Travel, Overnights, and Sponsored Trips

The following guidance and best management practices govern travel and transport of minors, sponsored trips, and overnight events for the South Dakota 4-H program. Collectively, these practices enhance youth safety, program integrity, and fund stewardship.

Overnight Event Procedures

Because the act of convening overnight programs with 4-H members initiates an elevated level of risk, we seek to avoid overnight programming when practicable.  To reduce these associated risks, the overnight principles outlined in the forthcoming Sponsored Trips section also governs general 4-H overnight experiences (excluding camps covered under the camp policy manual).  Several additional suggestions are noted below:

• Event planners are advised to narrowly define an event’s scope.  For example, if a horse clinic lasts two days at a ranch/campground but does not have any activities from 6 p.m. to 8 a.m., it is not truly an overnight event. Be sure to define it as a two-day event with parent/guardian responsibility during the overnight portion.
• When open-air lodging is necessary, take steps to ensure the physical and emotional safety of all participants. In addition, clearly describe the sleeping arrangements (e.g., dormitory style, open air camping) in the event information sheet that goes to parents/guardians.
• When planning an overnight event, ensure the activities are engaging and interactive right up to bedtime. Most challenges with overnight events occur because youth have excess energy and/or experience boredom in the evening and then get into mischief.

Specific questions related to an upcoming overnight event you are planning should be directed to the SDSU Extension State 4-H Program Director prior to event advertisement.

Travel and Transport of Minors

The act of transporting 4-H members to/from events initiates an elevated level of risk.  To reduce these associated risks, the following guidance governs general 4-H travel.

By Volunteers

Transporting 4-H members is considered outside of the scope of volunteer duties and is prohibited.  There are three exceptions:

• When invited to serve as a chaperone by the State 4-H Office
• When emergency medical care is necessary and time-sensitive
• When granted permission by the SDSU Extension State 4-H Program Director or designee  

In cases where a volunteer is transporting as a result of an exception, he/she must adhere to the Employee guidance principles below.

By Employees

Every effort should be made to reduce the need for employees to transport minors.  When these limited circumstances occur, the following guidance governs situations in which employees transport 4-H members:

• Complete any applicable employee travel requirements as conveyed by SDBOR or SDSU (e.g., OSTR form for out-of-state travel; fiscal policies).  
• Receive pre-travel approval in writing from a parent/guardian using the SD Bureau of Administration’s release for minors or adult chaperones. In unanticipated ‘last minute’ circumstances, text message permission will suffice.
• In following the 4-H ‘rule of three’ model, there must be at least two adults in the vehicle while transporting youth for a 4-H event or activity.  
  • One adult must be 4-H certified and the second adult (if not also certified) must receive a short orientation/training from the certified individual prior to departure.
  • When possible a common pick-up/drop-off location should be used to reduce opportunities for isolation or awkwardness.
• When transporting youth for 4-H events and activities, all employees agree to:
  • Obey traffic safety laws with special care paid to speed, weather conditions, and safety belt usage
  • Maintain adequate motor vehicle insurance coverage
  • Not drive during a state of impaired judgment or distraction (e.g., texting while driving, under the influence of any drugs/alcohol, loud radio/conversation)
  • Not overload vehicles or use vehicles in a manner for which they were not designed (e.g., riding in the back of a pickup truck)

Sponsored Trips

Definitions

• Trip Beginning: Will be announced for each trip.  Typically, the trip begins when the youth delegate meets the full State delegation and lead chaperone at the predetermined transportation pick up location (e.g., bus, airport).  
• Trip Ending: Will be announced for each trip.  Typically, the trip ends when the youth delegate arrives back at the original transportation pick up location.
• Sponsored Trip: A trip which is designed and led by the State 4-H Office.  Generally these trips are available to older teen members of high merit or individuals/teams winning certain qualifying competitions.  Some of these trips have financial backing, others do not—please do not be confused by the word ‘sponsored.’

