Here are some tips for making your Registration Table and Welcome Areas into friendly, memorable experiences.
Checklist for registration
Copies of the VBS roster which lists the names of the classifications to help direct participants to their groups
All necessary forms, including registration form with emergency contacts, special needs considerations, and notes about any food allergies
A sign-up sheet for families to receive the church newsletter and/or info on other programs
Nametags and nametag holders
Tips for late arrivals
Keep the Registration Area staffed for checking in participants who arrive to VBS late.
If your VBS is a classroom format, have one team member in each class be responsible for making sure late arrivals are checked in; this person could also be responsible for giving the number of participants in the classroom to those in charge of crafts, snacks, and games.
Reserve parking spots/areas for visitors. Provide plenty of colorful, easy-to-follow signage for all areas of importance (registration, restrooms, exits, etc.).
Assign greeters to welcome everyone as they come in. Provide leader t-shirts for your greeters. Be sure they can answer questions about class locations and give directions to the assembly area.
Anticipate how to respond to kids who are reluctant to leave their families.
Be prepared to address family requests regarding physical contact, special needs, and dietary restrictions.
Have a small gift, memento, or other special give-away ready for parents of first-time visitors. VBS and/or church-specific items such as fun magnets, stickers, bookmarks, or the like should have event and contact info clearly visible.
Make sure every family feels welcomed and wanted. Demonstrate that you are genuinely happy they came!
Personally escort the family to the child’s group and introduce the leader. Ask for a friendly and responsible “buddy” to offer a warm welcome to the new child.