The Substance Abuse and Mental Health 

Services Administration’s (SAMHSA)

Youth Engagement Guidance: 

Strategies, Tools, and Tips for Supportive and Meaningful Youth 

Engagement in Federal Government-Sponsored Meetings and Events
The Substance Abuse and Mental Health 

Services Administration’s (SAMHSA)

Youth Engagement Guidance: 

Strategies, Tools, and Tips for Supportive and Meaningful Youth 

Engagement in Federal Government-Sponsored Meetings and Events

U.S. DEPARTMENT OF HEALTH AND HUMAN SERVICES

Substance Abuse and Mental Health Services Administration

Center for Mental Health Services 
Disclaimer

The views, opinions, and content of this publication are those of the author and do not necessarily reflect 

the views, opinions, or policies of SAMHSA or HHS. This publication contains non-Federal resources to 

provide additional information to consumers. The views and content in those resources have not been 

formally approved by SAMHSA or HHS. Listing of the resources is not an endorsement by HHS or its 

components.

Public Domain Notice

All material appearing in this report is in the public domain and may be reproduced or copied without 

permission from SAMHSA. Citation of the source is appreciated. However, this publication may not 

be reproduced or distributed for a fee without the specific, written authorization of the Office of 

Communications, SAMHSA, HHS.

Electronic Access and Printed Copies

This publication may be downloaded or ordered at http://store.samhsa.gov. Or call SAMHSA at 

1-877-SAMHSA-7 (1-877-726-4727) (English and Español).

Recommended Citation

Substance Abuse and Mental Health Services Administration, Youth Engagement Guidance: Strategies, Tools, 

and Tips for Supportive and Meaningful Youth Engagement in Federal Government-Sponsored Meetings 

and Events. HHS Publication No. SMA 16-4985. Rockville, MD: Substance Abuse and Mental

Health Services Administration, 2016.

Originating Office

Center for Mental Health Services, Substance Abuse and Mental Health Services Administration, 5600 Fishers 

Lane, Rockville, MD 20857. HHS Publication No. SMA 16-4985. Printed 2016.
Table of Contents

I. Purpose of the Guidance..............................................................................................................................5

II. Goals and Strategies for Supportive and Meaningful Youth Engagement................................6

III. Tools and Resources for Supportive and Meaningful Youth Engagement.................................7

Youth Engagement Checklist for Government Representative.....................................................8

Youth Engagement Agreement..............................................................................................................12

Individual Support Plan.............................................................................................................................15

Strategic Sharing .........................................................................................................................................18

Travel Information Form ...........................................................................................................................19

Travel Guide ...................................................................................................................................................22

Youth Feedback Form ................................................................................................................................23

IV. Tips for Supportive and Meaningful Youth Engagement: Before, During, and 

After the Event ..............................................................................................................................................25 

General Tips ...................................................................................................................................................25

Tips for Before the Event ...........................................................................................................................26

Tips for During the Event ..........................................................................................................................27

Tips for After the Event ..............................................................................................................................28

V. Appendices .....................................................................................................................................................30

Appendix A: Government Representative Checklist .......................................................................31 

Appendix B: Youth Engagement Agreement ....................................................................................35

Appendix C: Individual Support Plan ...................................................................................................39

Appendix D: Travel Information Form ..................................................................................................44

Appendix E: Youth Feedback Form .......................................................................................................48

VI. Acknowledgments........................................................................................................................................51
5 

I. Purpose of the Guidance

The purpose of this Guidance is to provide federal 

staff and contractors with strategies, tools, and tips 

for appropriately engaging youth in governmentsponsored events and meetings in order to:

u Help ensure a positive, supportive, and

meaningful experience for youth

u Support SAMHSA in gaining valuable input

and perspectives from youth

u Demonstrate and role model best practices

for engaging youth

Given these three primary objectives, this Guidance 

has been broken into different sections. Three 

broad goals are outlined in the first section, 

including strategies for each goal. The goals and 

strategies in this section are centered on informing 

an agency’s policies and practices to create an 

environment where supported youth engagement 

is a practice. The second section introduces tools 

and resources for government representatives to 

fully implement and model youth engagement. 

These tools were either developed or adapted by 

SAMHSA staff with the assistance of youth advocates 

from across the country. They were tailored 

specifically for use by government representatives 

who are interested in engaging youth. The third 

section provides important tips for government 

representatives to use for successful engagement 

of youth before, during, and after governmentsponsored events.

The appendices provide printable sample 

documents and resources, including an easy-touse checklist for government representatives that 

organizes the resources and provides a step-by-step 

approach to model effective youth engagement. 

Government representatives are encouraged to 

use these documents or adapt them for use when 

engaging youth. All outside resources are cited 

and government representatives are encouraged to 

download these resources for themselves and the 

youth they are working with. 

In line with Youth.gov (the federal website created by 

the Interagency Working Group on Youth Programs, 

which is composed of representatives from 18 

federal agencies that support programs and services 

focusing on youth), this Guidance defines youth 

as young people between the ages of 16 and 24. 

However, this Guidance can and should also be used 

when engaging with young adults or those younger 

than 16. 

This Guidance focuses on youth engagement as it 

pertains to federal government-sponsored meetings, 

events, and activities. It is important to note that 

youth engagement encompasses a continuum of 

intervention, development, collective empowerment, 

and systemic change. This continuum includes 

a youth services approach, youth development, 

youth leadership, civic engagement, and youth 

organizing. A Forum for Youth Investment paper 

entitled “The Core Principles for Engaging Young 

People in Community Change” (2007) provides 

insight into this continuum. In this paper, three 

core strengths and eight core principles of youth 

engagement are proposed. The three core strengths 

are: (1) Capacity (“knowledge, leadership, and 

action skills”); (2) Motivation (“understanding and 

awareness of issues and root causes, systems and 

strengths for change, commitment, and a sense of 

responsibility”); and (3) Opportunity (“chances to act 

on passions, use skills, and generate change through 

relevant sustained action”). The eight principles 

are: (1) design an aggressive outreach strategy; (2) 

create a strong home base; (3) identify core issues; (4) 

convey an intentional philosophy; (5) create youth/

adult teams; (6) build youth and adult capacity; (7) 

provide individual support; and (8) sustain access 

and influence.1

 

As the research behind positive youth development 

and engagement grows, the resources and strategies 

to fully and effectively engage the youth will likely 

change. This Guidance includes the best ideas 

known to SAMHSA as of January 2016.
6

II. Goals and Strategies for Supportive and Meaningful Youth Engagement

Goal 1: Prioritize gaining youth perspectives 

to inform programs, policies, and practices.

Strategy 1.A.: All relevant activities, 

meetings, and events incorporate 

meaningful youth input.

Strategy 1.B.: All youth-related programs, 

policies, and practices provide evidence of 

having been informed by the perspective of 

youth with relevant life experience.

Goal 2: Develop an agency-wide culture that is 

inclusive and respectful of youth.

Strategy 2.A.: Youth engagement practices 

continually incorporate youth feedback and 

input.

Strategy 2.B.: All relevant activities, 

meetings, and events use this Guidance and 

its appended tools and resources during the 

planning, implementation, and evaluation 

phases.

Strategy 2.C.: All leadership, staff, and 

contractors receive copies of this Guidance, 

including tools and resources, and 

participate in training events to facilitate 

agency-wide implementation. 

Goal 3: Adopt best practices for youth 

engagement in activities, meetings, 

and events. All designated government 

representatives engaging youth shall:

Strategy 3.A.: Complete the Government 

Representative Checklist for Youth 

Engagement beginning no less than two 

months prior to the activity, meeting, or 

event and no more than two months after.

Strategy 3.B.: Employ the Youth 

Engagement Agreement and complete the 

outlined roles and responsibilities.

Strategy 3.C.: Provide youth with a sample 

Individual Support Plan and encourage

them to use it.

Strategy 3.D.: Inform youth that there 

may be tax implications for any payments 

they may receive for their participation 

and encourage them to speak to a tax 

professional, if needed.

Strategy 3.E.: Provide youth with resources 

about Strategic Sharing.

Strategy 3.F.: Provide information and 

support to make travel arrangements, 

including an emergency contact should 

there be any travel-related problems.

Strategy 3.G.: Employ supportive strategies 

as outlined in this Guidance during the 

activity, event, or meeting.