Trip Types and Qualifications: Competitive

• 4-H members are allowed to participate in an unlimited number of competitive event trips for the year, as long as they qualified for the event.
• However, 4-H members can only participate in a specific national contest once in their 4-H career (e.g., Consumer Decision Making or Horse Judging).   This means that in the case of Western National Roundup, a 4-H member could travel to Denver as a state delegate multiple times during her 4-H career but only if participating in a different national contest each time.    
• 4-H members cannot compete in the same topic in multiple locations in the same cycle/year.
  • For example, a 4-H member cannot participate at NAILE in Livestock Judging and then participate at Western National Roundup in Livestock Judging during the same 4-H year.  
• National competitive events are open to senior 4-H members who compete in the state contests, unless otherwise specified.  
• To aid the competitiveness of the South Dakota delegation, all national teams shall be comprised of top-ranked individuals without regard to county or in-state team status.  Exceptions for contests requiring original team status (e.g., horse team presentation).
• South Dakota 4-H will only participate at a national competition if it is offered by an officially sanctioned national 4-H entity (i.e., the event has a current memorandum of understanding with ECOP 4-H) except in cases where a particular topic is not offered.  In those cases, South Dakota 4-H may choose to participate at the discretion of the SDSU Extension State 4-H Program Director who must assess the additional liability considerations.  In cases where an external opportunity is redundant to an officially sanctioned event, South Dakota 4-H will participate in the officially sanctioned event.

As of 2025, common examples of official events to which South Dakota 4-H sends a delegation include: National 4-H Shooting Sports Championships, Western or Eastern National Roundup (4-H components), North American International Livestock Exposition (4-H components), 4-H Family and Consumer Sciences Championships

As of 2025, common examples of unsanctioned events to which South Dakota 4-H sends a delegation include: National Land and Range Judging Contest

As of 2025, common examples of unsanctioned and/or redundant events that South Dakota 4-H does not send a delegation include: Daisy Nationals, American Royal, Ak-sar-ben

All above listed contest relationships are subject to change without updating this publication.

Trip Types and Qualifications: Application-based/Non-competitive

• 4-H members must make application to attend the trips listed below by the publicized deadline. Some of these applications begin at the county level and then proceed to the state; others go directly to the state.
• 4-H members can only attend the trip once in their 4-H career.
• Few of these trips provide any centralized financial backing, though many county 4-H leader’s associations provide partial support.

As of 2025, common examples of application-based events to which South Dakota 4-H sends a delegation include: Citizenship Washington Focus

As of 2025, common examples of application-based events to which South Dakota 4-H wishes to send a delegation but rarely have interested participants: Ignite by 4-H, National 4-H Conference, National 4-H Congress

All above listed contest relationships are subject to change without updating this publication.

Trip Deviation

Definitions

• When a youth delegate needs to join the trip after the state delegation has already departed for the trip, or
• When a youth delegate needs to leave the trip earlier than the scheduled return home.  Commonly, this includes a desire to ride home with guardians, or
• When a youth delegate desires to leave the state delegation or scheduled trip itinerary for a short period of time for personal reasons (e.g., to meet extended family for a meal).

Approval Process

• The 4-H Trip Deviation Form must be filled out prior to the trip and approved through the State 4-H Office.
• Failure to obtain prior approval can result in the youth delegate not being allowed to deviate or begin/resume participation.  Please note, we expect the fullest participation possible on each trip as this maintains donor support and aids our fulfillment of positive youth development objectives.
• In short notice circumstances, the lead chaperone will approve or deny the request. The Trip Deviation Form must still be completed.  

Travel Expectations Once Approved

• Expenses
  • Youth delegates or adult chaperones who need to deviate from the trip are responsible for covering the new costs of the travel associated with the trip deviation.  This includes, but is not limited to: transportation, food, pro-rated event reimbursement, etc.  
• Safety
  • Youth delegates are strongly discouraged from traveling alone while on a deviation.  If the lead chaperone does not feel the proposed travel arrangements are reasonably safe, a trip deviation will not be approved.  From a liability perspective, delegates and chaperones are not considered to be on the trip while deviating.
  • When the delegate (re)joins/leaves the trip at the destination where the state 4-H delegation is located, the lead chaperone will confirm to the guardian/parent in acknowledgment that the trip has begun/resumed/deviated. When a chaperone (re)joins/leaves the trip, he/she shall check in with the lead chaperone in acknowledgement that the trip has begun/resumed/deviated.  
  • Chaperones are not eligible to transport a youth delegate or chaperone to/from his/her deviation process. 
    On-site Temporary Deviation
  • Occasionally, family/friends who live in the area of the trip will want to spend time with a youth delegate.  In situations where the youth delegate can make this happen in a common area (e.g., hotel lobby, same restaurant the delegation is already eating in) and a chaperone is available to be within line of sight, the youth may temporarily deviate without completing a form but with prior approval of the lead chaperone.  
  • Any less convenient deviations will need to follow the official process and receive prior approval.  Guests/visitors may never meet with a youth delegate outside of these guidelines (e.g., unscheduled, in a hotel room).

