VBS Registration
Advance registration
can be a great benefit in planning. Publicity should be coordinated with registration plans so that both the congregation and community residents are aware of the program.Care should be taken each year to obtain accurate name and address information. This information can then be used to create a mailing list for the following year. Registration forms similar to those illustrated have made advance registration a simple process. Forms are photocopied on to 8 1/2 x 11 card stock (24 lb weight) which can be cut to make 2 cards. Each is folded in half with a mailing label placed in the section with the large graphic. Note that this is intentionally upside down to provide proper orientation after folding. When a family receives the card, they may retain the portion with the program information and return the other half as a postcard. Information requested includes: children's names; ages & grade completed; parent's names; address; phone; church affiliation and any friends they would like to have invited.
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It important to send out these forms as early as possible to allow for consideration as families plan vacations, summer camping, etc.
An abundant supply should be maintained in a public area of the church with clear indication they are available for anyone to pick up.
Encourage every member to consider who might be invited. Make it easy for them to have a form to offer. Who in the congregation knows about households? Ask those people to help. One year we had growth in attendance because one of our teenagers had a newspaper route & stuffed registration forms in the papers of those homes where he knew there were children.
First-Day Registration
Even if all children were registered in advance (an event not likely to occur), it would still be important to confirm information & share plans with parents on the first day. To speed the process and minimize lines have several people stationed at the registration desk. If necessary subdivide by segments of the alphabet with clear signs so people don't waste time in the wrong line. The location for registration is ideally a large area positioned near the most likely entrance. Tables set up outside can work well.- Have a separate station for those who have not registered in advance.
- For each family who has registered, provide a packet prepared in advance containing:
- A letter explaining the week's activities
- An explanation of the mission project for the week
- Special instructions concerning dismissal of the children, especially safety procedures
- a tape of the special VBS music
- words to the new songs
- special invitation to upcoming church functions
- Ask the adult bringing the children to confirm that address & phone information is accurate. Be certain that you have a phone number where a responsible adult may be reached in an emergency. (Having a home phone number is often not enough.) If you plan a snack it is good to have a blank asking for special diets (allergies, diabetic restrictions, etc.) If there are outdoor activities, are any children allergic to bee stings?
- Before the children leave the registration desk, provide them with a name tag. Mailing labels prepared with names & age group assignments in large type work well. Identification can be a great aid to the teacher meeting new children and for the child who is uncertain where they belong.
- If staff is available to escort the children, this is often the best place for good-byes to parents, especially for the younger children. Always make the parents feel welcome but help them understand that separation may go more smoothly if the child leaves the parent & walks into a new adventure than if the parent accompanies them & then must leave a few minutes later.