Strategy 3.H.: Encourage involvement of 

a parent, caregiver, or supportive adult at 

all times. This includes, but is not limited to, 

supporting the adult’s participation at the 

event or meeting, if deemed appropriate 

and necessary.
7

III. Tools and Resources for Supportive and Meaningful Youth Engagement

Engaging youth effectively requires commitment, compassion, and focused attention from the early 

planning stages through several months following the event. Youth engagement can be one of the most 

rewarding and professionally enriching experiences a federal employee or contractor can have. Youth 

sharing their experiences and perspectives can only deepen an agency’s understanding of the impact of its 

work. When youth are brought to the table with decision makers in a meaningful way, they can provide a 

direct link to how well the agency is addressing the needs of the population it serves. SAMHSA’s mission, for 

example, is to reduce the impact of substance abuse and mental illness on America’s communities. Through 

engaging youth consumers, SAMHSA can better identify service access issues, gaps in service delivery, and 

successful programs, as well as strategies for how to better serve youth to meet its mission. 

The following tools and resources are intended to support the government representative in engaging 

youth. This representative may be a federal employee or contractor, as determined by the meeting planner.
8

Tool 1: Youth Engagement Checklist for Government Representative 

The Youth Engagement Checklist details specific steps in an easy-to-use format for the 

government representative responsible for engaging youth. The checklist ensures the most 

effective, supportive, and safe processes for youth engagement in SAMHSA-sponsored 

events, activities, and meetings. All the recommended steps are covered, including inviting 

youth to preparing for travel, providing on-site support, and conducting follow-up. See 

Appendix A for a printable version of the Government Representative Checklist.

Youth Engagement Checklist for Government Representative

Before the Event: Invitations and Preparation

Identify and invite youth participants.

	 Identify youth with relevant lived experience and with varied advocacy skill levels (i.e., avoid 

overburdening experienced speakers with multiple invitations; encourage emerging youth 

leaders).

	 Identify an adult in each youth’s life who can support his or her preparation and who will 

accompany the youth to the meeting if the youth is under 18 years of age, or if the youth is 18 or 

over and requests such support.

	 Inform the youth and supportive adult about the meeting’s purpose, anticipated audience, draft 

agenda, location, and dates. Include a clear description of the youth’s specific role and other 

expectations (e.g., attend and respond to other parts of the meeting).

	 Clearly detail why the youth has been invited (e.g., to present his or her personal experience, not 

just stories, as someone who has been in foster care, has been in juvenile justice, or identifies as 

LGBTQ; to provide a youth perspective about a policy or practice; to provide recommendations 

about future actions).

Send a “resource packet” to the youth and the identified adult supporter. Include a:

	 Cover letter summarizing the invitation: youth’s role, meeting’s purpose, agenda, audience, 

location, dates, and options for a supportive adult

	 Copy of the Strategic Sharing Workbook (2012), produced by the National Federation of Families for 

Children’s Mental Health and the Research and Training Center for Pathways to Positive Futures

	 Copy of the National Resource Center for Youth Development’s Travel Guide (2011)

	 Copy of the Sample Individual Support Plan

	 Copy of the Youth Engagement Agreement

Convene a telephone call with each identified youth and supportive adult at a time that is 

convenient to them (i.e., not during school or work hours) and sufficiently far in advance of the 

meeting or event. During this call:

	 Review the details of the invitation.

	 Reiterate the specific reasons for this invitation and ensure the youth is comfortable sharing his or 

her life experience publicly.

	 Highlight and review the Strategic Sharing Workbook.

	 Facilitate the youth’s preparation for the event (e.g., convene a conference call with four youth 

participants to jointly plan the session, or call each youth individually to discuss the round table 

process and how they will participate).

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	 Highlight and review the Travel Guide; assess comfort level and if there are any specific needs.

	 Explain logistical details, to include:

o Honorarium 

	Ask the youth’s preference for how this will be paid (e.g., the youth may not have a 

bank account and would prefer a gift card)

o Per diem 

o How and when to make travel arrangements

	 Highlight and review the Individual Support Plan template.

	 Discuss details and youth options in the Youth Engagement Agreement.

	 Answer questions.

Convene a preparation call with all youth participants at a time convenient to them (i.e., not 

during school or work hours). During this call:

	 Introduce yourself and invite the youth to introduce themselves to one another.

	 Introduce the panel or meeting youth co-facilitator, if there is one.

	 Review, again, the purpose and anticipated audience for the meeting.

	 Review, again, the reason these youth have been invited and their role(s).

	 Review the agenda and each topic area in detail, helping the youth identify issues they may want 

to raise during the meeting.

	 Invite each youth to share his or her thoughts, ideas, and suggestions for the presentation.

	 Assess the need for and schedule, as needed, follow-up planning calls to ensure the youth are as 

prepared and comfortable as possible.

	 Describe who might be in the audience (e.g., government officials, treatment and service 

providers and practitioners, press).

	 Discuss how to dress for the event. 

	 Answer any questions related to event, travel arrangements, and other processes.

	 Provide a contact number for questions or concerns that may arise during preparation.

Make all travel arrangements.

	 Advise the youth and supportive adult of deadlines for making travel arrangements, and give 

them the travel agent’s contact information.

	 Provide the travel agent with information about how to reach the youth and supportive adult 

during non-school or work hours and any relevant details (e.g., they will need a hotel room at 

the airport the night before an early departure, because they live many hours from the airport; 

arrange with the hotel to avoid asking for a credit card for incidentals, if needed).

	 Request that the travel agent copy you on reservations for information that is to be included in 

the Travel Information Form.

	 Arrange and prepay ground transportation between the airport or train station and hotel (the 

youth may not have a credit card or enough cash to pay for a taxi).

	 Ensure, either directly with the hotel or through the meeting contractor, that the hotel will not 

require a credit card or debit card for check-in (the meeting contractor or the supportive adult 

may have to assume responsibility in the event of damages; e.g., someone smokes in the room or 

breaks a lamp).

	 Secure an emergency contact for the youth and supportive adult in the event one is needed 

during travel (e.g., missed or cancelled flights, illness).

	 Send the youth and supportive adult their personal logistical information in one combined Travel 

Information Form.

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During the Event

Upon arrival, convene an informal and 

comfortable meeting.

	 Check in on the youth’s travel experience and 

respond to any challenges that may have arisen.

	 Provide the youth with per diem in cash 

equivalent form, if applicable (i.e., American 

Express gift or Visa cash cards that can be used as 

cash while they are traveling).

	 Review any changes or updates to the agenda, 

audience, etc.

	 Review key expectations as articulated in the Youth Engagement Agreement.

	 Discuss specific roles, presentations, anticipated discussions, and any other activities. 

	 Help formulate key points the youth wants to make. 

	 Provide materials in order for him or her to make notes to use during the meeting.

	 Facilitate discussion about any possible differences or disagreements the youth may have about 

the issues they will be discussing—make sure these don’t catch them by surprise during their 

presentation. Help them develop strategies for managing their differences or “agreeing to 

disagree” in ways that preserve everyone’s dignity.

	 Address any personal challenges (e.g., anxiety). 

Before the presentation or meeting:

	 Take the youth to see the room in which he or she will be presenting.

	 Introduce the youth to audio-visual staff and make sure he or she is comfortable with 

microphones, lights, laptop, LCD projectors, and so on.

	 Introduce the youth to time keepers and make sure he or she can see the cue cards.

	 Introduce the youth to the session’s facilitator.

	 Ensure the youth’s supportive adult and/or designated staff are where the youth expects them 

to be and that they understand cues from one another (e.g., youth should speak louder or youth 

needs a break).

During the presentation or meeting:

	 Request presenters, facilitators, and participants refrain from using acronyms. 

	 Advise facilitators to allow sidebars and avoid calling attention to them. Either sit with the 

youth or be sure someone is close by who can explain context and answer his or her questions 

throughout the proceedings.

	 Check in with the youth during breaks to answer questions and respond to his or her needs.

After the presentation or meeting:

	 Help the youth avoid difficult or inappropriate questions 

(e.g., from audience members, press).

	 Introduce the youth to individuals with whom he or she 

may network in the future (e.g., to build his or her own 

skills or to speak at other events).

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Before the youth departs for home:

	 Thank the youth for his or her participation, reminding him or her of its value to the meeting 

participants and to SAMHSA.

	 Provide honorarium or stipend in the requested format.

	 Provide the Youth Feedback Form with pre-addressed, stamped envelope. 

	 Ensure the youth has all necessary travel plans and information to travel home.

After the Event

Convene a follow-up call at a convenient time 

(i.e., not during school or work hours).

	 Provide feedback to the youth presenters, 

highlighting points they got across and the value 

they added to the event.