Trip Waiver

Prior to travel, all trips must receive travel approval in writing from a parent/guardian using the SD Bureau of Administration’s release for minors or adult chaperones. In unanticipated ‘last minute’ circumstances, text message permission will suffice.

State Vehicle Usage

In most cases, only state employees are allowed to drive South Dakota state vehicles. Additionally, 4-H members and certified volunteers may ride in a state vehicle.  Certified 4-H volunteers may drive state vehicles with prior authorization on a trip-specific invited basis only.

Youth and Chaperone Arrival to Trip-provided Transportation

Youth delegates and chaperones are responsible for getting themselves to the trip transportation pick up location. Trip pick up/drop off locations will be determined and communicated to youth delegates in advance. Additional pick up or drop off locations will NOT be added to the final trip itinerary. Chaperones will be reimbursed for mileage to/from their home to pick up location.

Bus Bids

A bus company must complete a bid process with South Dakota State University via the lead chaperone who will work with the College of Agriculture, Food and Environmental Sciences Accounting Department to help secure the bus bid. When creating a bus bid, the following information needs to be provided:

• dates of the trip;
• trip starting point, final destination, and preferred travel route;
• the type of group;
• itinerary and other trip requirements; and  
• bus drivers shall not exceed industry hour requirements.  

Air Travel

Here are several governing guidelines when 4-H trips include air travel:

• Chaperones that are State Employees:
  • Must complete an Out of State Travel Request (OSTR) and have it approved before purchasing any airline tickets.
  • Use the campus travel vendor to order tickets and make changes. [strongly recommended]    
• Airline Tickets Not Used:
  • If the reason for cancelling participation in the trip is due to a death in the family or a medical issue, the youth delegate will not need to reimburse the State 4-H program for the cost of their airline ticket.  
  • All other cancellations will require the youth delegate to refund the State 4-H Office for the price of the airline ticket.
  • After reimbursing the State 4-H Office for the price of the airline ticket, the 4-H member or adult chaperone can transfer their unused airline ticket to another upcoming airline flight they have within the year.  The 4-H member and/or their family will be responsible for any fees associated with transferring the unused airline ticket.
• Delays and Cancellations:
  • If the South Dakota delegation encounters an unforeseen delay or the cancellation of a scheduled flight, the lead chaperone will contact the State 4-H Office to let them know of the circumstances.
  • If a flight is delayed and results in the delegation missing a connecting flight or the flight is cancelled, the lead chaperone will need to work with the airline ticket counter to find a new flight.
  • The lead chaperone will notify the State 4-H Office of the new travel arrangements.
  • The youth will need to contact their parents/guardians to let them know of the situation.

Trip Cancellations

As indicated above, South Dakota 4-H makes every effort to ensure that trips occur on schedule.  Unfortunately, poor weather, outages, or other unexpected delays occasionally require the modification or cancellation of a trip.  In these circumstances, the lead chaperone in consultation with the SDSU Extension State 4-H Program Director will make the final call on if a trip is cancelled/modified.  The lead chaperone or designees will notify the transportation provider and the youth delegates of any change.  Refunds for cancelled trips are only available for the portion of expenses not already incurred or contracted. 

Overnight Lodging and Room Arrangements

At present, the State of South Dakota maintains a more traditional perspective on gender issues than the national perspective.  As an entity which serves South Dakota residents while receiving funding from both state and federal sources, South Dakota 4-H does its best to uphold the intended spirit of each level of government with a lean toward the state approach.  Ultimately, the physical and emotional safety of our 4-H members is paramount and broadly governs this section.

