Many of you are hosting "Move Up" days at your church with some children promoting to youth and others promoting into the children's department.
This is a GREAT time (a week or two after promotion/move up day) to host a parent meeting and have parents complete new forms for their children.
Create packets for each parent. Include a children's information sheet (one per child), permission slips (one per child...to cover ALL outings for the entire year), bus rider forms, photo permission slips and any other form that your church requires.
I always date my forms so that they cover a 13 month span of time. For example, dating the forms from September 1, 2022 - October 1, 2023 allows you 30 days in which to host your meeting and have new forms completed without leaving a time gap.
Have the packets ready and set out so that when parent's arrive, they can grab a snack and begin filling out the forms before the meeting begins.
Plan to share as many exciting upcoming events as you can...even if you don't have all the details figured out. Get your parent's excited about the things you have planned/planning.
If you have time, create volunteer sign up sheets for each event. It's much easier to enlist volunteers when they are excited about something.
A sign in sheet is often useful so that you know who has received the information...and who has not.
Hosting a second parent meeting in January is a great idea. Ask each parent to review their child's forms and make any changes that are necessary. Share new information...VBS, Camp, Summer activities, etc. Plus have new forms filled out for anyone that you have missed (new members, etc)
Note: Run copies of all of the forms and create a notebook that you can easily grab when taking the children on outings.
Feel free to use the JPG below. Simply click on the photo to enlarge, right click and save to your computer.