Event and activity guidelines

Please review these guidelines thoroughly and share these and all other guidelines with each group member.

Applying to Provide an Event

You must be 16 years of age or older to participate in group projects or special events at housing.
Applications for Event Sponsorship must be submitted and signed by someone over the age of 18. Groups with participants under age 18 should apply via a sponsor, teacher, or parent.
All Special Event groups are screened in advance by the Volunteer and Special Events Coordinator.
A staff representative will be assigned to host each group throughout the visit.
Group size is limited to 10 people, so as not to overwhelm the patients and for infection control reasons.
If any member of your group has a relationship with a current or former St. Jude patient, you must notify the Volunteer and Special Events Coordinator when submitting the Special Event application.

Confidentiality

Confidentiality is of utmost importance. Read the Housing Confidentiality Guidelines for detailed information.
Your interest and concern for our patients must be limited to your visit. Please do not exchange phone numbers or addresses. You are required to read our confidentiality guidelines during the application process.
Please do not make promises to a child. Because of hospital policies, they may not be able to be fulfilled.
Your group may NOT take photographs or videos during the visit because of patient privacy and confidentiality guidelines.
Media coverage of events is prohibited because it can create stress for patients and families.

Activity Guidelines

Toys or favors will be screened in advance for safety and appropriateness. Do NOT bring stuffed toys, used items, latex balloons, liquid bubbles, candles, knives, live plants, cut flowers, toy guns, water guns, or other unsafe materials. Please avoid items that are small enough to go into a child’s mouth or anything with small removable pieces. Please bring at least 40 items so there are enough for all patients and siblings.
The event should be religiously, politically, ethnically, and culturally neutral (includes gifts, pamphlets, jewelry, T-Shirts, and other items distributed or worn by the group), because we have patients from many different backgrounds. Read the Requirements for Any Program or Activity with Religious Content for more detailed information.
Presentations should not contain threatening themes such as death, medical procedures/personnel or illness.
Create ways for patients and families to become actively involved. The activities must be well planned and have educational, inspirational, or entertainment value for our patients and families. The event should be around an hour in length.
These children are sick, and we never know how many will feel like coming to do an event, but please don’t let this discourage you. You can expect between 2-35 patients to attend most events and around 130 for meals.
Any musical equipment, tape players, keyboards, microphones, props, etc. must be supplied by the person or group making the presentation.
Craft supplies, paper goods, plastic ware, props, etc. must be supplied by the person or group hosting the event.
No person or group of persons may bring books, tapes, CDs, or any other item to sell to our patients, families, or staff.

Food

Due to patients’ dietary restrictions, and for infection control reasons, please discuss any food items you plan to bring, including those which may be used only for crafts (ie, dried macaroni), with your representative.
Always make sure you have the parents’ permission before giving food to a child.
Any food must be brought freshly prepared from a health inspected kitchen or be individually wrapped, unopened commercial products.
No products containing nuts are allowed.
If providing a meal, please review Guidelines for Providing Meals carefully.

Safety & Care

Any person exposed to contagious diseases (chicken pox, shingles, hepatitis, measles, mumps, pink eye, strept, etc.) in the past four weeks or who have had flu-like symptoms (vomiting, rash, fever, diarrhea, etc.) in the past two-weeks, or fever of 100 degrees Fahrenheit on the day of the event is asked NOT to visit. For patients with weak immune systems, even a cold can be life-threatening.
Frequent hand washing is very important when working with patients. Please wash your hands for a minimum of 10 seconds using soap and water both before and after each patient contact. Public restrooms are available on the first floor of all housing facilities for your convenience.
Dress comfortably and appropriately. No shorts, tank tops, low-cut blouses, or sandals are allowed.

Thank you for providing an event to the St. Jude patients and families!