A young persons planning meeting is a structured gathering where young people (typically teens and young adults) and supportive adults come together to plan an event, project, or personal goal. The meeting’s purpose is to give the young person a genuine lead role in decisions, while adults provide guidance, resources, and safety oversight.
Why Hold a Separate Planning Meeting for Young People
Young people often have ideas that get drowned out in adult-dominated meetings. A dedicated planning meeting levels the playing field. It signals that their opinions matter and that they are capable of leading. This is especially important for youth-led initiatives like school clubs, community service projects, or even a family vacation where the kids want input.
These meetings also teach practical life skills: how to set an agenda, stay on topic, compromise, and follow through on action items. For many young people, it’s their first taste of how meetings actually work outside of school or home. The adult’s role is to facilitate, not to take over.
Who Should Attend and What Roles They Play
A typical young persons planning meeting has a small group: the young person (or several), one or two trusted adults, and sometimes a peer facilitator. The adult might be a parent, teacher, youth worker, or coach. The key roles are:
- Facilitator: Keeps the meeting on track, ensures everyone speaks, and helps the group reach decisions. This can be the young person themselves, with adult backup.
- Note-taker: Writes down decisions and action items. Often an adult, but a young person can do it too.
- Decision-maker: Ideally the young person or the group of young people. Adults should only veto for safety, legality, or budget reasons.
Keep the group under six people if possible. Larger groups get chaotic and harder for young people to manage.
How to Structure the Meeting (Step by Step)
- Set a clear goal: Before the meeting, agree on what you want to accomplish. Example: “Plan the end-of-year school picnic” or “Decide on a weekly schedule for homework help.”
- Create an agenda together: Ask the young person what they want to discuss. Write it down, even if it seems trivial. Then add any adult concerns (like budget or safety).
- Set a time limit: 30–45 minutes is usually enough. Young people lose focus after an hour.
- Use a talking stick or round-robin: To make sure everyone gets a turn, go around the group for each agenda item. This prevents louder voices from dominating.
- Make decisions by consensus when possible: If not possible, vote. Explain that majority rules, but the adult has the final say on safety issues.
- End with action items: Each person leaves knowing exactly what they will do and by when. Write it down.
Common Problems and How to Fix Them
The adult talks too much. This is the most frequent issue. A simple fix: the adult only speaks after at least two young people have spoken on a topic. Or the adult writes their thoughts on sticky notes and shares them at the end.
The young person is silent. Some young people are shy or feel intimidated. Try starting with a quick check-in (“On a scale of 1–10, how excited are you about this project?”). Or break into pairs to brainstorm before sharing with the group.
Decision fatigue. Too many options can overwhelm. Narrow choices to two or three before the meeting. For example, if planning a party, pre-select three possible dates.
Unrealistic ideas. Instead of saying “no,” ask “How can we make that work within our time/budget?” Let the young person figure out the constraints. If it’s truly impossible, explain why clearly and offer a compromise.
What to Do After the Meeting
The meeting isn’t over when the clock runs out. Send a summary email or text within 24 hours. Include the decisions made, the action items, and who is responsible for each. This reinforces accountability and helps the young person see their ideas taking shape.
Schedule a follow-up meeting before the event or deadline. For a one-off project, a 15-minute check-in a week later is enough. For a longer project, meet monthly. At the follow-up, review the action items first—did everyone do what they said?
Template for a Young Persons Planning Meeting
Meeting Date: ______________________
Goal of This Meeting: ____________________________________________________________
Attendees: ____________________________________________________________
| Agenda Item | Who Leads | Time Allotted |
|---|---|---|
Decisions Made:
1. ____________________________________________________________
2. ____________________________________________________________
Action Items:
| What | Who | By When |
|---|---|---|
Next Meeting Date: ______________________
Sample (fictional): Goal: Plan the school’s Earth Day booth. Decisions: Use recycled materials, offer a seed-planting activity. Action items: Mia to ask the principal for a table (by May 1); Leo to collect cardboard boxes (by May 3). Next meeting: April 28 at 3:30 PM.
Frequently Asked Questions
How long should the meeting be? For most planning tasks, 30–45 minutes is ideal. If you have a complex project, break it into two shorter meetings rather than one long one. Young people’s attention spans are shorter, and they need breaks.
What if the young person doesn’t want to lead? That’s okay. They can still attend and contribute. You can start with a co-lead model where the adult and young person share facilitation. Over time, the young person may feel more confident.
Should we meet online or in person? In person is better for brainstorming and building trust, but online works if everyone has reliable video access. Keep the same rules: agenda, time limit, and action items. For online, use a shared document so everyone can see notes in real time.
What if the young person’s idea is unsafe or illegal? The adult must veto, but do it respectfully. Explain the specific risk (e.g., “We can’t have a bonfire because the park doesn’t allow open flames”). Offer a safer alternative that still captures the spirit of the idea.
How do we handle disagreements between young people? Use a “parking lot” for off-topic arguments. If two people are stuck, ask each to state their top reason, then have the rest of the group vote. If it’s still deadlocked, the adult can make an executive decision, but only after hearing both sides.
Do we need a written agenda? Yes. A written agenda keeps the meeting focused and gives shy participants something to follow. It also shows the young person that their time is respected. You can even let them design it.
Making It a Positive Experience
The success of a young persons planning meeting often comes down to the adults’ attitude. If you treat it as a real meeting where the young person has genuine power, they will rise to the occasion. If you treat it as a token gesture, they’ll disengage.
Celebrate small wins. After the meeting, acknowledge what went well: “You kept us on track” or “That idea about the banner was great.” This builds confidence for the next meeting. Even if the plan changes later, the experience of being heard and making decisions is what matters most.