	 Ask for and listen to their feedback, concerns, and 

recommendations.

	 Help them identify areas for improvement for 

future presentations.

Provide a letter or certificate of appreciation.

	 Include a thank-you letter or certificate of 

appreciation with a descriptive paragraph of the 

youth’s contribution (i.e., a descriptive paragraph 

that might be included in his or her resume).

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Tool 2: Youth Engagement Agreement

The Youth Engagement Agreement (YEA) is a non-binding document that clearly outlines 

the roles, responsibilities, and obligations as agreed upon by the youth and government 

representative. The YEA offers an opportunity to specify the honorarium or stipend to be 

paid to the youth for his or her participation; expenses that will be covered (e.g., lodging, 

ground transportation, meals); and how each will be paid (e.g., hotels directly billed to the 

contractor, checks issued before or after a meeting, cash provided on site). Further, the YEA 

is a vehicle to allow the youth to document how his or her name is to be used in any public 

documentation and the gender by which he or she prefers to be referenced. The YEA can also 

be referenced, as needed, throughout the engagement to ensure complete understanding of 

roles and responsibilities and provide a record of important contact information.

It is recommended the government representative complete this with the youth and his or 

her supportive adult early in the engagement. See Appendix B for a printable version of the 

Youth Engagement Agreement.

Youth Engagement Agreement

An agreement between the youth participant and a government representative, which may be either a 

SAMHSA employee or contractor, as determined by the meeting planners.

This document represents the agreements made between the youth participant and the government agency/

representative for a particular event. Since events often differ it is important to do an agreement for each 

event separately. The government representative should review with the youth participant the information 

contained within this agreement. 

John King

[Name of Youth or Young Adult]

and 

Brad Jones, Government Contractor

[Government Representative and Agency]

for

Youth Summit

[Name of Meeting or Event]

Atlanta, GA - July 7th & 8th

[Location and Dates of Meeting or Event]

Important Note to Youth Participant

This is a nonbinding (i.e., not legal) agreement about your participation in a government-sponsored event. 

This is a reference document to record the agreements between you and the government representative. 
13

Confidentiality Notice

Information you share during this meeting or in your presentation will not be confidential. Confidential 

means that something will be kept secret. Carefully consider what information about your life experiences 

you will share. A guide about strategic sharing will be provided to help you think about this and make 

careful decisions about what to share. If at any time you feel you do not want to share something, do not. 

You are not obligated to answer any questions about your personal story. 

Ask the government representative for clear details. 

	Who will hear what I have to say?

	What recording will be made (e.g., meeting notes, video)?

	What documentation of my participation will exist (e.g., meeting announcements, webinars, 

agendas, photographs)?

The Agreements

SAMHSA is committed to ensuring that youth who participate in agency-sponsored events have a 

meaningful and safe experience, and are well informed, logistically supported, and well prepared. In order 

to achieve this goal, it is suggested that the government representative and the youth participant consider 

and adhere to the following.

In general, the government representative will:

	Explain the meeting’s purpose, agenda, audience, location, and dates

	Explain options for a supportive adult to accompany you 

	Provide information to help you prepare, including:

o Guidance about strategic sharing

o Guidance about travel

o An Individual Support Plan template

	Explain how information gathered during the event will be used

	Provide (if requested) your supportive adult with the costs of registration, travel, lodging, and per 

diem (i.e., money to cover meals and incidental expenses) for the event

	Secure your emergency contact in the event there are problems such as delayed flights

	Provide you with travel, lodging, and per diem (i.e., money to cover meals and incidental 

expenses) for the event

	Provide you with a stipend or honorarium (i.e., payment for your services) in the amount of 

$___________________________

	Help you prepare to participate by hosting planning calls, sending materials and information 

about the event, etc.

	Be available to you during the event

	Debrief with you after the event

In general, the youth or participant will:

	Request to have my name listed as _________________________________________________

________________, both during the event and in documents and reports that could be made 

available on the Internet

	Request to be referred to as (preferred pronoun) ___________________________________, both 

during the event and in documents and reports that could be made available on the Internet

500

J. King, Youth Advocate

He/Him/His
14

	Participate in planning calls with the government representative and any other presenters as 

requested

	Attend to personal well-being and use an Individual Support Plan (sample template provided)

	Not engage in anything illegal while traveling for and participating in this event

	Show respect for the views and opinions of others and use professional conduct

	Provide feedback to the government representative about the experience after the event is over

 Important Contact Information:

Youth Participant’s Address, Email, and Phone

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

John King, 123 Main Street

John.King@email.com

(555) 555-5555

Parent or Legal Guardian’s Address, Email, and Phone, if applicable

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

Mr. Phillip King, 123 Main Street

Phillip.King@email.com

(555) 555-5555

Government Representative’s Agency, Name, Address, Email, and Phone

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

Brad Jones, Government Contractor

Brad.Jones@email.com

(555) 555-1236

Travel Agent’s Name, Agency, Address, Email, and Phone

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

Sherri Smith, Travel One

Sherri.Smith@email.com

(555) 555-0199

Other Relevant Persons’ Names, Roles, Addresses, Emails, and Phones

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

Aunt Jane

Supportive Adult

123 West Avenue

Aunt.Jane@email.com

(555) 555-4567

It is recommended that copies of this completed form be kept by the youth participant, the 

government representative, and the supportive adult, if applicable.
15

Tool 3: Individual Support Plan

The Individual Support Plan (ISP) template contains the six essential elements of a safety 

plan and was developed in collaboration with youth advocates. According to the National 

Suicide Prevention Lifeline, the six elements that should be included are: (1) known 

warning signs; (2) known coping strategies; (3) contact information for social relationships 

that may help to support the youth and/or deter a crisis; (4) contact information for a family 

member or friend who may help to resolve or de-escalate a crisis; (5) contact information 

for treatment and service providers and practitioners; and (6) how to maintain a safe 

environment. 

It has become common practice to encourage people with mental and/or substance 

use disorders to develop safety or support plans in order to proactively prevent or 

minimize the impact of any emotional crisis. Speaking about one’s personal experiences, 

especially painful ones, or listening to others’ experiences can create extreme emotional 

vulnerability. For example, sharing personal details about one’s suicide attempt, talking 

about experiences of discrimination, or describing one’s struggle with sobriety may include 

memories that are traumatic or may trigger emotional crisis. Public speaking is already 

considered to be stress inducing for most people, so consider the added pressure youth 

may experience in addressing such personal and possibly painful topics. 

While the youth’s use of the ISP template is optional, it is recommended that the 

government representative provide the youth with a copy and encourage him or her to 

complete the ISP with his or her parent or supportive adult. See Appendix C for a printable 

version of the Individual Support Plan.

Individual Support Plan

Important Note to Youth Participant

This is an optional but highly recommended tool for you and your parent or supportive adult to use to 

prevent or resolve any challenges that may occur while traveling or participating in the governmentsponsored activity. This plan is intended to help you support and promote your own social and emotional 

well-being. The information in this plan is strictly for your own use and does not need to be submitted to 

SAMHSA or any other government agency representative.

My Warning Signs and Coping Strategies

What are my warning signs that tell me my well-being may 

be of concern? Examples might be feeling anxious, having 

difficulty breathing, or experiencing disturbing thoughts. What 

can I or someone else do to help me? Make a list of these signs 

and strategies below.
16

My Warning Signs My Coping Strategies

Or Best Ways to Relieve Warning Signs

How Can Someone Else Help Me?

Who Can I Reach Out To?

Feeling agitated Taking a walk Texting my onsite supportive 

adult and asking him or her to 

walk with me

Nervously shaking 

my leg

Being allowed to leave the situation 

for a few minutes and talking to my 

supportive adult

Having the opportunity to call 

and talk to my peer support 

provider back home

Who can give me support, hang out with me, or help keep me in a safe environment (e.g., take a walk, 

watch a movie, stay sober with me)?

 Before I travel to the event

Name Contact

Lisa (friend I trust) (555) 555-9876 or

FaceTime at Lkidstar@email.com

Mr. Anderson (my counselor) (555) 555-9090

Eric (my peer support provider) (555) 555-4891

While I am at the event

Name Contact

Aunt Jane (supportive adult) (555) 555-4567

Juan (co-presenter) (555) 555-1347

Lisa (friend I trust) (555) 555-9876 or

FaceTime at Lkidstar@email.com

After I travel home from the event

Name Contact

Mr. Anderson (my counselor) (555) 555-9090

Eric (my peer support provider) (555) 555-4891

Phillip King (father) (555) 555-5555

Who can help me resolve a crisis?