Room Assignments (team or individual trips)

• Chaperones and delegates will not sleep in the same room or tent.  Exceptions: immediate family; open air/dormitory style housing; large military-style tent with partition.
• If a delegate is the sole gender represented on the trip, they will room by themselves.
• If there are delegates of the same gender on the trip, youth of approximately the same age and gender should be assigned to the same room, unless delegates are aged 18 or older. These age 18+ youth are not eligible to room with youth ages 17 and below.
• In lodging settings that have a bed, each youth must have their own bed.  For example, two youth are not eligible to share a queen bed.
• Youth delegates are not allowed in hotel rooms other than their own.  This includes the rooms of both in and out-of-state delegations.  If youth delegates would like to hang out with youth from another room or delegates from another state, they should do so in a public gathering space such as the hotel lobby.  

See Something, Say Something

All youth delegates are expected to uphold the member Code of Conduct and trip expectations while on the trip.  If a youth delegate observes behavior (from within our delegate body or external threats) that does not meet this standard, he/she should immediately report to the chaperone team.  Unfortunately, willful silence is the largest contributor to persistent challenges on overnight trips.

Chaperone Night Monitoring Expectations

Prior to retiring each evening, chaperones will hold a full-delegation meeting in a public location (e.g., hotel lobby).  This meeting will serve as the opportunity for re-capping the day’s highlights and discussing the following day’s schedule/expectations/clothing needs.  Youth delegates should also be given the opportunity to ask any questions before the chaperones retire.  The final item to be shared is the cell phone number, room number, and name of that night’s on-call chaperone(s).  The on-call chaperone(s) can be contacted anytime overnight by a delegate facing distress or an uncomfortable situation.

Once the evening meeting concludes and the delegates return to their rooms, delegates may only leave their rooms for the following reasons:

• Emergency (e.g., fire alarm, medical)
• For a pre-approved trip deviation

Though the impetus for following Code of Conduct and trip expectations remains with each delegate, the on-call chaperone(s) will perform the following monitoring requirements to strengthen safety:

• From the hallway, perform a room check for each room approximately 20 minutes after the conclusion of the night meeting or at a designated ‘lights out’ time.  
• Hallway monitoring is unnecessary after the room check.  If youth are unable to maintain expectations, they will be sent home at their expense or excluded from future national trip opportunities.
• Respond to any delegate text messages/calls/door knocks throughout the night.
• Immediately report any egregious violations to the lead chaperone.

Chaperone Guidelines

Overnight trips serve as one of the biggest highlights of a 4-H member’s experience.  Chaperones play an important role in the trip’s success as they a) maintain a safe and responsible event, and b) serve as positive adult mentors.  Selecting chaperones who can navigate both of these considerations effectively will provide for a wonderful capstone experience for South Dakota 4-H member delegates.

Chaperone Qualifications and Selection

All chaperones must be pre-approved by the SDSU Extension State 4-H Program Director or designee.  The following serves as the preferred order of chaperone selection regarding sponsored overnight trips:

1. Two 4-H professionals representing the gender(s) of the attending delegates.
2. One 4-H professional and one certified 4-H volunteer representing the gender(s) of the attending delegates.
3. Two 4-H professionals representing the dominant gender of the attending delegates.
4. Two certified 4-H volunteers representing the gender(s) of the attending delegates.

Additional selection notes:

• Parents/guardians who are not certified 4-H volunteers may not chaperone an overnight trip unless the full delegation is immediate family. This is most likely to occur during ‘self selected’ overnight trips which are unsponsored by the State 4-H Office or sponsors.
• Certified 4-H volunteer chaperones must be 21 years of age or older.  In cases where driving is an essential component of the trip, certified 4-H volunteer chaperones must be 25 years of age or older.

Supervision Ratios

• A 1:8 chaperone to youth ratio exists for overnight trips with Cloverbuds. (These should be exceedingly rare and are not recommended.)
• A 1:10 chaperone to youth ratio exists for overnight trips with project-age 4-H members.
• In cases where the youth delegation is smaller than the designated ratio (e.g., 5 youth), two chaperones must still participate to maintain a safe environment.
• As indicated above, chaperone ratios should mirror the gender(s) of the delegates as much as possible.
• Cost is not a determining factor in meeting these supervision requirements.  For example, if an overnight trip will have 21 project-age youth delegates, the trip must have 3 chaperones despite the increased cost to participants.

