VBS 2018
Registration Table Training Manual – South Hills June 25 – June 29, 2018
Registration Table Area Coordinator: Vicki Vogeler
[email protected] Registration Table Area Assistant Coordinator: Kimberly Shephard
[email protected] Carol Consoli
[email protected]
phone: 412-491-4238 phone: 412-576-3728
What Is Our Purpose? We are the first impression, the welcome, the helpful smile, and the answer to all questions. Our primary purpose is to make sure that each of the children are properly registered and placed into Crews or Breakout. This sounds simple, but there are many dynamics in place that can create confusion, stress and frustration. It’s vital that we handle each individual person and family with personal attention and care, giving grace and exhibiting kindness and patience in every situation.
Roles and Responsibilities: 1. 2. 3. 4.
Register children for VBS Receive payment (cash, check or credit card) for VBS Registration Assist pre-registered children in finding their Crew, answering questions, etc. Assist VBS Directors (or others) if they need to locate a child or Crew, using the registration database. 5. Sign in visitors and Special Needs Assistants; no one is to roam the building without an escort. Parents are allowed in the Worship Center to watch the opening and closing program without needing to sign in, but they may not go anywhere else in the building without a nametag or an escort. 6. Distribute information/items to Crew Boxes as needed 7. Receive and process attendance sheets from Crew Leaders 8. Give daily crew attendance numbers to person in charge of Bible Buddies 9. Assist Outreach Ministry with counting donated monies 10. Assemble goodie bags and distribute to Crew Boxes 11. Sell/receive payment for sale of VBS music CDs and iron-ons 12. The week prior to VBS – assist with nametags/lanyards
Daily Schedule: Please arrive each morning by 8:00 to check in your children (if applicable) and be at the Registration desk in the Main Lobby by 8:15.
Arriving guests will be greeted at the doors; those who need to register their child or a guest will be directed to the Forms Table; upon completion of the registration form and with payment ready, they will get into line for processing the registration. - Visitors will be directed to the Forms Table on the south side of the lobby - Bible Chapel people will be directed to the Forms Table on the north side - Bible Chapel people who are registering a guest will go to the Visitors table The visitor’s line will take precedence, ensuring we take care of our guests in a timely manner. Our goal is to get them into their crew as quickly as possible. Elementary Registration is $20 (K-4th grade): Each child must have a fully completed registration form and event waiver. If the child’s parent is not with them, the supervising adult who brought them can sign the waiver. Breakout Registration is $35 (5th & 6th grade): Each child must have a fully completed registration form and event waiver. If the child’s parent is not with them, the supervising adult who brought them can sign the waiver. IN ADDITION: they must have a permission waiver SIGNED BY THE PARENT to go to the pool on Thursday. You can register the child without this waiver, but it must be returned before Thursday or the child will not be able to swim. They will go with Breakout to the pool, but they will not swim. If a parent is registering a child in Elementary AND Breakout, they may make one combined payment. Checks are to be made out to “The Bible Chapel”. We will have 3 registration attendants at the center desk who will check the registration and receive payment and then will give the information to Jenn Booth, Ashley Adams (Elementary) and Emily Ross, Samantha Elliott (Breakout) will place the child into a Crew. We will write their name and crew number on a peel & stick nametag and send them into their crew. The completed registration will then be given to Cory Rush or Sue Berringer who will log the information into Realm and print off a VBS nametag. As soon as possible, we will deliver the nametag and lanyard to the child in their crew. If a parent says they have registered their child but can’t remember what crew they’re in, Carol Consoli or Mary Arvay can look them up in Realm and give them the information they need.
Expectations:
Please be on time and ready to serve. The first two days will be our busiest, so we will all need to be focused on the task at hand and on the people we’re registering. Community is a vital part of the Christian life, so when we’re able to be with others it’s natural to enter into conversation. This is great! But at the same time, it can be very distracting and keep us from doing what we’re there for, so please keep an ear and an eye open for anyone who may need your attention.
Medical/Emergency Procedures:
We will have a walkie at the Registration table, so if an emergency or medical issue is brought to our attention, we can contact the Medical Team for instruction or assistance. We will have band-aids available, if needed.
Set-Up Day (June 24) Responsibilities:
Our team will meet in the center of the church lobby at 12:45 to set up the Registration area and train on the procedures for registering the kids. We will assign specific duties to each person on the team and work through our processes, including learning how to use the credit card reader.
Clean-Up Responsibilities:
We will tear down our area, returning supplies and equipment to the appropriate ministry. When we’re finished, if you are able to stay and help with general clean-up, please sign up with Bob and Laurie Freado.
Tips/Other Information:
The first 2 days will be challenging, busy, stressful, loud and confusing. I don’t say this to scare you, but to prepare you. Please be in prayer now: -For parents to remember to pre-register their children early -For the staff who are working on Realm and the updated registration system -For the members of our team that we will be representatives of Christ’s love to everyone we encounter