Before I travel to the event

Name Contact

Brad Jones (government representative) (555) 555-1236

Mr. Anderson (my counselor) (555) 555-9090

Eric (my peer support provider) (555) 555-4891

While I am at the event

Name Contact

Aunt Jane (supportive adult) (555) 555-4567

Eric (my peer support provider) (555) 555-4891

Lisa (friend I trust) (555) 555-9876 or

FaceTime at Lkidstar@email.com
17

After I travel home from the event

Name Contact

Mr. Anderson (my counselor) (555) 555-9090

Eric (my peer support provider) (555) 555-4891

Phillip King (father) (555) 555-5555

Which treatment and service providers or practitioners can I use, if needed?

Before I travel to the event

Name & Agency Contact

SAMHSA’s suicide hotline 1-800-273-TALK (8255)

Mr. Anderson (my counselor) (555) 555-9090 

While I am at the event

Name & Agency Contact

SAMHSA’s suicide hotline 1-800-273-TALK (8255)

Mr. Anderson (my counselor) (555) 555-9090 

After I travel home from the event

Name & Agency Contact

SAMHSA’s suicide hotline 1-800-273-TALK (8255)

Mr. Anderson (my counselor) (555) 555-9090 

What are important places or experiences for me to avoid in order to protect my well-being (e.g., 

hotel bar, heavily crowded rooms)?

 Before I travel to the event

Places or Experiences to Avoid 

Seeing my extended family, as that can be difficult for me and can often cause me to be 

triggered.

While I am at the event

Places or Experiences to Avoid 

Hotel bar or places where peers may be drinking, as I am currently in recovery. 

After I travel home from the event

Places or Experiences to Avoid

I should give myself a day to recover and not go straight back to work, as I will likely need a 

day to rest. I should request this day off in advance.
18

Tool 4: Strategic Sharing

Strategic Sharing is a documented process of how to effectively tell a personal story in a 

safe and productive manner. The National Foster Youth Advisory Council, a project of the 

Child Welfare League of America, first developed the concept in 2000. Several guides have 

been published: the first by Casey Family Programs and Foster Care Alumni of America 

and another by the National Resource Center for Youth Development in collaboration with 

Foster Club. The one provided with this packet is called the Strategic Sharing Workbook.2

This Guidance recommends that the government representative carefully review this easyto-read workbook to gain deeper insight into the importance of giving the youth sufficient 

advance notice about a presentation or an event; about helping him or her to prepare; and 

about steps that can be taken to help the youth have a safe and healthy experience. The 

workbook also provides ideas about what information can be shared with the youth’s copresenters or presentation facilitators in order to support his or her personal choices about 

what information he or she is willing to talk about and with whom. 

This Guidance also encourages government 

representatives to provide the youth with a copy of the 

workbook to review and complete in preparation for 

the event. The completed booklet is solely for the use 

and benefit of the youth participant and should not be 

shared with the government representative.

A copy of this workbook can be found at 

http://www.pathwaysrtc.pdx.edu/pdf/

pbStrategicSharingGuide.pdf
19

Tool 5: Travel Information Form

The Travel Information Form, to be completed by the government representative and given 

to the youth and his or her supportive adult, if necessary, provides an easy-to-use reference 

document for the youth to carry while traveling. The template details travel reservations 

and important contacts that may be needed while traveling. See Appendix D for a printable 

version of the Travel Information Form.

Travel Information Form

Important Note to Youth Participant

This is provided for your easy reference. Please be sure to confirm these details with your official travel 

documents (i.e., airline itinerary, boarding passes, etc.). It is a good idea to carry this with you and to leave a 

copy with someone at home.

HELPFUL CONTACTS

If you have a problem during travel, such as a cancelled flight, contact:

Name: Sherri Smith

Agency: Travel One

Phone Number: (555) 555-0199

If you have a problem while checking into the hotel, contact:

Name (note: this should be someone who can be onsite, if needed): Brad Jones

Agency: Government Contractor

Phone Number: (555) 555-1236

If you have a problem while at the event, contact:

Government Representative - Name and Number: Brad Jones (555) 555-1236

Event Planner - Name and Number: Jessica Freeman (555) 555-1238

Co-presenter (1) - Name and Number: Juan Ortiz (555) 555-1347

Co-presenter (2) - Name and Number: Cathy Park (555) 555-1342
20

TRAVEL TO THE EVENT

Long-Distance Travel

Airport or Train Station: Chesapeake International Airport

Airline or Train Name: Bay Area Airlines

Airline or Train Reservation Number: 1200

Boarding Time: 5:10 p.m.

Departure Time: 5:40 p.m.

Arrival Time: 7:10 p.m.

Connections, if any

Connecting Flight or Train Name and Number: Northline Air

Boarding Time: 7:56 p.m.

Departure Time: 8:26 p.m.

Arrival Time: 10:42 p.m.

GROUND TRANSPORTATION OPTIONS

Subway

Subway or Metro Name: Uptown Line

Where to Board: Airport Station

Where to Get Off: 52nd Street Station

How to Pay: Cash per diem

Cab or Taxi

Where to Board: Cab pick-up area by Terminal 3

Where to Get Off: Hotel address (867 South Hotel Avenue, Atlanta, GA)

How to Pay: Visa cash card per diem

Private Car or Pre-Paid Ride

Who to Meet: Brad Jones (555) 555-1236

Where to Meet: Gate 1 exterior exit doors

HOTEL

Hotel Name: City Conference Hotel

Address: 867 South Hotel Avenue, Atlanta, GA Phone: (555) 555-1768

Your Reservation Number: 102-6874-599F

Your Room is Being Billed To: Government Contractor credit card (prepaid)

Type of Room Requested: Two single beds, non-smoking
21

TRAVEL FROM THE EVENT

Long-Distance Travel

Airport or Train Station: Sunbelt International Airport

Airline or Train Name: Northline Air

Airline or Train Reservation Number: 855

Boarding Time: 8:00 a.m.

Departure Time: 8:30 a.m.

Arrival Time: 10:52 a.m.

Connections, if any

Connecting Flight or Train Name and Number: Bay Area Airlines

Boarding Time: 11:49 a.m.

Departure Time: 12:19 p.m.

Arrival Time: 1:56 p.m.

 

GROUND TRANSPORTATION OPTIONS

Subway

Subway or Metro Name: Green Line

Where to Board: Airport bus stop by Terminal 1

Where to Get Off: Downtown transfer station

How to Pay: Cash per diem

Cab or Taxi

Where to Board: Cab pick-up area by Terminal 2

Where to Get Off: Youth’s home address (123 Main Street)

How to Pay: Visa cash card per diem

Private Car or Pre-Paid Ride

Who to Meet: Express Ride Airport Shuttle

Where to Meet: Bay Area Airlines shuttle pick-up area by Terminal 2
22

Tool 6: Travel Guide

The Travel Guide from the Youth Leadership Toolkit3 is a comprehensive resource for anyone 

without extensive travel experience. It covers a wide variety of information, including: what 

kind of identification to carry, how to pack, what to know about TSA rules and regulations, 

and how to tip. The guide also includes a useful glossary of terms. The government 

representative should be familiar with its contents; should give the guide to the youth and 

supportive adult; and should review relevant components to ensure the youth’s complete 

preparation to travel. A copy of this workbook can be found at: http://youth.gov/federal-links/

youth-leadership-toolkit-travel-guide
23

Tool 7: Youth Feedback Form

The Youth Feedback Form can be used to gather information about how prepared and 

supported the youth participant felt during the event. Use of this optional form can 

help government representatives improve youth engagement strategies and tools. See 

Appendix E for a printable version of the Youth Feedback form.

Youth Feedback Form

Important Note to Youth Participant

This form is for you to tell us how prepared and supported you felt to 

participate in this meeting. You are not required to write your name on this 

form. Every effort will be made to ensure your anonymity.

Meeting Name:

Today’s Date:

Check the box that best states how you do or do not agree with each statement. 

You may add comments at the end of the next page.

Strongly 

Agree Agree Disagree Strongly Disagree

Does not

apply to 

me

Overall Impressions

Overall, I am satisfied with my experience with this 

meeting.

I had the opportunity to participate in discussions.

I felt my experience and expertise were useful to 

this meeting.

I felt I was respected and that the other people 

listened to me.

I felt I made a difference in this meeting.

I learned new information and/or skills during this 

experience.

About the Resource Packet and Preparation

I was given enough information and help preparing 

for this meeting.

The government representative clearly explained 

my role to me.

The resource packet was useful to me. 