State 4-H Office Responsibilities

• Name a lead chaperone/trip coordinator and invite and train other trip chaperones prior to departure.
• Manage trip logistics for official out-of-state events.
  • The State 4-H Office reserves the right to determine if there are additional trip opportunities (e.g., county-led) that will be supported in alignment with programming priorities.  In these situations, the State 4-H Office must approve those trips’ logistics.
• Conduct trip orientation for youth delegates and chaperones as appropriate.  The lead chaperone is responsible for communicating with the youth delegates and chaperones in advance of the trip.
  • This includes details regarding overnight lodging, schedules, dress code, spending money, and other appropriate information.  

Lead Chaperone Responsibilities

• Serve at the discretion of the State 4-H Program
• Serve under the direction of the State 4-H Office
• Will follow and enforce all South Dakota 4-H Policies and trip expectations

The lead chaperone is responsible for:

• Communicating with the event staff
• Dealing with discipline issues
• Dealing with trip logistics if they need to be altered during the trip

General Chaperone Expectations

• Represent South Dakota 4-H per the Code of Conduct and trip expectations
• Serve as a role model and positive voice
• Provide a safe and caring environment for all youth delegates
• Chaperone all youth delegates within the framework of the trip’s itinerary  
• Willingly listen to ideas from all youth delegates and provide appropriate feedback
• Take an equal share of the on-call nights  
• Participate fully in the trip activities from start to finish
• Enforce rules and behavior expectations for all youth delegates:
  • per the member Code of Conduct and specific trip’s Code of Conduct/expectations
  • per the South Dakota 4-H (or event) Dress Code (when applicable)

Expense Reports

Chaperones need to complete their Travel Reimbursement Checklist within 45 days of completing the trip. The State 4-H Office will work with chaperones to complete the required steps.

Youth Delegate Expectations

As indicated earlier, overnight trips serve as one of the biggest highlights of a 4-H member’s youth development experience.  Only our highest performing and recognized youth attain the privilege of participating in an overnight trip.  Members should embrace this privilege with good behavior, full participation, and the 4-H spirit.

Code of Conduct

• Youth delegates must abide by the South Dakota 4-H Code of Conduct.  Each member signs/acknowledges this behavioral code during the annual member (re)enrollment period.
• Youth delegates must also abide by the provided trip expectations or Event Code of Conduct.

Additional Expectations of Youth on Overnight Trips

• Youth delegates are expected to fully participate in all aspects of the trip.
• All youth delegates will treat one another (youth and chaperones), event leaders, and surroundings with utmost respect.
• All youth delegates will follow the Dress Code (when applicable).
• If any damage is done to any property, the youth delegate is required to pay for the damages.
• A youth delegate needs to remember that they are representing South Dakota 4-H, their county, their family, and themselves.
• Youth who feel uncomfortable or witness an inappropriate behavior situation should report to the on-call or lead chaperone immediately.  
• Upon completion of the trip, youth on sponsored trips will likely need to write a card of thanks or participate in a public presentation as a means of gratitude to our sponsors and/or the South Dakota 4-H chaperone team.

Failure to Meet Expectations and Delegate Removal

Sponsored trips serve as the capstone experience for many 4-H careers, so violations of the member Code of Conduct or trip expectations/code are rare.  In the unlikely event of a violation, youth delegates should note that the following consequences will result in the order listed based on the severity of the violation:

1. The loss of privileges at the event or activity.
2. Being dismissed from the remainder of the activity or event with the lead chaperone subsequently notifying a guardian.  Youth will be sent home immediately at the family’s expense prior to the trip’s end.  
   1. If the violation occurs early in the trip, the youth’s family may be charged for any unexpended portion of the trip on a pro-rated basis (e.g., registration fees, hotels).
   2. The lead chaperone will make this determination in consultation with the SDSU Extension State 4-H Program Director.
3. At the sole discretion of the SDSU Extension State 4-H Program Director, the possible forfeiture of future participation in sponsored trips and other privileged 4-H events.
4. At the sole discretion of the SDSU Extension State 4-H Program Director, the termination of 4-H membership.
   These determinations are final and not subject to appeal. 
   Please note: A youth delegate who is unable to complete the trip due to injury or a family emergency (e.g., medical, death) will be sent home as quickly as travel arrangements can be made, at family expense, but with notation of good standing.  

