Tips For Running An Effective VBS Registration For Your Church

Vacation bible schools are a foundational part of building your church’s community. From giving church youths a nurturing and positive spiritual experience to helping to knit your community closer together, vacation bible schools have been an annual tradition for most churches for a reason.

But the success of your vacation bible school isn’t just about the attendees and events. Careful, thoughtful VBS registration planning can help you fill your slots early and easily, making programming for the actual event that much easier for your planning committee.

Questions to consider before opening registration

Like any planning process, developing a list of essential questions to anticipate potential problems is a good idea. The more you can anticipate the questions of your VBS attendees, their families, volunteers, and vendors, the more you can ensure the final event meets your expectations. Here are some of the key questions to consider with your fellow planners as you design your registration:

• • Registration Method: Will you utilize an online event registration system like RSVPify or opt for traditional paper forms?

  • Capacity and Logistics: What is the maximum number of attendees your venue can accommodate? Will transportation be provided, and how will associated costs be managed?

  • Fee Structure: Based on previous years and anticipated expenses, what registration fee will balance affordability and cost coverage?

  • Volunteer Enrollment: Will volunteers register through the same system as attendees?

  • Safety Protocols: What health and safety information (e.g., allergies, medical conditions) needs to be collected?

  • Additional Events: Are there satellite events requiring separate registration?

  • Community Inclusion: Will non-church members be allowed to attend?

These questions can significantly shift your planning, so walking through them as a group while designing your registration process is essential. The content of the event is important, but ensuring it runs smoothly and allows attendees to have an outstanding experience is just as important to the success of your VBS registration.

Essential VBS registration info to collect from attendees

To further aid in planning, smart VBS registration planners will gather as much information during registration as possible. For every child or teenage attendee, you will want your event invitation to capture at least the following info:

• • Personal Details: Full name, age, and contact information.

  • Health Information: Allergies, medical conditions, and dietary restrictions.

  • Emergency Contacts: Names and phone numbers of individuals to contact in case of emergencies.

  • Attendance History: Indicate if the attendee is a first-timer or returning participant.

  • Lodging Preferences: If applicable, collect information on accommodation needs.

  • Additional Notes: Provide a section for parents to share any other pertinent information.

  • Consent Forms: Include liability waivers and media release forms as necessary.

You should also discuss with your planning committee if there is any additional information that either you or your host site may need to accommodate your guests. That way, you know exactly what to expect from your attendees.

Volunteer registration

Just like attendees, knowing everything you can about your volunteers can also ensure a successful VBS event. Often, many churches handle the volunteer registration process separately. However, using a single registration system for both can make it even easier for you to sort and access your volunteers, while referencing your attendee list as needed.

So what should you find out about your volunteers?

• • Contact Information: Full name, age, and contact details.

  • Experience and Skills: Previous VBS involvement and relevant skills.

  • Health Information: Allergies, medical conditions, and dietary restrictions.

  • References: Provide references or recommendation letters if required.

  • Emergency Contacts: Names and phone numbers for emergency situations.

  • Role Preferences: Preferred responsibilities or areas of interest.

  • Consent Forms: Include necessary waivers and background check authorizations.

While volunteers will have their own specific requirements, collecting much of this information in the same place as your attendees can help you create a master list of medical and dietary concerns, contact information, and other key info to pass along to the VBS event supervisor. This will make handling any unexpected issue much easier.

How can RSVPify help?

RSVPify offers a suite of features tailored to church events, making it an ideal choice for VBS registration:

• Customizable Forms: Design registration forms to capture all necessary attendee and volunteer information.

• Payment Processing: Collect registration fees and donations securely online.

• Communication Tools: Send automated confirmations, reminders, and updates via email.

• Data Management: Export registration data for easy analysis and record-keeping.

• Event Check-In: Utilize QR codes for efficient on-site check-in processes.

• Secondary Event Management: Handle additional events or sessions within the same platform.

By integrating RSVPify into your VBS planning, you can enhance organization, improve communication, and provide a seamless registration experience for attendees and volunteers alike.

For more insights on church event planning and registration, explore our Church Event Planning Software resources.