Faith · free template

VBS Registration Form

Register children for Vacation Bible School with age group, allergies, emergency contact and photo consent.

A ready-to-use faith & congregations form for small teams who need a reliable intake process: 13 questions, 2 pages, 2 conditional rules.

Questions
13
Pages
2
Layouts
classic · card
Time to complete
≈ 6 min
Conditional rules
2
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Live preview and test console

This is the real form. Answer it to test the flow — nothing is sent or stored.

Page 1 of 2 — Child & parent details

VBS registration

Include your country code.

This template runs as a straight sequence — no branching rules.

Compliance checklist

Ready to publish
  • Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
  • Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
  • Medical disclaimer present — passingThis form does not provide medical advice, diagnosis or treatment. Information you share here is not a substitute for care from a qualified clinician. In an emergency, contact your local emergency service immediately.
  • Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

VBS Registration Form is built for small teams who need a reliable intake process who need to collect the same complete information from everyone.

  • Small teams who need a reliable intake process working in faith & congregations.
  • Teams who need to collect the same complete information from everyone without writing code or paying for a custom build.
  • Anyone replacing chasing missing details over email with one structured record per enquiry.
  • Respondents are the people you send it to — the form asks them 13 questions across 2 screens.
  • Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

Why this form is useful

It removes the cost of chasing missing details over email and turns each submission into a record your team can act on immediately.

  • 8 questions are required, so submissions arrive complete instead of needing a follow-up email.
  • It collects a verified email address so replies and confirmations land.
  • It captures a phone number for urgent follow-up.
  • It pins the request to a specific date.
  • Conditional logic hides 2 questions until they are relevant — shorter forms convert better than long ones.
  • Splitting the form across 2 pages keeps each screen short and shows respondents how much is left.
  • Every response is stored, searchable and exportable, so nothing depends on one person's inbox.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

  1. 1Press “Use this template” — a fresh copy of VBS Registration Form lands in your workspace, ready to edit.
  2. 2Rename or delete any question, and change what is required. Nothing here is fixed.
  3. 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
  4. 4Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
  5. 5Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 2 conditional rules ship with it.

  • Features conditional validation: if “Age group” is Preschool (ages 3-5), “Parent or guardian must remain on site” becomes mandatory before the form can be sent.
  • Features conditional validation: if “Does your child have any allergies or medical conditions?” is Yes, “Describe the allergy or condition” becomes mandatory before the form can be sent.
  • All 2 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

Vacation Bible School registration has to answer two questions at once: which age group does a child belong in, and what does a volunteer leader need to know to keep that child safe for a week. This form starts with the child's details and age, which determines the group they'll be placed in, and gathers a parent or guardian's contact information alongside an emergency contact in case that primary contact can't be reached during the day. Allergy and medical notes get their own dedicated field rather than being buried in a general comments box, since these are the details a group leader actually needs on hand each morning. A photo and video consent question covers whether the church can use pictures from the week in a newsletter or social post, kept separate from registration itself so it never blocks a family from signing up. A t-shirt size field is included because most VBS programs give out a shirt, and an optional field for how a family heard about the program helps a church track which outreach efforts are working. This form assumes a single child per submission — encourage families with multiple children to submit once per child so each one gets accurate age-group placement and allergy tracking.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Page 1 — Child & parent details

  • Child's full namerequired
  • Child's date of birthrequired
  • Age grouprequired
  • Parent or guardian namerequired
  • Parent or guardian emailrequired
  • Parent or guardian phone
  • Emergency contact name and phonerequired

Page 2 — Health & consent

  • Does your child have any allergies or medical conditions?required
  • Describe the allergy or condition
  • Parent or guardian must remain on site
  • T-shirt size
  • Photo/video consent for church userequired
  • How did you hear about our VBS program?

13 questions in total.

How the form changes as it's filled in

This template ships with 2 conditional rules, grouped into 2 behaviours driven by 2 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Age group”

  • Makes answers required

    If “Age group” is Preschool (ages 3-5), “Parent or guardian must remain on site” becomes required before the form can be submitted.

Driven by “Does your child have any allergies or medical conditions?”

  • Makes answers required

    If “Does your child have any allergies or medical conditions?” is Yes, “Describe the allergy or condition” becomes required before the form can be submitted.

Set it up step by step

  1. 1

    Register one child per submission

    This keeps age-group placement and allergy notes accurate instead of buried in a shared family entry.

  2. 2

    Give leaders the allergy list early

    Print allergy and medical notes by age group before day one so each group leader has what they need without digging through submissions.

  3. 3

    Keep photo consent separate from registration

    A family that declines photo use shouldn't be blocked from registering — the logic here keeps those two decisions independent.

  4. 4

    Confirm emergency contacts before the week starts

    A quick call or text confirming the emergency contact number is reachable saves a scramble if it's ever needed.

Mistakes to avoid

  • Combining multiple children into one submission, which makes age-group sorting and allergy tracking unreliable.
  • Skipping the emergency contact field because a parent's own number is already listed.
  • Not confirming t-shirt sizes early enough to order shirts before the week starts.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Sort registrations by age group, distribute allergy and emergency lists to volunteer leaders, and confirm t-shirt orders before the program begins.

Works in both layouts

Browse classic templatesBrowse card templates

Forms that overlap this one

These pages cover the same subject ground as the vbs registration form, matched on the words people actually search for.

Privacy & compliance

This form collects health information. Keep access limited to the people who need it, turn on encrypted answers for the clinical questions, and set a retention window so records don't sit in the dashboard forever.

Frequently asked questions

Can I register more than one child at once?

Submit one form per child — it keeps age-group placement and allergy notes accurate for each child individually.

Do preschoolers need a parent to stay on site?

Many programs require it; the logic here flags that requirement automatically when Preschool is selected, but confirm your own church's policy.

How is this different from a general event Registration Form?

This version is built specifically for VBS, with age-group placement, allergy tracking and photo consent tailored to a week of children's programming.

What if we also need adult volunteers?

Use a separate Volunteer Application for adult leaders and helpers — this form is for the children attending.

Is the VBS Registration Form template free to use?

Yes. You can preview and test VBS Registration Form on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the VBS Registration Form template ask for?

It asks 13 questions across 2 pages, 8 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the VBS Registration Form form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card layouts, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this faith & congregations form work?

2 conditional rules ship with the template: Features conditional validation: if “Age group” is Preschool (ages 3-5), “Parent or guardian must remain on site” becomes mandatory before the form can be sent. Features conditional validation: if “Does your child have any allergies or medical conditions?” is Yes, “Describe the allergy or condition” becomes mandatory before the form can be sent. All 2 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other. All rules are editable in the Logic tab.

Where do responses to the VBS Registration Form form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the VBS Registration Form form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

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