Pre-trip Orientation

Youth delegates will complete an orientation for the trip or receive written communication about trip details. 
The orientation will include:

• Delegate Expectations/Trip Code of Conduct
• Transportation Details
• Trip Schedule including definition of when trip formally begins and ends
• Dress Code (if applicable)
• What to Pack
• Recommended Spending Money
• Details of Provided Meals  
• Any Pre-trip Assignments
• Post-trip Gratitude Requirements

Dress Code

Dress codes are provided to all youth delegates prior to trip departure.  Youth delegates must adhere to the identified dress code for each component of the trip. Youth delegates will be excluded from participation until dress code requirements are met.

Search and Seizure

Youth delegates should note that the possession of an item that is prohibited by the member or trip Code of Conduct is strictly prohibited.  Common examples of prohibited items include tobacco, alcohol, and weapons. Pursuant to SDBOR Policy 3:17 “Entry, Search, and Seizure,” the chaperone team shall not conduct a search of delegate bag/property unless one of the following conditions is met:

1. There is imminent danger to the safety, health or property of the delegate or other individuals, or to institutional property.
2. The search is conducted with reasonable cause to believe that a delegate is using his/her property in a way that is illegal or violates the trip or member Code of Conduct.

Prior to conducting a search under condition #2, the lead chaperone should consult with the SDSU Extension State 4-H Program Director or designee to ensure the condition has been fully met.

Pre and Post- trip Requirements for Delegates

Pre-trip

• Submit application or entry details to the appropriate party by the governing deadlines.
• Participate in pre-trip orientation, if required.
• Youth delegates are required to do any identified pre-work for the trip.
  • This may include research on specific topics, practices, etc.

Post-trip

• When asked, write thank you notes to donors or sponsors of the trip.  Some trips require a public ‘trip-in-review’ presentation as the primary means of expressing gratitude.  A few (especially grant-sponsored projects) have more considerable requirements.
• Complete any post trip follow up questions or surveys associated with the trip.  
• If an action plan was created during the trip, the youth delegate must report on how they will continue the action plan upon their arrival home.

Spending Money

• Youth delegates and chaperones are responsible for meals that are not included in the registration fee or pre-trip information sheet.  In general, meals immediately prior to or at the conclusion of a trip are not covered.
• Youth delegates and chaperones are responsible for any souvenirs that they would like to purchase during the trip.  Please note that shopping times will be limited in most cases.
• Youth delegates and chaperones are responsible for any room damages or service charges accrued at check-out.

A Note About Unsponsored Trips

Definitions

Unsponsored Trip

• A pre-approved out-of-state trip in which youth represent South Dakota 4-H as a delegate (typically at a competitive event) but the parent/guardian maintains supervision of youth in transportation and overnight settings. Some of these trips have financial backing, others do not—please do not be confused by the word ‘unsponsored.’

Action Zone

• Youth delegates are expected to participate in all published participation requirements once on site.  The ‘action zone’ refers to the time frames in which guardians relinquish control of the youth to event leaders so these official requirements (e.g., the competition itself, on-site team meetings, on-site practice sessions, official team photo) can occur.  During the action zone time, guardians are expected to fade into the background as normal audience members as published in the event’s guidance or as directed by event leaders.

Circumstances and Expectations

Some competitive national trips are attended by parents/guardians because they want to see their youth compete.  In many cases it is more cost effective for the family to remain together for transport, food, and lodging than for the youth to travel centrally with the delegation.  If unsponsored travel is approved, it is expected that once on-site all action zone requirements will be met by the youth delegates without interference from their guardian(s).  

In circumstances where unsponsored trips are eligible for partial reimbursement from central funds, the lead chaperone/trip coordinator will inform trip participants of the amount and proper procedures in advance.  It is essential that applicable University travel reimbursement procedures are followed, especially the retention of hotel and air travel receipts, or reimbursement may not be possible.