Youth Engagement Agreement

The government representative clearly explained 

the agreement to me before I signed it.

The government representative clearly explained 

what was expected of me in this meeting.

I had a chance to ask questions about the 

agreement and about what was expected of me.

The purpose of this section is to gain feedback from 

youth participants on how they felt their participation 

had an impact on the meeting/event. In addition, it also 

provides some guidance on how we might improve the 

meeting facilitation, so we can better ensure that youth 

feel heard and valued.

This section will help provide feedback on how the 

government representative did in providing the youth 

with the resources they needed, and if any gaps might 

exist. 

This section will capture the feedback on how well the 

information was conveyed to the youth participant 

about expectations and responsibilities. 
24

Individual Support Plan Template

The government representative clearly explained 

how to use the Individual Support Plan.

I helped create my support plan.

My supportive adult helped me develop my 

support plan.

I feel the Individual Support Plan was useful.

Travel 

It was easy to plan my travel with the government 

representative or travel agent. 

The government representative or travel agent 

gave me good directions about who to call if 

there were any problems while I was traveling (for 

example, if my flight was delayed).

I encountered problems while traveling. (Please tell 

us about the problems on the bottom of this page.)

It was easy to check into my hotel.

I was given per diem (e.g., an allowance for 

meals and incidental expenses) in a way I could 

immediately use.

Is there anything else you want to tell us?

Though not a requirement, the Support Plan Template 

is a very useful tool in ensuring that the youth has a safe 

and meaningful participation experience. This section 

allows us to review how well this tool was explained to 

the youth and how it was used. 

Travel logistics can be difficult to anyone but can often 

times be more challenging to those with less travel 

experience. This sections allows us to gather feedback 

on the travel logistics and identify if there were any 

problems. 

This space provides the participant the opportunity to explain in detail any issues or gaps that need to be 

addressed. 
25

IV. Tips for Supportive and Meaningful Youth Engagement:

Before, During, and After the Event4

General Tips

When working with youth advocates it is important 

to understand some key information. First and 

foremost, youth need to be respected as having 

a unique culture. Second, youth that are sharing 

personal information and their histories must do it 

in a way that ensures their safety. Third, youth voice 

should be heard any time decisions are being made 

that affect them. Fourth, one must remain objective 

when working with youth. Finally, the events in 

which youth are participating should provide them 

with new skills that benefit their educational and 

professional development.

Tip 1: Understand the culture of youth.

Youth who become young advocates are often 

of transition age and are trying to become more 

independent. This means they might not ask for 

all the support they really need. Many times youth 

that have been through the system have been hurt 

by adults in their lives—not just their parents. As 

such, they might be scared or even defensive about 

opening up to you or helping you advocate for a 

certain cause. In addition, even though youth often 

experience similar situations, it does not mean it 

affects them all in the same way. One youth might 

handle a situation with ease whereas another youth 

might need more supports. 

Tip 2: Remember the youth’s sense of safety.

A youth may have shared his or her story with you, 

but he or she still might not be ready to share it 

with the rest of the world. Adults should respect the 

wishes of youth who may not be ready to share such 

personal details about their lives. Adults sometimes 

pressure youth to speak at events and this makes 

youth feel like the adults are relying on them to 

speak, and the youth feel guilty if they do not want 

to participate. As adult supporters, it is best to 

provide opportunities, but not pressure. Believe 

it—youth want to have their voices heard, but only 

when they feel comfortable and ready to share. 

Keep in mind that youth do not all grow physically 

or emotionally at the same rate, so one’s willingness 

and ability to share should not be compared to that 

of another youth. 

Tip 3: Understand when and why youth voices 

should be heard.

Youth must have opportunities to be heard when 

any decision about their lives is being made or 

discussed. Youth should have a platform from which 

to speak when policymakers are talking about laws 

and regulations that will have an impact on their 

lives; when a provider is developing/evaluating a 

program or procedure; and when adults who have 

authority over their lives meet to discuss plans. 

Youth should also have the opportunity to help 

improve the quality of services they receive from 

adults. For example, when new youth workers are 

being trained on how to work with youth who have 

experienced a child-serving system, those youth 

workers need to hear from a youth who has lived 

experience in that system.

Tip 4: Remain objective.

It is important to remain objective when working 

with youth advocates. You should not underestimate 

their experiences, compare one youth’s experience 

with that of another youth, or see these experiences 

as insignificant on any level. Many adult advocacy 

groups will select the best speaker or the youth 
26

with the most horrific story to speak at their training 

or event. Doing this does not provide a complete 

picture of the changes that need to be made, but 

only gets support for the issues that the speaker 

faced. In addition, another youth may not have had 

the same growing opportunities as the speaker and 

thus may not be as prepared or effective in sharing 

his or her story. However, this does not make the 

youth’s experience and input any less valuable. 

Another issue that dramatically affects youth is when 

other people tell stories about them. Sometimes 

parents or providers want to share how difficult 

things were for them as they were raising or 

working with a particular youth. This can provide 

others with a skewed view of that youth because 

people, including adults, can sometimes exaggerate 

experiences. 

Lastly, realize that although this population of 

youth has been through some horrific experiences 

and needs your support, they do not need your 

pity. Many of the stories that you will hear from 

youth advocates are sad and emotionally difficult 

to process. Be sure to tell youth how proud and 

impressed you are about what they have overcome, 

but do not tell them how sorry you were that it 

happened to them. 

Tip 5: Provide opportunities for personal growth. 

The event in which youth advocates participate 

should provide them with an opportunity to 

develop new skills that will help them in school 

or in the workforce. It should also provide them 

with a chance to build their professional network. 

Providing these opportunities for youth will help 

them get into better schools or obtain better jobs. 

Ensuring that youth grow from their advocacy 

experience will provide them with a better chance 

for a positive outcome in life. 

One of the ways that you can help is to provide 

youth with business cards that contain their name 

and email address. You can also introduce youth to 

key adults, like youth group coordinators or college 

professors. These adults can help youth advocates 

find more opportunities for success and personal 

growth. 

Sometimes a youth will share stories and 

experiences about what is currently happening to 

him or her. For example, a youth could talk about 

not being allowed visitation with family members at 

his or her residential treatment center or not having 

access to health insurance. Adults in the room have 

a responsibility to act upon these stories to make 

sure that the youth’s needs are being met. Do not 

let the youth advocate leave the room without 

providing him or her with the necessary help. Many 

adults think that the event coordinator has this issue 

under control, but the bottom line is: if you can help, 

you have a responsibility to help. 

Tips for Before the Event

Supporting a youth begins long before the actual 

event, meeting, or activity. The resources and tools 

listed in Section II provide the steps and information 

that need to be considered; however, there are 

various nuances that should be considered when 

supporting meaningful youth engagement.

Tip 1: Establish a trusting relationship. 

This can only happen if the youth is given all of the 

information he or she may need in an open and 

honest way. The government representative must 

demonstrate concern for the youth’s well-being 

and preferences while clearly articulating the rules, 

procedures, and specific reasons his or her input is 

being sought for the particular event, meeting, or 

activity. For example, if a meeting around residential 

treatment settings may benefit from input from 

discussion of a youth’s experiences specifically 

as they relate to the LGBTQ community, the 

government representative should ask the youth if 

he or she is comfortable talking about those specific 
27

experiences. While a government representative 

cannot access or request information about the 

Individual Support Plan, it is important to offer the 

opportunity for the youth to share anything he or 

she thinks would be helpful (e.g., questions he or 

she may have concerns about or situations he or she 

might want help avoiding).

Tip 2: Arrange any per diem beforehand. 

The need for any up-front cash per diem should be 

determined before the youth begins travel. In cases 

where a youth requests an up-front per diem, this 

should be provided as soon upon arrival as possible. 

Ensure it is in a form the youth can immediately use. 

That is, rather than a check, the per diem might be 

in the form of an American Express gift card or Visa 

cash card. 

Tip 3: Help youth develop coping skills. 

Help youth develop coping skills so they can better 

handle difficult situations that may arise at the event. 

Sometimes audience members ask difficult or even 

offensive questions. Let the youth speakers know 

they are not obligated to respond to such questions. 

Sharing their story can often bring up painful 

memories that might cause a youth to “break down.” 

You should have a plan in place in case this happens. 

Help youth determine if they need a supportive 

person at the meeting, who that person should be, 

and when this person needs to step in. 

