Get (and keep) a calendar. You can’t plan the year ahead if you don’t know what the year looks like.
Start big. Write down all the big, important, we-do-them-every-year, this-isn’t-going-to-change-unless-the-rapture-happens dates first (Easter, Christmas, church-wide events) so you can plan around those. You can host a service project any time throughout the year, but if you plan an egg hunt in October, you might get some pushback.
Know the seasons of busy-ness for the families in your ministry. As much as we’d love it if the families in our church only had our events on their calendar, the reality is they have commitments (a lot of them) outside of our ministries. My youth used to ask for no extra events from the beginning of May until after school gets out. That is a jam-packed moth with school activities and extracurriculars, so keep your families’ other schedules in mind. This will help prevent you spending time and energy on an event that no one shows up to.
Vary the type and purpose of your events and consider all the categories. Have a healthy variety of events like outreach, family events, service projects, etc. and be sure to include events for every age group.
What big events are happening around the world this year? This will help you keep relevancy in mind when planning your calendar. For example, during the Olympics, host a field day type event for families.
Don’t stress about the details yet. You don’t have to have the event actually planned to know what kind of event you want to have. Stay focused on the big picture. Say you want to do a kids service activity in November – great! That’s all you need to know right now. Just pencil in the service project on your calendar and start planning once the time gets closer.
Don’t overload! Keep it simple. You don’t have to have an exciting event every single weekend. One outside-of-Sunday event a month might be the perfect amount for the families in your ministry.
Add in other dates too. Remember that you’re not the only ministry in the church (even if you are the most important – wink, wink). Make notes of the big dates so you don’t schedule a babysitting night the same weekend as the council retreat.
When you’re done, look at your calendar year visually. Is there one month that has lots of events? Did you plan 3 events for April, but then they have nothing until July? Make sure your calendar is balanced throughout the year in both number and intended audience.
And remember, you don’t have to plan alone! Kick off 2025 by taking a look at the year ahead, discussing best practices for developing a year-long ministry strategy, and mapping out potential dates for the entire year.
Reminders & Announcements
The South Carolina Synod Children, Youth and Family Ministry (CYFM) is Updating our List of Congregational Contacts! Who is the best person in your congregation to receive information about synod children and youth events and other updates and resources?
Please call the Synod Office at 803/765-0590 or email Deborah at deborah@scsynod.com.
FOR ADULTS WHO PLAN TO BE LEADERS AT SYNOD CHILDREN AND YOUTH EVENTS
You must “attend” mandatory training session. Videos can be found on Synod website – Youth | ELCA South Carolina Synod
Middle School Retreat
Middle School Retreat
January 24-26
At Camp Kinard
#EmbracetheShift
“Those Crazy Emotions!”
We go through a lot of changes during our Middle School years. And our emotions are at the top of that list. We’ll watch the movie “Inside Out 2,” explore those emotions and learn how to process them in healthy ways.
Cost is $105
Contact Deacon Deborah TODAY if you have youth that want to attend!
Elementary Retreat at Camp Kinard
Elementary Retreat at Camp Kinard
For Children in Grades 1-5
February 8-9
Join us for fun, fellowship and learning!
There will also be a track for parents, so come with your kids and learn from seasoned teachers.
Cost is $105
Click here to register!
Tips for Planning A Successful VBS in 2025
Set clear goals. Define what you want to achieve with VBS. Is your goal community outreach to unchurched families? Is your goal to strengthen and build relationships between kids in your church and their year-round small group leaders? Is your goal to provide a safe place for kids or working parents to come in the summer so that you can share the gospel in a fun environment?
Choose a VBS. Select a VBS that aligns with your goals (and theology, of course), has a fun theme, and is engaging for your target age group. Ensure that it is fun! That’s a kid’s love language. Make sure it has excellent large group lessons that present the gospel in a clear, age-appropriate way, along with small group lessons, crafts, games, snacks, and great music.
Build a team. Our favorite word around here is delegate. You cannot do this alone, nor should you. Recruit dedicated volunteers to help with the planning and execution of your VBS. Delegate what you need them to do. Trust that they will do it. We suggest you first create a leadership team. Give these people specific roles, asking them to lead each area of your VBS.
Check your budget! It may drive what activities you choose, the décor you invest in, and more. It will also help you determine if you need to consider asking for donations, borrowing items, or sharing with other churches in your community. If you plan early, you can ask the congregation for help. They know people you do not know and have connections you do not have. Share your needs and ask who can help meet them.
Promote the event. Some ways you can do this: social media, print pieces like flyers you can pass out on Sundays, yard signs, outdoor banner, ask local businesses if they can put posters in their windows, and of course good old word of mouth. Talk with kids about inviting their friends to join them!
Prepare materials. Ask leaders to go through their section of the materials and turn in a list of needed supplies and items to prepare. Train volunteers. Ensure everyone understands their roles and the overall strategy for your VBS. We recommend holding an initial meeting with your leadership team starting in January. They may need to plan smaller meetings to connect with their specific teams in the weeks and months leading up to VBS.
Organize registration. Set up a system for registering participants. I suggest doing registration online when possible. Encourage everyone to register ahead of time to help you in your planning. What reward can you offer to those who register early? A free VBS shirt, button, or frisbee? A chance to pick up their day one nametag ahead of time, so they don’t have to wait in any lines the first day.
Also, think through ways to make registration as smooth as possible. How many people must work registration tables to avoid long lines? What questions might they encounter that you can answer ahead of time? Where have you had roadblocks in the past, and what can you do to fix them before VBS 2025?
Appreciation and Invitations. I always wanted to go on an extended vacation after the VBS week. It’s excellent work and hard work, all at the same time. Planning the things that need to be done post-VBS well in advance will save you so much time and energy. First, plan what you will do to thank your volunteers. It can be as simple as a thank you card or as elaborate as a gift. But, if you plan that and work on it in March rather than midnight, the night before VBS ends, you’ll be a happier leader. How about a flier or card for the last night that tells the families visiting how much you loved having their kids, and give them a few dates of other fun things your church is offering for families in the future—maybe a Fall Festival or a Back to School Bash.
Think summer strategy. Strategize so your summer theme for Sundays aligns with your VBS theme. This allows you to extend your décor beyond the week of the program. A strategy also enables you to invite volunteers, kids, and their families back to help you keep the VBS energy going all summer.
Resources for February
Valentine’s Day/Love
Youth Group Games – Valentine’s Day | Ministry to Youth
Christian Valentine Party Ideas for Church
33 Valentine’s Day Church Ideas Everyone Will Love
President’s Day
Children’s Sermon: Presidents’ Day – A Great Time to Pray – Kids Bible Lessons
United States Presidents’ Day Holiday Ministry Resources
Black History Month
27 Best Black History Ideas for Church to Celebrate
Random Acts of Kindness (Feb. 17)
10 Ways to Celebrate Random Acts of Kindness Day with Kids
