Church Liability for Off-Campus Kids & Student Activities

What Every Church Needs to Know Before Summer Camp Season

Summer is one of the most meaningful seasons in the life of a church. Camps, retreats, mission trips, and special off-campus activities often create deep spiritual formation moments for kids and students.

They also create real legal and financial risk if the church is not clear about its role.

Here is the key truth to start with:

Church liability for off-campus activities is not automatic—but it is possible.And in many cases, it is more likely than leaders realize.

This post focuses specifically on summer church camps, whether they are:

• Fully run by the church, or

• Run by another organization but attended as an official church activity

The Core Question Courts Ask

When something goes wrong at an off-campus event, courts usually ask a simple question:

Was the church acting in a way that created responsibility for the activity?

Liability is less about where the event happened and more about how closely the church was involved.

When a Church Is More Likely to Be Liable

While every situation is unique, churches are generally at higher risk when one or more of the following are true.

1. The Activity Is Directed, Requested, or Benefits the Church

If the church:

• Initiates the event

• Requires participation

• Uses the event to advance its ministry goals

Then the activity may be viewed as an extension of the church’s program, even if it happens off campus.

This is especially true when the event is framed as:

• A discipleship requirement

• A ministry experience connected to the church’s mission

• Part of an official kids or student ministry calendar

2. The Church Officially Endorses or Promotes the Event

Promotion matters more than many churches realize.

A church may increase its exposure if it:

• Advertises the camp on its website or social media

• Accepts registrations through church systems

• Collects payments or deposits

• Uses church branding or logos

• Describes the event as “our camp” or “our retreat.”

Even if another organization runs the camp, official endorsement can create a perception of responsibility.

3. Staff or Leaders Attend in an Official Capacity

This is one of the biggest risk factors.

If:

• Church staff attend as leaders or supervisors

• Volunteers are acting under church authority

• The church assigns chaperones

• Staff are introduced as responsible leaders

Then the church may be viewed as exercising oversight, even if the camp is run by a third party.

In legal terms, this can trigger duty of care expectations.

Church-Run Camps vs. Third-Party Camps

When the Church Runs the Camp

If the church organizes and runs the camp, liability is clearer and more direct.

The church is typically responsible for:

• Supervision

• Transportation

• Safety protocols

• Volunteer screening

• Emergency response

• Insurance coverage

In these cases, strong policies and proper insurance are non-negotiable.

When Another Organization Runs the Camp

This is where many churches get caught off guard.

Even if:

• The camp has its own insurance

• The camp provides staff and programming

The church may still carry risk if participation is treated as an official church activity.

The key difference is whether the church is acting as:

• A participant, or

• A sponsor and supervisor

Common Risk Blind Spots for Churches

Many churches unintentionally increase risk through good intentions:

• Assuming the camp’s insurance fully covers the church

• Lacking written parent acknowledgments

• Failing to clarify supervision roles

• Not distinguishing between “recommended” vs. “official” activities

• Operating without a clear off-campus activity policy

These gaps often only surface after an incident occurs.

Practical Risk-Reduction Steps Churches Can Take

Without getting overly legalistic, churches should strongly consider:

• Written policies for off-campus kids and student activities

• Clear definitions of when an activity is “official”

• Parent consent and liability acknowledgment forms

• Clarified supervision roles for staff and volunteers

• Verifying third-party insurance and coverage limits

• Reviewing church insurance for off-campus coverage

Most importantly, leadership should align on how decisions are made, not just what forms are used.

Why This Matters for Church Leaders and Boards

Off-campus activities touch:

• Child safety

• Volunteer responsibility

• Financial stewardship

• Reputational risk

These are not just operational details. They are governance issues.

Church boards and senior leaders should be asking:

• Do we know when we are assuming responsibility?

• Are our practices consistent with our intent?

• Would we be comfortable explaining our role after an incident?

A Final Encouragement

Camps and off-campus activities are often some of the most impactful moments in a young person’s faith journey. This is not about fear or avoidance.

It is about clarity, consistency, and care.

Clear structure protects:

• Kids

• Families

• Volunteers

• And the church itself

If your church is heading into summer camp season without clearly defined guardrails, now is the right time to address it, before something forces the conversation later.

If you’d like help thinking through policies, decision frameworks, or board-level clarity around these issues, that is exactly the kind of work we support churches with every day.

Legal Disclaimer:

This article is provided for general informational purposes only and is not intended to be legal advice. Virtual Executive Pastor is not a law firm, and we do not provide legal opinions or legal representation. Laws and legal interpretations vary by jurisdiction and specific circumstances. Churches should consult with qualified legal counsel and their insurance providers regarding liability, risk management, and compliance related to off-campus activities.