All volunteer guidesTeam Scout

Check-In & Security

How to Run VBS Check-In & Security

You're the front door of camp — the first smile families see and the gate that keeps every child safe. The system does the heavy lifting: match the tag, and nobody leaves with the wrong grown-up.

Level
A little practice
Time
Drop-off + pickup windows daily (about 1-2 hrs/day)
Drop-off
Tag the kid, code the parent
Pickup rule
Match the tag, or no child
Background check
Required for this role
Your backup
A director, always on radio

Quick start

  1. 1

    Open the table before families arrive

    Lay out name tags, allergy flags, and the matching pickup tags or codes so the line moves fast when the doors open.

  2. 2

    Check each child in by name

    Find them on the roster, give them a name tag with their crew color and any allergy flag, and hand the parent the matching pickup tag or code.

  3. 3

    Capture allergies and instructions

    Note any allergy or special instruction right on the child's tag and point parents to where today's snack ingredients are posted.

  4. 4

    At pickup, match before you release

    The adult's tag or code must match the child's. No match means no child — politely hold and radio a director.

  5. 5

    Keep waiting kids inside

    At pickup, have kids wait inside near the entrance where you can see them, never out front by themselves.

Watch first

Secure Kids' Check-In, Explained

How matching code 'lock-and-key' badges and authorized-guardian verification work — the security workflow a check-in volunteer enforces.

Running a Kids' Check-In Station

A practical walkthrough of staffing a check-in/check-out table and security labels.

You are the safety gate of the entire camp, and that sounds heavier than it is. The whole system comes down to one simple match: every child got a tag, every parent got the matching tag or code, and a child only leaves with the adult who can show the match. Do that, and you've done the most important job at camp.

  1. 1

    Set up the table

    Tags, allergy flags, roster, and matching pickup codes laid out before doors open.

  2. 2

    Check in

    Find the child, tag them with crew color and allergy flag, and give the parent the matching code.

  3. 3

    Flag allergies

    Write allergies on the tag and point parents to the posted snack ingredients.

  4. 4

    Hold the line of sight

    At pickup, keep kids waiting inside near the entrance where you can see them.

  5. 5

    Match and release

    Confirm the adult's code matches the child's tag, then release. No match, radio a director.

Drop-off output
Child tag + matching parent code
Pickup gate
Codes must match
Allergy info
On the tag + posted at snacks
Unverified adult
Hold + radio a director
Where kids wait
Inside, near the entrance
  • Every checked-in child was released to a matched adult
  • No leftover children waiting — final count is zero
  • Any allergy or incident notes handed to a director
  • Pickup tags or codes collected or reset for tomorrow
  • Roster updated with absences and any late changes

More resources

KidCheck — VBS safety & check-in tips

Trusted child check-in resource covering tags, pickup matching, and ratios.

Sources: KidCheck VBS safety guide; Lifeway VBS security tips; Answers in Genesis VBS check-in/checkout guidance