Tips for During the Event

For the youth, the “event” begins the moment 

he or she leaves home and, therefore, includes 

any transportation to and from the event and 

any lodging while on site. The government 

representative can provide valuable support by 

coaching relevant travel agents and event planners 

in the unique characteristics regarding youth and 

specific strategies to address any challenges or 

concerns. 

Tip 1: Assist with hotel reservation and check-in.

Hotel reservations can be arranged so that the 

youth can check in with only a photo ID. The usual 

credit card request to cover incidentals can be 

avoided if the event planner has guaranteed the 

room and given the hotel clear instructions. Some 

youth do not have a personal credit card that can 

be used in such instances and being asked for one 

can cause stress, embarrassment, or other adverse 

reactions. To avoid undue stress on everyone, it is 

important to ensure that either the event planner or 

some other adult is on site or can be easily reached 

by the youth to resolve any issues during travel and 

hotel check-in. 

Tip 2: Check in with youth once they arrive. 

Once you have the youth speaker/presenter fully 

checked in, take this opportunity to go over some 

on-site preparations. Ask the youth how he or she is 

feeling before the speech or panel takes place, and 

remind him or her of the purpose of the event and 

his or her role in it. Help the youth review his or her 

speech or talking points, and make sure that he or 

she speaks it aloud several times. 

Tip 3: Continue to be a source of support for 

the youth. 

Because you adequately prepared the youth prior 

to the event, you will know when to take over if 

the youth needs you to, and you will know when 

you need to give him or her room to express his or 

her thoughts. Therefore, pay close attention to the 

youth’s verbal and nonverbal cues while he or she 

is speaking. If someone asks the youth a difficult 

question, let the youth know that he or she does 

not have to answer, or help redirect the question for 

the youth. 
28

When people are nervous and/or have been talking 

for a while, their mouths have a tendency to get dry, 

so be sure to provide the youth with water during 

the event. In addition, make sure tissues are on 

hand. If the youth needs a break, make sure he or 

she gets it.

Tip 4: Encourage discussion with the youth 

during the event. 

In the case of a meeting, check in with the youth 

to make sure he or she understands what is being 

discussed. Keep in mind that the vernacular may be 

above the youth’s comprehension, so you may need 

to rephrase something or break it down in language 

the youth can understand. Making sure the youth 

is aware of what is being discussed will prevent the 

youth from being just a token presence.

Tip 5: Support the youth during their speaking 

engagement.

Another helpful support for the youth during his or 

her speech is when you, or someone you designate, 

can be a timekeeper and signal giver. Even though 

you have practiced the youth’s speech with him 

or her, sometimes time can get off track during a 

speech; the youth might start talking faster and 

need to slow down, or need to speak louder; or time 

could start to go over if the youth, judging by the 

audience’s cues, wants to elaborate on something. 

Give the youth a hand signal so that he or she 

knows to slow down or speak up, or as a 5-minute 

warning and a 2-minute warning, which will let him 

or her know when to start wrapping up the speech. 

If it is a longer speech, give the youth a 10-minute 

warning as well.

Tip 6: Check in with the youth after the speaking 

engagement.

Support the youth after he or she gives the speech 

or after the meeting ends, when adults approach 

the youth to speak. Sometimes adults will take 

this opportunity to ask questions that they were 

not comfortable with asking in front of the rest of 

the audience, and the youth may need your help 

with fielding these. In addition, don’t let the youth 

get pulled into a lengthy side conversation with 

someone. Some audience members may want to 

maintain contact with the youth, so act as the liaison 

for this networking opportunity.

Tips for After the Event

Even though the event may have ended, the 

government representative’s support for the youth 

has not. Following up with the youth can be just 

as, if not more, important as the preparation for 

and support during the event. By closing any loose 

ends and allowing the youth space for reflection, 

the government representative can help ensure the 

meaningfulness of the youth’s engagement. 

Tip 1: Schedule a time to debrief with the youth. 

Debriefing is important for any speaker or 

participant, and is especially important for youth 

with lived experience of mental and/or substance 

use disorders. Be in touch with the youth as soon 

as possible after the event. Thank him or her 

for participating, praise the youth’s efforts, and 

underscore the value of his or her engagement. 

Many times this appreciation could include sending 

a letter of appreciation. Ask the youth, if you have 

not already done so, to complete and return the 

Youth Feedback Form.
29

Tip 2: Check in on the youth’s well-being. 

Check in with the youth a couple of weeks after 

the event to see if he or she needs any possible 

services or supports. If the youth enjoyed the 

experience, he or she may want to do it again, so 

help the youth find other opportunities to aid in 

his or her professional development. Make sure to 

have a conversation with the youth about the end 

results of his or her advocacy work.

Ask: Was the youth comfortable with how the 

event occurred? Did he or she feel adequately 

prepared? Would the youth want to attend more 

events like this? Did the youth come away with 

ideas on other, similar venues where he or she 

would want to speak? What could you as the 

adult supporter have done better or differently? 

This level of follow-up is crucial to ensure that 

the youth doesn’t slip through the cracks or 

experience negative outcomes as a result of being 

essentially tokenized during the whole process. 

Make sure the youth documents the event, in a 

portfolio or in journal entries, which will support 

the youth’s advocacy development.

In the end, the government representative’s 

ability to effectively engage youth will have a 

major impact on both the youth’s experience 

and the valuable perspective the youth brings to 

the event that will help inform future SAMHSA 

efforts. Following the Guidance, and integrating 

the tools and resources into the meeting or 

event protocol, will ensure that youth will feel 

supported, and will allow federal agencies to 

obtain valuable youth perspectives that will lead 

to improved policies, procedures, and systems. 

Endnotes

1 Pittman, K., Martin, S., Williams, A. (2007, July). Core Principles for Engaging Young People in Community 

Change. Washington, D.C.: The Forum for Youth Investment, Impact Strategies, Inc. 

2 Lulow, E. & Federation of Families for Children’s Mental Health. (2012). Strategic Sharing Workbook: 

Youth Voice in Advocacy. Portland, OR: Research and Training Center for Pathways to Positive 

Futures. Retrieved from http://www.pathwaysrtc.pdx.edu/pdf/pbStrategicSharingGuide.pdf

3 Youth Leadership Toolkit. Travel Guide. (2011). National Resource Center for Youth Development. 

Retrieved from https://www.fosterclub.com/article/youth-leadership-toolkit

4 Meaningful Youth Involvement: How to Support Youth Participation in Meetings and Events, National 

Federation of Families for Children’s Mental Health. Rockville: MD. 2011. 
30 30

u

u

u

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V. Appendices

Appendix A: Government Representative Checklist 

Appendix B: Youth Engagement Agreement

Appendix C: Individual Support Plan

Appendix D: Travel Information Form

Appendix E: Youth Feedback Form
31

Appendix A: 

Government Representative Checklist for 

Youth Engagement
32

Youth Engagement Checklist for Government Representative

Before the Event: Invitations and Preparation

Identify and invite youth participants.

	 Identify youth with relevant lived experience and with varied advocacy skill levels (i.e., avoid 

overburdening experienced speakers with multiple invitations; encourage emerging youth 

leaders).

	 Identify an adult in each youth’s life who can support his or her preparation and who will 

accompany the youth to the meeting if the youth is under 18 years of age, or if the youth is 18 

or over and requests such support.

	 Inform the youth and supportive adult about the meeting’s purpose, anticipated audience, 

draft agenda, location, and dates. Include a clear description of the youth’s specific role and 

other expectations (e.g., attend and respond to other parts of the meeting).

	 Clearly detail why the youth has been invited (e.g., to present his or her personal experience, 

not just stories, as someone who has been in foster care, has been in juvenile justice, or 

identifies as LGBTQ; to provide a youth perspective about a policy or practice; to provide 

recommendations about future actions).

Send a “resource packet” to the youth and the identified adult supporter. Include a:

	 Cover letter summarizing the invitation: youth’s role, meeting’s purpose, agenda, audience, 

location, dates, and options for a supportive adult

	 Copy of the Strategic Sharing Workbook (2012), produced by the National Federation of 

Families for Children’s Mental Health and the Research and Training Center for Pathways to 

Positive Futures

	 Copy of the National Resource Center for Youth Development’s Travel Guide (2011)

	 Copy of the Sample Individual Support Plan

	 Copy of the Youth Engagement Agreement

Convene a telephone call with each identified youth and supportive adult at a time that is 

convenient to them (i.e., not during school or work hours) and sufficiently far in advance of 

the meeting or event. During this call:

	 Review the details of the invitation.

	 Reiterate the specific reasons for this invitation and ensure the youth is comfortable sharing his 

or her life experience publicly.

