For many churches, Vacation Bible School is one of the most anticipated events of the summer. It’s a valuable opportunity to minister to children and families in a fun, welcoming environment—serving the families who are already part of your church community while also making a meaningful first impression on new guests.
Whether your church hosts a large, themed VBS production or a smaller community-focused program, intentional planning will help you create an experience that runs smoothly and leaves a lasting impact.
To help you prepare, we’ve gathered 10 practical tips to consider as you plan your upcoming VBS:
1) Start with prayer.
It might seem simple, but prayer makes all the difference! Form a prayer team who will commit to pray for the details of planning, for the children who will attend, for safety at the event, and more.
Long before VBS begins, prayer lays the foundation for hearts to be changed.
2) Determine your vision and set a budget.
Every church is unique. What works well for one church may need to be adapted for another, so take time to really assess your priorities and strengths.
Flexibility is part of what makes VBS so meaningful! Consider whether your event is designed as an outreach opportunity, or primarily intended for families within your own congregation. Think through additional elements you’d like to include, such as a family meal or parent class, which can create opportunities for connection and hospitality. Evaluate your volunteer support and facility space to identify any factors that could affect plans. Finally, define your budget.
With a clear vision, actionable goals, and a practical budget, you’ll have a roadmap of where you want to go. Then, you can begin to assess the details of how to get there.
3) Start the planning well in advance.
No matter the size of your VBS, if you want it to run smoothly, you will need a well-coordinated network of volunteers. This is why allowing time for thorough planning is essential. Not only do you need to gather an adequate number of committed volunteers, but you also need time to work with them to ensure everyone is trained and on the same page.
Ideally, start this process at least six months in advance—but if you’re running short on time, don’t despair! Successful programs often start small and build year by year as knowledge and experience increase. If you’re feeling behind, consider ways you can scale back the current year’s VBS: for example, offer a 1 or 3-day program instead of a full week. You have the freedom to create an event that suits your timeline!
One key element you’ll need for efficient planning is a set of solid administrative tools that help you communicate with volunteers, assign rooms, manage registration, and more. If you need help with the administrative nuts and bolts of event management, click here to learn more about One Church Software’s event features. You can also book a free demo.
4) Know the families in your church and neighborhood.
To shape your decision-making process, gather some data. Ask a segment of your congregation about their schedules and preferences, so you have an idea of what works best for the families you’re serving.
Some may prefer a daytime VBS to the traditional evening timeframe. Will they desire to attend for a full week, or does that feel like too much? Be mindful of summer sports or programs offered through schools and community groups that might conflict with the VBS dates you choose. Finally, get to know the demographics of the neighborhoods near your church so you can invite the families in your area.
5) Form a communication timeline and strategy.
Before promoting your VBS, decide how far you want your outreach to go. Advertising to your church family looks very different than inviting the entire community, so build a promotion plan that fits the scope of your event. Evaluate the need for social media posts, flyers, banners, or paid advertising. Set up registration forms and reminder emails so nothing gets left until the last minute. (Not sure how to automate communication? We can help with that!)
A detailed timeline will make the planning process smoother. Map out important dates for meetings, volunteer assignments, donation requests, and registration reminders to help everyone stay informed and on track.
Clear information is especially important when coordinating volunteers. The communication features in One Church Software can simplify scheduling, quickly organize roles, automate messages, and reveal where extra support is needed. All this will help your team be prepared, connected, and inspired to create an impactful VBS experience!
6) Think about first impressions.
The first day/night of VBS sets the tone for the entire experience, so give extra thought to planning for a strong start.
Communicate clearly with texts or emails as the event approaches, and be sure to send out a last-minute reminder about drop-off details and schedules. Bright sidewalk chalk messages, smiling greeters, upbeat volunteers, and a clearly marked check-in area can help kids feel excited while reassuring parents that their children are safe and cared for. Encourage volunteers to arrive early so they’re ready to welcome every child. A calm, joyful atmosphere goes a long way in helping families feel comfortable.
And as you prepare all the practical details, don’t forget the most important expectation of all: trust that God is already at work. Pray boldly, expect great things, and watch how He shows up!
7) Create plans for safety and security.
Successful VBS planning prioritizes a safe environment. You’ll want to consider multiple aspects, such as:
- Emergency plans
- Easily identifiable staff
- Background checks
- A solid check-in system
Discuss protocol during unexpected scenarios with staff and volunteers, such as a tornado or active shooter, and ensure you have a response plan in place. Label “safe areas” in a highly visible way, ensure that all personnel are aware of those locations, and review the emergency plans regularly.
During the event, staff and volunteers should be easily identifiable with distinctive T-shirts, lanyards, and/or name tags. This shows who belongs in the building and creates clarity for parents or kids who need to ask a question.
In today’s world, it’s essential to run background checks on all staff and volunteers. One Church Software integrates with Protect My Ministry, which lets you order and manage background checks directly, receiving turnarounds within 48 hours. We also offer a secure check-in system which ensures that all VBS participants arrive and depart safely, notes allergies or medical concerns, and helps track attendance patterns.
Successful VBS planning prioritizes a safe environment so that nothing distracts from the ministry happening and memories being made!
8) End with a special closing event.
Your VBS wrap-up is a chance to celebrate and help families feel connected to your church community. There’s no one “right” way to do this—just choose activities that reflect your church’s unique personality, strengths, and community!
Some churches host food trucks and set up outdoor games in the parking lot. Others put together a closing program with a photo slideshow, songs, and sharing time. However you choose to close out your VBS, take the opportunity to warmly invite visitors to future events happening at your church. Prioritize a welcoming environment and a joyful atmosphere, and remember to thank your volunteers!
9) Celebrate your volunteers.
After VBS ends, take time to recognize the volunteers who made the week possible. Send thank-you messages, share highlights from the event on a Sunday morning, or organize a small appreciation gathering. Recognizing your volunteers will build ownership, a feeling of being valued, and enthusiasm for participation in future events, so don’t miss out on this important aspect of your planning process.
10) Debrief and review with a survey.
Before jumping to the next event on your busy church calendar, collect feedback! Reach out to volunteers, staff, and attending families to find out what worked well and what could be improved for next year’s VBS.
Creating a survey and sending it through the same method you used during the VBS will allow responses to be received, stored, and analyzed efficiently. One Church Software offers features to streamline and enhance your follow-up efforts, including custom forms, automated emails, and workflows that keep people from falling through the cracks.
When next year’s VBS rolls around, you’ll be equipped to build on what worked, strengthen what needs improvement, and create an even more meaningful experience for the families and volunteers you serve.
Planning a successful VBS requires a lot of moving pieces, but the right tools can make it much easier. If you’re not already using One Church Software to organize your VBS, use our FREE 30-day trial to test it out! Our features will help you lead your volunteers, manage communication, streamline check-in, plan facility space, and more.
With the support of our smart, all-in-one church software, you can spend less time coordinating logistics and more time investing in kids and families.
