Registration Details
After another year of using our new online registration system, Brushfire, there are some things that are the same, and a few new aspects we’re implementing to hopefully improve the process!
Partnerships & Codes
The process to register on Brushfire last year was pretty complicated, with several codes and lots of ways to mess it up. This year, ONLY partner groups will use ONE extra code.
OLD: The correct registrant type was only be available through an Access Code, and partners receive a promotional code in order to use the discount on registration.
NEW: An Access Code will be given to partner groups only for the 3 weeks before non-partner registration opens. After February 21, no codes are needed.
Payment Process
In order to streamline the payment process and maintain better communication between Youth Leaders and Cultivate staff, payment will only be accepted based on invoices sent to groups. Hopefully this will alleviate some confusion about how much groups owe!
OLD: A participant can choose to pay by check, but leaders don't know if they sent in payment. Each participant in a partner group had to add a Promo Code in order to receive the partner discount, a step that was confusing and often-missed.
NEW: Our staff will figure out how much groups owe based on what payments we have and have not received, then communicate those details directly with leaders.
There will be no Promo Codes for partner groups; participants in those groups will just choose the correct partner price instead of the full amount. We'll reflect this on the invoices, but be sure to tell your groups not to pay too much in order to avoid unnecessary refund transactions!
Read the Steps for Youth Group Leaders below and then…
Choose your event:
(These will take you to our registration program called Brushfire.)
Steps for Youth Group Leaders:
After clicking one of the event buttons above:
Click Register, then Register as a Group.
Fill in your group info -
You will be “creating” an account for each event your church group is planning to attend. It can be the same username and password for each one.
Name your group and include the city your church is located in!
EX: First Reformed - Sioux Center, Living Life - Firth, Trinity Reformed - Pella
Email Address: your email address/the leader that will be in charge of online registration
Passcode to join this group: this is what you’ll tell your parents and students to use to join your group when registering.
Passcode to manage group: this is what you’ll use to manage your group and their registrations.
Type in the Access Code (if applicable) for your group and click the check button.
Choose the Lead Contact Registrant Type, choose your payment amount and quantity.
Register yourself for the event.
Your group is now created!
You’ll receive an email confirming this and a link to send to parents and students that will automatically bring them to the event’s registration for your specific group. If they don’t use that link, they can use the password you created for your group.
Steps for Students, Parents & Adult Leaders:
(This is for leaders to know and explain to their participants.)
Go to cultivate-co.org > Events > event of your choice.
Click the Register Now button. This will take you to Brushfire. Then click “Register” at the top of the page.
VERY IMPORTANT: Click “Register as a Group” and then “Join a Group Instead”.
Select your church group.
Type in the passcode for your group.
Type in the Access Code (if applicable) for your group and click the check button.
Choose the Students (or Adults) Registrant Type, choose your payment amount, choose quantity, and hit continue.
Fill out the event registration form.
IMPORTANT: You’ll receive a confirmation email to sign the agreement form and upload a copy of your insurance card.
NOTE: YOU ARE NOT FULLY REGISTERED until you complete these steps.
Group Leader Payment Steps:
If you are a group that the church/youth group funds pay for a portion of the registration fee, you can pay your group’s balance online through Brushfire or send in a check. The process is a little different (but simpler) this year, so be sure to carefully follow the steps below!
IMPORTANT: Online payments by individuals will NOT be accepted after registration closes. Invoices will be sent out after that date, or earlier upon request. You can request an invoice anytime to check in on your group's balance. Once registration has closed and you receive your final invoice, follow these steps:
If you pay by check, please print out the invoice and send it in along with the check to this address:
612 8th St SE
Orange City, IA 51041
If you pay online, please follow these steps:
Click on the link for your desire event above.
On the DETAILS page, in the right hand column under Actions, click Manage My Group.
Sign in with your email and follow the link Brushfire sends to Access Your Events.
Above your list of attendees, click Make Payment.
Enter in the correct amount (shown on your invoice) and complete the payment process.
EVENT PROMO
EVENT PROMO
We tried to do all the hard work for you and prepare any & all promotional materials you might need. Click on the image or the button below to find a page with:
promo materials for each 2024 event (flyers, social media posts, etc.)
detailed instructions on how to obtain these resources
Brushfire registration tutorials (visual, guided, step-by-step)
pdf version of the 2024 Event Guide
example invoice (including notes explaining it)
(Anticipated) Frequently Asked Questions
Q. How will cancellations and refunds work?
A. If a student wants to cancel their registration, the leader will contact the Cultivate staff, and the participant's registration fee will be refunded using the same payment methods it was received unless requested otherwise.
Q. How will leaders know their Access Codes?
A. The leader will receive their Access Code based on their partnership status in January.
Q. How will a leader know how much their group owes?
A. As soon as registration closes, Cultivate staff will put together an invoice based on what each group owes with individual payment details.
Q. How will cancellations and refunds work with online payments and fees paid by multiple people?
A. If a student wants to cancel their registration, the leader will call Cultivate staff, and the participant's registration fee will be refunded using the same payment methods it was received.
Q. What if a student wants to cancel but there is another student to take their place?
A. The leader will call Cultivate staff to cancel the participant, and the new participant will register.
Q. How should a leader create a placeholder adult leader?
A. "Register an "Adult" Registrant Type with placeholder information (Ex: Jane Doe, Adult Female 1) but with your email address. Once you have someone to fill the spot, return to the confirmation email you received and edit the information in Brushfire with the adult leader's correct information."