Make VBS registration a breeze for parents and stress-free for your team. This template collects everything you need for each child — age, grade, t-shirt size, parent contact, emergency information, and any health or special needs — so your VBS team can prepare with confidence.
Free for non-commercial projects, with unlimited forms and responses.
Last updated
Vacation Bible School is often a child's first meaningful encounter with the church — and it's also one of the most logistically complex events a children's ministry team runs. An organized, thorough registration process is the difference between a smooth VBS week and a chaotic scramble for information you should have collected weeks earlier.
This VBS registration template collects every piece of information your team needs: the child's age and fall grade for accurate room placement, t-shirt size to order the right quantities, parent and emergency contact info for safety, and a structured health and special needs section so staff can care for every child appropriately. The photo permission acknowledgment checkbox is particularly important for churches that share event photos on social media or in the bulletin.
Using formformform to run VBS registration eliminates paper forms entirely. Parents can register from their phone at any time, and your children's ministry team sees every registration in real time. You can export the full registration list to a spreadsheet for room assignments, t-shirt orders, and health briefings — all from a single organized dashboard.
Use your own copy to change labels, remove questions and add the details you need. Try the preview alongside this guide to see what respondents will be asked.
Review the starting questions and choices. You can change them in your own copy.
Alex Johnson
7
e.g. 2nd Grade
Sarah Johnson
sarah@example.com
(555) 123-4567
John Johnson — (555) 987-6543
Provide details so our team can best care for your child...
Suggested uses, and why this starting point can help. Adapt the questions to your own process.
Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Child's Age” in particular and adapt it to the detail you need.
Give people a straightforward way to get involved, while collecting the context needed to coordinate the work and follow up. Review “Grade Entering in Fall” in particular and adapt it to the detail you need.
Replace scattered requests with a consistent starting point. The answers help you understand the work, identify gaps and prepare a follow-up. Review “T-Shirt Size” in particular and adapt it to the detail you need.
Give participants a clear set of questions and keep the information together, making it easier to prepare, respond and follow up. Review “Does your child have any of the following? (check all that apply)” in particular and adapt it to the detail you need.
Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Please describe any checked items above” in particular and adapt it to the detail you need.
Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Acknowledgment” in particular and adapt it to the detail you need.
Click 'Use this template' to load the VBS registration form into your formformform account.
Update the t-shirt size options to match the actual sizes you're ordering for this year's VBS.
Customize the health and special needs checklist to reflect the most common concerns at your church (e.g., nut-free campus, specific behavioral programs).
Add a VBS dates and schedule paragraph field so parents have the event information visible as they register.
Set up email notifications to your VBS director so the team knows as registrations come in.
Share the registration link via email to your congregation, on your church website, and on social media as the VBS date approaches.
having a cutoff date lets you finalize room ratios, order the right number of t-shirts, and brief staff on special needs before day one.
make this explicit in the form description so families with multiple children don't try to register everyone on one form.
frame it as a way to help your team take the best possible care of each child, not as a gatekeeping mechanism.
never share this information publicly.
use your church email system to send every registered family a confirmation containing dates, times, drop-off location, and what to bring.
this information is non-negotiable for child safety and should be printed on a roster for each room.
Launches 8 weeks before VBS with a discounted registration fee and collects early t-shirt size preferences for bulk ordering.
For churches running a week-long day camp rather than a single-day event, with additional fields for lunch preference and extended care needs.
An outreach-focused version that doesn't require church membership, designed to be shared publicly and collect unchurched families.
For middle and high school students who want to serve as junior helpers at VBS, collecting their availability and preferred station.
An evening format VBS registration for working families who can't attend daytime programming, with pick-up time and parent drop-off details.
A specialized registration for a sensory-friendly VBS program with detailed accommodation fields and one-on-one aide assignment.
For online or hybrid VBS programs where families receive a physical activity kit by mail, collecting shipping address alongside child details.
Collects cabin assignment preferences, bunk-mate requests, and overnight care information for a multi-night VBS retreat.
A standalone media release form for families who were not present at registration to sign consent for VBS photography.
Used when two or more churches co-host a VBS, collecting which partner church the family attends alongside child details.
Allows families to register multiple children in a single form submission with repeated child-information sections.
A shorter form for a follow-up reunion event for VBS alumni families in August, collecting attendance headcount and lunch preference.
Yes, and we recommend stating this clearly at the top of the form. Each submission represents one child, so families with multiple children need to complete the form once per child.
The health section includes a food allergies checkbox, and the detail text field allows parents to describe the severity and restrictions. Review these responses before VBS and brief snack station volunteers accordingly.
formformform doesn't currently enforce submission limits, but you can monitor registrations and close the form manually once capacity is reached — just edit the form and unpublish it.
For most church photo use cases, a checkbox acknowledgment is sufficient, but you should consult your church's legal counsel or liability policy for guidance specific to your context.
The form can include a short text field where parents acknowledge a registration fee, but it doesn't process payments directly. Link to your online payment system (e.g., PayPal, Tithe.ly) separately.
Process new member applications with faith background and personal testimony.
Match willing volunteers with the right ministry areas in your church.
Handle registrations for conferences, workshops, and any live event.
Match congregation members with the right small group based on preferences.
Screen and select mission trip team members with skills, experience, and availability.
Collect and organize prayer requests from your congregation.
Explore how formformform fits the forms you need to build.
Opens with product context and a link to this page.
Free for non-commercial projects, with unlimited forms and responses.
Use this template