Vendor Information

Our main objective is to ensure that all vendors that are on site are screened appropriately, understand our commitment and policies for child abuse prevention and code of conduct. We have two avenues available that help us meet that objective:  

1. We can enter into a contract agreement with them (more appropriate for large vendors or vendors that work closely with children)

2. Complete a guest account in Daxko prior to event (more appropriate for small one time event vendors for example, wellness fairs)

The appropriate path depends on the service being provided, the size of the event, and number of people per vendor. If unsure always reach out to Elissa James or Chris Tamasovich.

Volunteer vs. Vendor

• Volunteer: An individual who is functioning as part of the YMCA’s program or operations without being an employee. They are essentially acting on behalf of the Y and may be entrusted with responsibilities involving participants. Examples could include a volunteer coach, mentor, event volunteer, or someone regularly assisting with a youth program.

• Vendor: An individual or company the YMCA has engaged to provide a specific product or professional/service function. They are performing work for the YMCA, but they are not serving as part of the YMCA’s volunteer workforce. Examples could include a plumber, photographer, DJ, outside instructor, food-service provider, or contracted maintenance company.

For Praesidium purposes, though, calling someone a vendor does not automatically mean child-protection requirements don't apply. The bigger question is what access the person has to youth or vulnerable participants. A vendor who is working in a secured mechanical room is very different from a contracted instructor who is regularly interacting with children.

A simple way to explain it is:

A volunteer is someone we authorize to help carry out the YMCA's work without being an employee. A vendor is an outside person or company we contract with to provide a specific service. For Praesidium purposes, we then look beyond the label and evaluate the person's access to and interaction with participants to determine what child-protection safeguards are required.

That last piece is important because I would not use "they're a vendor, so they're exempt from screening/training" as the determining rule. The level of access, frequency of contact, supervision, and opportunity for one-on-one interaction matter.