In an ideal world, the registration process for youth retreats goes really smoothly. Young people are signed up for the retreat months before the event. Parents return registration forms and deposits in a timely manner. And the check-in process on the day of the youth retreat goes without a hitch.
Like I said, that’s an ideal world and as I’m sure you’ve experienced, it’s not always the reality. So today we’re looking at the youth retreat check-in process and giving a guide to help it go as smoothly as possible.
The Trifecta Table
Set up a long registration table wherever the youth will be getting dropped off. If parents will be taking their children directly to the youth retreat center, the table should be there. Or perhaps you’re transporting the youth to the retreat center yourself, so they’re to be dropped off at a central location beforehand (such as a church, community center, etc) – if so, the table should be set up there instead.
The registration table should have three sections, with a volunteer on hand to guide youth and their parents to the first station:
1) Welcome/check-in
At this first section, youth and their parents/guardians will be warmly welcomed by someone with a list of names and checked off on the list.
2) Form collection/permission slips
Ideally, parents will have already completed a Parental Consent Form and returned it, but that’s not always the case. At this section of the table therefore, the volunteer(s) should have a list of all the youth coming on the retreat. Next to their names should be a check box (UK – tick box) to indicate whether the consent form has been received.
Some parents might bring along a completed consent form on the day, so have a file set up to collect those. However, there may still be young people that you haven’t received consent forms for. You should also therefore have a supply of blank copies (on clipboards with pens), for their parent to complete on the day.
This is also a perfect opportunity for parents to sign a photo release form, if that’s not already formed part of the registration process.
3) Pick-up station
The third part of the Trifecta Table is the pick-up station. Here is where each youth gets their pack for the youth retreat. The pack might include a T-shirt, materials for the weekend (e.g. worksheets regarding the theme, notepad, pen, etc) or even just a few snacks and a handwritten welcome note.
This could also be an opportunity for the parents to pick up something. Maybe a card with a reminder of where and what time to pick their child up at the end of the retreat. Or a list of contact details in case they need to get hold of their child in an emergency during the retreat.
Each youth retreat is different, so each section of the Trifecta Table* might serve a different purpose for you. One benefit of having these clearly defined sections is that it gives your volunteers more responsibility. Also, as the volunteers get to focus on just one aspect, it helps ensure the check-in process runs more smoothly on the day. This in turn gives parents confidence in your organizational abilities, which is perfect given that you’re responsible for their child for the weekend (or however long your youth retreat is)!
**We’ve now published a book to help anyone planning a youth retreat. Find out more about How To Plan A Youth Retreat here**
*n.b. it obviously doesn’t have to be called a Trifecta Table – I just like the word Trifecta!
Question: What different sections would you choose to have on the Trifecta Table? Let us know in the comments below.
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For this week’s youth work session plan idea, we’re providing a free holiday scavenger hunt list. This includes clues and ideas based on faith and cultural traditions for Hanukkah, Christmas, Kwanzaa and other non-religious Christmas items.
12 Days of Christmas Youth Photo Scavenger Hunt