Vacation Bible School (VBS) is one of the most exciting weeks in a church’s year—filled with laughter, songs, crafts, and meaningful lessons about God’s love.
But before the fun begins, every director faces a practical question:
“How do we get kids in and out safely and smoothly each day?”
A well-designed drop-off and pick-up plan is more than a logistical task—it’s an expression of care, safety, and hospitality. Whether your church has 25 kids or 250, this guide will help you create a system that fits your size, space, and volunteer team.
1. Why a Good System Matters
Parents may never see your decorations or small group time, but they experience your check-in and check-out process every single day.
Those first and last few minutes shape their confidence in your ministry.
A clear plan communicates:
- Safety — Children are released only to trusted adults.
- Organization — Volunteers know what to do and where to be.
- Care — Families see your commitment to excellence and protection.
Your VBS drop-off and pick-up process is one of the most important ministry touchpoints you have.
2. Simplify Registration with the VBS Registration Pro Plugin
Before your event even begins, you can reduce stress by collecting all the right information digitally.
The VBS Registration Pro Plugin from vbskids.com is built specifically for VBS programs and children’s events. It keeps everything—registration, parent communication, and safety data—organized in one place.
Key Features
✅ Custom online registration forms for your event
✅ Collects parent, guardian, and emergency contact info
✅ Records allergies, medical notes, and authorized pick-up adults
✅ Sends automatic confirmation emails to parents
✅ Built-in email system for updates and reminders
✅ Integrates seamlessly with WordPress
The VBS Registration Pro Plugin helps you move from paper piles to a simple, secure online system that keeps parents informed and directors confident.
👉 Learn more at vbskids.com/vbs-registration-pro-kids-and-volunteers/
3. Prepare Parents Before Day One
The week runs smoother when families know what to expect.
Send every parent a Welcome Email a week before VBS begins with:
- Drop-off and pick-up times
- Parking or traffic-flow map
- Contact information for the VBS Director
- Allergy or snack notes
- Late pick-up policy
You can send this directly through the VBS Registration Pro Plugin or your church’s email system. Clear, friendly communication builds trust before families even arrive.
For an easy resource to include, share the
👉 VBS Parent Info Checklist: What to Send with My Child — a ready-to-print guide from vbskids.com that helps families know exactly what to pack and what to leave at home each day.
And for directors planning their daily flow, check out
👉 Rainforest Falls VBS Daily Schedule: Sample Timetable for a Smooth Jungle Adventure — a free guide to help organize transitions and maintain structure throughout the day.
A simple message and clear schedule before day one make everything run smoother.
4. Monday Morning: First-Day Check-In
The first day of VBS is exciting—but often the busiest. Plan ahead for success.
Check-In Station Setup
Set up your main check-in area near the entrance, with friendly volunteers ready to greet families.
Print rosters from your plugin system, and have pre-made name tags ready.
Tag Distribution
On Monday (or your first day), give each child their official Rainforest Falls name tag at check-in.
Each tag should include:
- Child’s name and group
- Allergy or medical note
- Allergy dot sticker (e.g., red = food allergy, blue = medical note)
Children wear their tags throughout the day.
Tag Storage for the Week
At the end of each day, group guides collect and store all name tags safely in a labeled container.
Each morning, children receive their same tag again.
This prevents loss and helps group leaders quickly identify kids with allergies.
5. Afternoon Pick-Up: Two Models for Different Church Sizes
Dismissal can be the most chaotic part of the day—but it doesn’t have to be.
Your method should fit your church’s size and space.
A. For Large Churches — Use a Secure Kids Check-In System
If your church has more than 100 children, a digital check-in system adds professionalism and peace of mind.
Parents check in electronically and receive a printed label with a matching security code.
At pick-up, they show the matching label to verify authorization.
Recommended tools:
- Planning Center Check-Ins
- KidCheck
- Church Center App
Benefits:
- Quick verification of pick-up adults
- Printed allergy and contact info on each child’s tag
- Easy attendance tracking
This method works well when multiple entrances and volunteers are involved, ensuring that every child goes home with the right person.
B. For Small and Mid-Size Churches — Use a Simple Personal System
If your VBS hosts fewer children, you don’t need complex software to stay safe.
Here are several tried-and-true low-tech solutions:
1. Classroom Sign-Out Sheets
Each classroom or group keeps a sign-out sheet where parents or guardians initial when picking up their child.
✅ Simple
✅ Affordable
✅ Keeps accountability clear
2. Colored Wristbands or Tags
Give children and adults matching colored wristbands or name tags.
Example: The child has a green tag labeled “Elementary,” and the authorized adult receives a green wristband with the same number.
✅ Easy to spot visually
✅ Inexpensive to print or purchase
3. “Main Room Pick-Up” Method
For small programs, keep all children together in the sanctuary or main area after the closing celebration.
Parents enter, find their child’s group, and check them out directly from their group leader.
This approach:
✅ Prevents kids from wandering into parking lots
✅ Keeps supervision centralized
✅ Allows group leaders to personally confirm each hand-off
Choose the system that fits your volunteer capacity. The goal isn’t complexity—it’s clarity and consistency.
6. Train Volunteers for Safety
Even the best system fails without clear communication.
Hold a short orientation meeting before your event begins.
Key Roles
- Check-In Team: Greets families and distributes tags
- Security Team: Monitors entrances and exits
- Group Leaders: Stay with children until released
- Hall Monitors: Manage traffic flow and assist parents
Training Essentials
- Review the daily flow of drop-off and pick-up
- Explain the difference between authorized and unauthorized pick-ups
- Discuss allergy dot system and emergency procedures
Need help building your volunteer team before training?
👉 Read The 30-Day Volunteer Recruitment Timeline for VBS — a step-by-step guide to filling every role early and reducing last-minute stress.
When volunteers are confident, parents notice.