	 Highlight and review the Strategic Sharing Workbook.

	 Facilitate the youth’s preparation for the event (e.g., convene a conference call with four youth 

participants to jointly plan the session, or call each youth individually to discuss the round table 

process and how they will participate).

	 Highlight and review the Travel Guide; assess comfort level and if there are any specific needs.

	 Explain logistical details, to include:

o Honorarium 

	Ask the youth’s preference for how this will be paid (e.g., the youth may not have 

a bank account and would prefer a gift card)

o Per diem 

o How and when to make travel arrangements

	 Highlight and review the Individual Support Plan template.

	 Discuss details and youth options in the Youth Engagement Agreement.

	 Answer questions.
Convene a preparation call with all youth participants at a time convenient to them (i.e., not 

during school or work hours). During this call:

	 Introduce yourself and invite the youth to introduce themselves to one another.

	 Introduce the panel or meeting youth co-facilitator, if there is one.

	 Review, again, the purpose and anticipated audience for the meeting.

	 Review, again, the reason these youth have been invited and their role(s).

	 Review the agenda and each topic area in detail, helping the youth identify issues they may 

want to raise during the meeting.

	 Invite each youth to share his thoughts, ideas, and suggestions for the presentation.

	 Assess the need for and schedule, as needed, follow-up planning calls to ensure the youth are 

as prepared and comfortable as possible.

	 Describe who might be in the audience (e.g., government officials, treatment and service 

providers and practitioners, press).

	 Discuss how to dress for the event. 

	 Answer any questions related to event, travel arrangements, and other processes.

	 Provide a contact number for questions or concerns that may arise during their personal 

preparation.

Make all travel arrangements.

	 Advise the youth and his or her supportive adult of deadlines for making travel arrangements, 

and give them the travel agent’s contact information.

	 Provide the travel agent with information about how to reach the youth and supportive adult 

during non-school or work hours and any relevant details (e.g., they will need a hotel room at 

the airport the night before an early departure, because they live many hours from the airport; 

arrange with the hotel to avoid asking for a credit card for incidentals, if needed).

	 Request that the travel agent copy you on reservations for information that is to be included in 

the Travel Information Form.

	 Arrange and prepay ground transportation between the airport or train station and hotel (the 

youth may not have a credit card or enough cash to pay for a taxi).

	 Ensure, either directly with the hotel or through the meeting contractor, that the hotel will not 

require a credit card or debit card for check-in (the meeting contractor or the supportive adult 

may have to assume responsibility in the event of damages; e.g., someone smokes in the room 

or breaks a lamp).

	 Secure an emergency contact for the youth and supportive adult in the event they are needed 

during travel (e.g., missed or cancelled flights, illness).

	 Send the youth and his or her supportive adult their personal logistical information in one 

combined Travel Information Form.

During the Event

Upon arrival, convene an informal and comfortable meeting.

	 Check in on the youth’s travel experience and respond to any challenges that may have arisen.

	 Provide the youth with per diem in cash equivalent form, if applicable (i.e., American Express 

gift or Visa cash cards that can be used as cash while they are traveling).

	 Review any changes or updates to the agenda, audience, etc.

	 Review key expectations as articulated in the Youth Engagement Agreement.

	 Discuss specific roles, presentations, anticipated discussions, and any other activities. 

	 Help formulate key points the youth wants to make. 

	 Provide materials in order for him or her to make notes to use during the meeting.

33
34

	 Facilitate discussion about any possible differences or disagreements the youth may have about 

the issues they will be discussing—make sure these don’t catch them by surprise during their 

presentation. Help them develop strategies for managing their differences or “agreeing to 

disagree” in ways that preserve everyone’s dignity.

	 Address any personal challenges (e.g., anxiety). 

Before the presentation or meeting:

	 Take the youth to see the room in which he or she will be presenting.

	 Introduce the youth to audio-visual staff and make sure he or she is comfortable with 

microphones, lights, laptop, LCD projectors, and so on.

	 Introduce the youth to time keepers and make sure he or she can see the cue cards.

	 Introduce the youth to the session’s facilitator.

	 Ensure the youth’s supportive adult and/or designated staff are where the youth expects them 

to be and that they understand cues from one another (e.g., youth should speak louder or youth 

needs a break).

During the presentation or meeting:

	 Request presenters, facilitators, and participants refrain from using acronyms. 

	 Advise facilitators to allow sidebars and avoid calling attention to them. Either sit with the 

youth or be sure someone is close by who can explain context and answer his or her questions 

throughout the proceedings.

	 Check in with the youth during breaks to answer questions and respond to his or her needs.

After the presentation or meeting:

	 Help the youth avoid difficult or inappropriate questions (e.g., from audience members, press).

	 Introduce the youth to individuals with whom he or she may network in the future (e.g., to build 

his or her own skills or to speak at other events).

Before the youth departs for home:

	 Thank the youth for his or her participation, reminding him or her of its value to the meeting 

participants and to SAMHSA.

	 Provide honorarium or stipend in the requested format.

	 Provide the Youth Feedback Form with pre-addressed, stamped envelope. 

	 Ensure he or she has all necessary travel plans and information to travel home.

After the Event

Convene a follow-up call at a convenient time (i.e., not during school or work hours).

	 Provide feedback to the youth presenters, highlighting points they got across and the value they 

added to the event.

	 Ask for and listen to their feedback, concerns, and recommendations.

	 Help them identify areas for improvement for future presentations.

Provide a letter or certificate of appreciation.

	 Include a thank-you letter or certificate of appreciation with a descriptive paragraph of the 

youth’s contribution (i.e., a descriptive paragraph that might be included in his or her resume).
Appendix B: 

Youth Engagement Agreement

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Youth Engagement Agreement

An agreement between the youth participant and a government representative, which may be either 

a SAMHSA employee or contractor, as determined by the meeting planners.

This document represents the agreements made between the youth participant and the government 

agency/representative for a particular event. Since events often differ it is important to do an agreement 

for each event separately. The government representative should review with the youth participant the 

information contained within this agreement. 

[Name of Youth or Young Adult]

and 

[Government Representative and Agency]

for

[Name of Meeting or Event]

[Location and Dates of Meeting or Event]

Important Note to Youth Participant

This is a nonbinding (i.e., not legal) agreement about your participation in a government-sponsored event. 

This is a reference document to record the agreements between you and the government representative. 

Confidentiality Notice

Information you share during this meeting or in your presentation will not be confidential. Confidential 

means that something will be kept secret. Carefully consider what information about your life experiences 

you will share. A guide about strategic sharing will be provided to help you think about this and make 

careful decisions about what to share. If at any time you feel you do not want to share something, do not. 

You are not obligated to answer any questions about your personal story. 

Ask the government representative for clear details. 

	Who will hear what I have to say?

	What recording will be made (e.g., meeting notes, video)?

	What documentation of my participation will exist (e.g., meeting announcements, webinars, 

agendas, photographs)?

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The Agreements

SAMHSA is committed to ensuring that youth who participate in agency-sponsored events have a 

meaningful and safe experience, and are well informed, logistically supported, and well prepared. In order 

to achieve this goal, it is suggested that the government representative and the youth participant consider 

and adhere to the following.

In general, the government representative will:

	Explain the meeting’s purpose, agenda, audience, location, and dates

	Explain options for a supportive adult to accompany you 

	Provide information to help you prepare, including:

o Guidance about strategic sharing

o Guidance about travel

o An Individual Support Plan template

	Explain how information gathered during the event will be used

	Provide (if requested) your supportive adult with the costs of registration, travel, lodging, and per 

diem (i.e., money to cover meals and incidental expenses) for the event

	Secure your emergency contact in the event there are problems such as delayed flights

	Provide you with travel, lodging, and per diem (i.e., money to cover meals and incidental 

expenses) for the event

	Provide you with a stipend or honorarium (i.e., payment for your services) in the amount of 

$___________________________

	Help you prepare to participate by hosting planning calls, sending materials and information 

about the event, etc.

	Be available to you during the event

	Debrief with you after the event

In general, the youth or participant will:

	Request to have my name listed as _________________________________________________

________________, both during the event and in documents and reports that could be made 

available on the Internet

	Request to be referred to as (preferred pronoun) ________________________________________

________, both during the event and in documents and reports that could be made available on 

the Internet

	Participate in planning calls with the government representative and any other presenters as 

requested

	Attend to personal well-being and use an Individual Support Plan (sample template provided)

	Not engage in anything illegal while traveling for and participating in this event

	Show respect for the views and opinions of others and use professional conduct

	Provide feedback to the government representative about the experience after the event is over

 
Important Contact Information:

Youth Participant’s Address, Email, and Phone

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

Parent or Legal Guardian’s Address, Email, and Phone, if applicable

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

Government Representative’s Agency, Name, Address, Email, and Phone

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

Travel Agent’s Name, Agency, Address, Email, and Phone

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

Other Relevant Persons’ Names, Roles, Addresses, Emails, and Phones

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

It is recommended that copies of this completed form be kept by the youth participant, the 

government representative, and the supportive adult, if applicable.

