What is the vacation Bible School registration form template?
Vacation Bible School is a week of crafts, songs and snacks, but behind it sits a small mountain of admin: crew lists by grade, a T-shirt order that has to be placed weeks ahead, an allergy list for the kitchen and a clear record of who may collect each child at the end of the morning. Paper sign-up sheets get lost, and families with three children fill in three forms. This VBS registration template lets a parent register all their children in one sitting.
The parent says how many children they're registering, and a block appears for each of up to three — name, age, grade just completed, T-shirt size and whether they have allergies or medical needs. Families with more children get one extra box for the rest. The second page covers drop-off and pickup, emergency contact, first-aid permission and photo choices.
VBS runs on volunteers, so the form ends by asking whether the parent could help. Answering "I can volunteer" opens the roles and days they'd prefer and their own T-shirt size, which gives your director a ready-made volunteer list alongside the children's.
- Best for
- Churches and faith communities running a summer VBS or holiday club
- Filled in by
- A parent or guardian, once per family
- Time to complete
- About 5 minutes
- Includes
- Up to three children in detail, pickup authorization, first-aid consent, photo choices and a volunteer sign-up
Who uses a vacation Bible School registration form?
- A church registering 60 children and ordering T-shirts by size
- A small congregation running a three-evening holiday Bible club
- Several churches sharing one VBS and one registration link
- Recruiting crew leaders and snack helpers from the parents who sign up
- Building a check-in list that shows who may collect each child
Questions on this vacation Bible School registration form
40 questions over 2 pages · includes signature, conditional questions, multiple pages, consent checkbox.
1 Your family
- Parent or guardian*
- Mobile*
- Email*
- Do you attend our church?* Yes, we're part of the church family · We visit sometimes · No, this is our first time
- Your home church, if you have one asked only when it applies
- How many children are you registering?*
- Child's full name*
- Age*
- Grade just completed* Pre-K · Kindergarten · 1st grade · 2nd grade · 3rd grade · 4th grade · 5th grade · 6th grade
- T-shirt size* Youth S · Youth M · Youth L · Youth XL · Adult S · Adult M
- Allergies or medical needs?*
- What should our leaders know?* asked only when it applies
- Child's full name* asked only when it applies
- Age* asked only when it applies
- Grade just completed* asked only when it applies Pre-K · Kindergarten · 1st grade · 2nd grade · 3rd grade · 4th grade · 5th grade · 6th grade
- T-shirt size* asked only when it applies Youth S · Youth M · Youth L · Youth XL · Adult S · Adult M
- Allergies or medical needs?* asked only when it applies
- What should our leaders know?* asked only when it applies
- Child's full name* asked only when it applies
- Age* asked only when it applies
- Grade just completed* asked only when it applies Pre-K · Kindergarten · 1st grade · 2nd grade · 3rd grade · 4th grade · 5th grade · 6th grade
- T-shirt size* asked only when it applies Youth S · Youth M · Youth L · Youth XL · Adult S · Adult M
- Allergies or medical needs?* asked only when it applies
- What should our leaders know?* asked only when it applies
- Other children: name, age, grade, T-shirt size and any allergies* asked only when it applies
- Any friend they'd like to be in a crew with?
2 Pickup, permissions and helping
- Who may pick up your children?*
- Pickup password (optional)
- Is there anyone who must not collect your children?
- Who, and anything our team should know* asked only when it applies
- Emergency contact if we can't reach you*
- Their phone*
- First aid and emergencies*
- Photos of your children* OK for church slideshows, newsletter, website and social media · OK for the closing-night slideshow only · Please don't photograph my children
- Could you help during VBS week?* I can volunteer · Maybe — tell me more · Not this year
- Where would you like to help?* asked only when it applies Crew leader · Crafts · Snacks and kitchen · Music and worship · Games and recreation · Registration desk · Set-up and decorating · Photography
- Which days can you help? asked only when it applies Monday · Tuesday · Wednesday · Thursday · Friday
- Your T-shirt size asked only when it applies Adult S · Adult M · Adult L · Adult XL · Adult 2XL
- Parent or guardian signature*
- Date*
The vacation Bible School registration form, page by page
1 Your family
The parent or guardian gives their name, mobile and email, then answers "Do you attend our church?" — a first-time family is asked for their home church, if they have one, which helps with follow-up.
"How many children are you registering?" controls the rest of the page. Each child gets a block with "Child's full name", "Age", "Grade just completed" (Pre-K to 6th grade), "T-shirt size" from Youth S to Adult M, and "Allergies or medical needs?". A yes asks "What should our leaders know?" with a reminder that snacks are served daily. Children two and three appear only when the count calls for them, and a fourth or more go into one free-text box. The page ends with an optional request to share a crew with a friend.
2 Pickup, permissions and helping
"Who may pick up your children?" asks for the names and phone numbers of every other adult allowed to collect them. An optional pickup password adds a check at the door, and "Is there anyone who must not collect your children?" opens a confidential note when the answer is yes. An emergency contact and phone follow.
A first-aid consent covers minor injuries and emergency help when the parent can't be reached. "Photos of your children" offers three levels: everything including social media, the closing-night slideshow only, or no photos.
"Could you help during VBS week?" has three answers. "I can volunteer" shows "Where would you like to help?" — crew leader, crafts, snacks and kitchen, music and worship, games and recreation, registration desk, set-up and decorating, photography or something else — plus the days and a T-shirt size. The parent signs and dates.
Make the template yours
- Put your VBS theme, dates and times in the cover text
- Change the grade list if you take preschoolers or middle-schoolers
- Edit the T-shirt sizes to match your supplier's chart
- Rename the days to fit an evening or weekend program
- Add a fee question with a currency field if you charge for VBS
- Set a maximum number of responses to cap registrations at your capacity
Tips for a better vacation Bible School registration form
- Set a T-shirt deadline in the cover text and order from the CSV export the day after
- Print the pickup list and allergy notes for each crew leader, and keep them confidential
- Read the 'must not collect' notes before the week starts, not at the door
- Thank every volunteer who signs up within a day or two
- Run the same form next year — just update the cover text and dates
Every response becomes a PDF in your vault
Each family's registration is saved as a signed PDF in the vault folder you pick, and the form owner gets an email notice. Parents receive a copy for their records.
Use the Responses table to see registrations as they come in, and export to CSV to sort children into crews by grade, total T-shirts by size and list the parents who offered to volunteer.
- Start from this template. It opens in the FileIt Forms designer — change any question, add pages, set the rules for when questions appear.
- Share it. Turn on a public link, or send it to people by email, each with their own link. They don’t need a FileIt account.
- Get the answers as PDFs. Each response is saved as a PDF in the vault folder you choose, with uploaded files attached — and listed in a Responses table you can export to CSV.
Vacation Bible School registration form: frequently asked questions
Is this VBS registration template free?
Yes. It's one of the starter templates in FileIt's Forms app, on every account including the free plan.
Can parents register several children at once?
Yes. The form asks how many, shows a full block for up to three children, and gives larger families a box for the rest.
Can I limit the number of places?
Yes. In Settings you can set a maximum number of responses and a close date, and the form stops taking registrations after either.
Where does the volunteer information go?
It's part of the same response, so the CSV export has the volunteer roles and days alongside each family.
What if a family doesn't want photos taken?
"Photos of your children" lets them choose no photos at all, and the answer is on the PDF and in the Responses table.
Can I take payment through the form?
No. You can add a question about fees, but payment is handled however your church usually takes it.