with state mandatory reporting laws.
If there is reasonable suspicion of abuse or neglect, the appropriate child protective services agency or law enforcement authority must be contacted immediately.
If a child is in immediate danger, call 911 or local law enforcement without delay.
All incidents involving alleged misconduct, abuse, boundary violations, or safety risks must also be reported promptly to MTNA National Headquarters.
Document all reported concerns in writing, including dates, times, individuals involved, and actions taken.
Cooperate fully with investigations conducted by civil authorities and MTNA.
Do not attempt to independently investigate allegations of abuse beyond documenting and reporting.
Retaliation against any individual who reports a concern in good faith is prohibited.

Event Planning Safety Checklist

This checklist is intended as a practical tool for event chairs and volunteer leaders.

☐ All facility requirements fulfilled (insurance, volunteer training, background checks)

☐ Supervision ratio of at least 1 adult per 10 minors confirmed

☐ Two-adult presence planned where feasible

☐ One-on-one safeguards established

☐ Safety procedures made publicly available

☐ Volunteers briefed on boundaries and conduct expectations

☐ Back up volunteers on call who have the appropriate training, background checks etc.

☐ Reporting procedures reviewed with volunteers

☐ Emergency contact numbers accessible onsite

☐ Alcohol/drug-free environment confirmed

☐ MTNA National Headquarters notification procedure understood