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Appendix C: 

Individual Support Plan

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Individual Support Plan

Important Note to Youth Participant

This is an optional but highly recommended tool for you and your parent or supportive adult to use to 

prevent or resolve any challenges that may occur while traveling or participating in the governmentsponsored activity. This plan is intended to help you support and promote your own social and emotional 

well-being. The information in this plan is strictly for your own use and does not need to be submitted to 

SAMHSA or any other government agency representative.

My Warning Signs and Coping Strategies

What are my warning signs that tell me my well-being may be of concern? Examples might be feeling 

anxious, having difficulty breathing, or experiencing disturbing thoughts. What can I or someone else do to 

help me? Make a list of these signs and strategies below.

My Warning Signs My Coping Strategies

Or Best Ways to Relieve Warning Signs

How Can Someone Else Help Me?

Who Can I Reach Out To?

Who can give me support, hang out with me, or help keep me in a safe environment (e.g., take a walk, 

watch a movie, stay sober with me)?

 Before I travel to the event

Name Contact

While I am at the event

Name Contact

After I travel home from the event

Name Contact

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Who can help me resolve a crisis?

Before I travel to the event

Name Contact

While I am at the event

Name Contact

After I travel home from the event

Name Contact

Which treatment and service providers or practitioners can I use, if needed?

Before I travel to the event

Name & Agency Contact

While I am at the event

Name & Agency Contact

After I travel home from the event

Name & Agency Contact
What are important places or experiences for me to avoid in order to protect my well-being (e.g., 

hotel bar, heavily crowded rooms)?

 Before I travel to the event

Places or Experiences to Avoid 

While I am at the event

Places or Experiences to Avoid 

After I travel home from the event

Places or Experiences to Avoid

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 You may want to edit and clip this wallet card to keep with you at all times.

To locate help wherever you are:

National Suicide Prevention Hotline

A SAMHSA-sponsored 24-hour suicide 

prevention hotline

1-800-273-TALK (8255)

www.suicidepreventionlifeline.org

Alcoholics Anonymous

Find local meetings and resources through 

their national website

www.aa.org

Narcotics Anonymous

Find local meetings and resources through 

their national website

www.na.org

Hotel where I am staying

Name:

Address:

Phone:

Government Representative

Name:

Phone:

Email:

Parent or Supportive Adult

Name:

Phone:

Email:
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Appendix D: 

Travel Information Form
Travel Information Form

Important Note to Youth Participant

This is provided for your easy reference. Please be sure to confirm these details with your official travel 

documents (i.e., airline itinerary, boarding passes). It is a good idea to carry this with you and to leave a copy 

with someone at home.

HELPFUL CONTACTS

If you have a problem during travel, such as a cancelled flight, contact:

Name:

Agency:

Phone Number:

If you have a problem while checking into the hotel, contact:

Name (note: this should be someone who can be onsite, if needed):

Agency:

Phone Number:

If you have a problem while at the event, contact:

Government Representative - Name and Number:

Event Planner - Name and Number:

Co-presenter (1) - Name and Number:

Co-presenter (2) - Name and Number:

TRAVEL TO THE EVENT

Long-Distance Travel

Airport or Train Station:

Airline or Train Name:

Airline or Train Reservation Number:

Boarding Time:

Departure Time:

Arrival Time:

Connections, if any

Connecting Flight or Train Name and Number:

Boarding Time:

Departure Time:

Arrival Time:

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GROUND TRANSPORTATION OPTIONS

Subway

Subway or Metro Name:

Where to Board:

Where to Get Off:

How to Pay:

Cab or Taxi

Where to Board:

Where to Get Off:

How to Pay:

Private Car or Pre-Paid Ride

Who to Meet:

Where to Meet:

HOTEL

Hotel Name:

Address: Phone:

Your Reservation Number:

Your Room is Being Billed To:

Type of Room Requested:

TRAVEL FROM THE EVENT

Long-Distance Travel

Airport or Train Station:

Airline or Train Name:

Airline or Train Reservation Number:

Boarding Time:

Departure Time:

Arrival Time:

Connections, if any

Connecting Flight or Train Name and Number:

Boarding Time:

Departure Time:

Arrival Time:

 
GROUND TRANSPORTATION OPTIONS

Subway

Subway or Metro Name:

Where to Board:

Where to Get Off:

How to Pay:

Cab or Taxi

Where to Board:

Where to Get Off:

How to Pay:

Private Car or Pre-Paid Ride

Who to Meet:

Where to Meet:

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Appendix E: 

Youth Feedback Form

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Youth Feedback Form

Important Note to Youth Participant

This form is for you to tell us how prepared and supported you felt to participate in this meeting. You are not 

required to write your name on this form. Every effort will be made to ensure your anonymity.

Meeting Name:

Today’s Date:

Check the box that best states how you do or do not agree with each statement. 

You may add comments at the end of the next page.

Strongly 

Agree Agree Disagree Strongly Disagree

Does not

apply to 

me

Overall Impressions

Overall, I am satisfied with my experience with this 

meeting.

I had the opportunity to participate in discussions.

I felt my experience and expertise were useful to 

this meeting.

I felt I was respected and that the other people 

listened to me.

I felt I made a difference in this meeting.

I learned new information and/or skills during this 

experience.

About the Resource Packet and Preparation

I was given enough information and help preparing 

for this meeting.

The government representative clearly explained 

my role to me.

The resource packet was useful to me. 

Youth Engagement Agreement

The government representative clearly explained 

the agreement to me before I signed it.

The government representative clearly explained 

what was expected of me in this meeting.

I had a chance to ask questions about the 

agreement and about what was expected of me.

Individual Support Plan Template

The government representative clearly explained 

how to use the Individual Support Plan.

I helped create my support plan.

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My supportive adult helped me develop my 

support plan.

I feel the Individual Support Plan was useful.

Travel 

It was easy to plan my travel with the government 

representative or travel agent. 

The government representative or travel agent 

gave me good directions about who to call if 

there were any problems while I was traveling (for 

example, if my flight was delayed).

I encountered problems while traveling. (Please tell 

us about the problems on the bottom of this page.)

It was easy to check into my hotel.

I was given per diem (e.g., an allowance for 

meals and incidental expenses) in a way I could 

immediately use.

Is there anything else you want to tell us?
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VI. Acknowledgments

The content of this toolkit is based upon the thoughtful input of those who participated in the May 2014 

Youth Engagement Guidelines Meeting. The meeting was convened by the Substance Abuse and Mental 

Health Services Administration (SAMHSA) and led by youth engagement champions from the SAMHSA staff. 

Youth from various advocacy backgrounds participated in order to give SAMHSA a well-rounded perspective 

for defining and addressing meaningful youth engagement. 

Gary M. Blau, Ph.D., Chief, Child, Adolescent and Family Branch, Center for Mental Health Services, SAMHSA

Celeste Bodner, Founder & Executive Director, FosterClub

Lacy Kendrick Burk, MS, MBA, Partner / Consultant, Change Matrix, LLC

Larke Huang, Ph.D., Senior Advisor for Children Youth, and Families and Director of the Office of Behavioral 

Health Equity, SAMHSA

Courtney Lovell, Director of Recovery Education and Training, Friends of Recovery - New York

Eric Lulow, Public Health Advisor, Center for Mental Health Services, SAMHSA 

Danielle Tarino Rivkin, Public Health Advisor, Center for Substance Abuse Treatment, SAMHSA

Casey Montana Rogers, Unplugged Director, Rockers in Recovery 

Douglas D. Rudolph, J.D., Policy Director, Young People in Recovery (YPR)

Jim St. Germain, Co-founder, Preparing Leaders of Tomorrow (PLOT)

Rebecca Flatow Zornick, J.D., M.S.S.W., Lead Analyst, Office of Policy Planning and Innovation, SAMHSA
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HHS Publication No. SMA 16-4985

First printed 2016

U.S. DEPARTMENT OF HEALTH AND HUMAN SERVICES

Substance Abuse and Mental Health Services Administration

Center for Mental Health Services