Vacation Bible School (VBS) can be one of the most significant ministry milestones in your church calendar, offering an opportunity for community outreach and spiritual formation. Beyond the vibrant activities and music, it is a week where the mission of the church is brought into sharp focus for the next generation. Whether you are an experienced coordinator or a dedicated volunteer stepping into leadership, the successful execution of VBS involves careful logistical oversight, strategic coordination, and a deep commitment to the spiritual stewardship of your community
Define Your Theme & Vision
Before you buy a single bag of cotton balls, you need a theme. Most churches opt for pre-packaged curriculum which provides a cohesive “vibe” and set of lessons.
- Choose a Theme: Does your community love an island adventure, a high-tech lab, or a dusty canyon?
- Set Your Goal: Are you focusing on outreach to the neighborhood, or deep discipleship for your existing kids? Knowing your “why” helps you make decisions when the budget gets tight.
Assemble Your Team
VBS is not a solo sport. Trying to do it all is the fastest route to burn out. Break your leadership into manageable roles. These are just a few:
- Director: The “big picture” person who keeps the schedule moving.
- Station Leaders: “Experts” in crafts, games, music, snacks and Bible storytelling.
- Floaters: Volunteers who can jump in wherever needed.
- Registration: Gatekeeper of spreadsheets and name tags.
Budget & Space
Effective planning requires a balance between creative vision and fiscal responsibility. A well-organized budget ensures that resources are allocated to the areas with the highest impact.
- Resource Management: Conduct a thorough audit of existing supplies before purchasing new materials. Invite the congregation to donate specific, high-need items.
- Strategic Flow: Map the “rotation” of the day to minimize bottlenecks. Clear transitions between the sanctuary, classrooms, and recreation areas are essential for maintaining order and focus.
Promotion and Registration
If you build it, they will come—but only if their parents know about it.
- Early Bird Registration: Use digital forms (like Google Forms or Planning Center) to gather medical info and emergency contacts.
- Community Outreach: Don’t just post in the church bulletin. Use social media ads, local “Mom” groups, and yard signs.
- The “Vibe” Check: Make sure your registration process is welcoming for families who have never stepped foot in your church before.
Safety and Risk Management
The safety of children is the highest priority. Professionalism in this area builds trust with parents and protects the integrity of the church.
- Volunteer Screening: Every volunteer must undergo a formal background check and attend a safety training session, regardless of their history with the church.
- Medical Protocols: Maintain a digital database of allergies and emergency contact information that is accessible to leadership at all times.
The Follow-Up
The most common mistake in VBS planning is thinking the job is done when the last kid is picked up on Friday.
- Sunday Celebration: Invite families to a special service the following Sunday where kids sing their favorite VBS songs.
- The Data: Organize those registration emails. Send a “Thank You” note and an invitation to your next family event or Sunday school kickoff.
- Volunteer Appreciation: Feed your volunteers! A post-VBS pizza party or even a simple handwritten note goes a long way in ensuring they come back next year.
Final Thoughts
At the end of the week, the kids won’t remember if the decorations were Pinterest-perfect. They’ll remember the teenager who high-fived them, the teacher who listened to their story, and the feeling of being part of something bigger than themselves.
VBS is a significant undertaking that requires a blend of professional project management and a heart for ministry. By focusing on clear communication, safety, and intentional discipleship, you create an environment where the Gospel can be shared effectively and memorably.
VBS Curriculum Resources
ReNew: The Green VBS | Sparkhouse
Order LOM Curriculum | Lutheran Outdoor Ministries
“At The Table” Vacation Bible School PDF – ELCA Resources
Compassion Camp: Be Loved. Be Kind. Be You. — Illustrated Ministry
Learning Together Overview – Spirit & Truth Publishing
Summer, VBS and Outdoor Intergenerational Ministry Curriculum
Creation Speaks Summer Camp Curriculum – InsideOutCurriculum
VBS in a Bag 2020: Noticing God in Creation – Google Docs
Rainforest Falls VBS 2026 | Group VBS Theme
VBS Curriculum | Fun and Engaging Vacation Bible School Programs | Cokesbury
BYOL (Bring Your Own Lunch) and join fellow CYFM Leaders for our Lunch Bunch session on March 10 at Noon.
Join Zoom Meeting: https://us02web.zoom.us/j/86907283680?pwd=kzT8at1aWtE84qjr90TWcWZ1doaL0w.1
Phone: (646) 558-8656
Meeting ID: 869 0728 3680
Passcode: 8037650590
MIDDLE SCHOOL RETREAT
March 13-15
Camp Kinard
What does it mean to live as a faith-full disciple? What are the actions or activities that help shape disciples on the journeys?
Join us for a weekend of learning more about faith practices, fun, and friendship!
Cost is $105
Register Now!
https://forms.gle/JLqQiBLhLRGFwfS59
HIGH SCHOOL RETREAT
May 15-17
Coastal Retreat Center
Details and Registration coming soon!
D365
The ELCA has recently become a denominational partner with the youth & young adult devotional app, d365.
d365 is a daily devotion written for youth and adults (aged 13-19). The devotion follows a five-step format – Pause, Listen, Think, Pray, Go.
- The Pause step remains the same all week and is designed as a centering tool as you begin the devotion.
- The Listen step is the scripture passage for the day, using the Common English Bible translation.
- The Think step is the devotional thought by the week’s writer.
- The Pray step is the start of a prayer that you can expand into your own conversation with God.
- The Go step is a call to action – launching you from this moment toward acting on what you have heard.
Typically, an author writes on a single theme for one week. In these devotions, you will read honest struggles and questions, all in the context of real faith.
Sign up for a daily reminder at d365 Daily Devotionals – devotions 365 days a year
Or download the app in the app store or google play
RESOURCES
Deeper Kid’s Ministry
20 Creative Ways to Teach the Easter Story to Kids – Deeper KidMin
From Building Faith:
Fuller Youth Institute has released a new teen Bible study session to their Can I Ask That? collection: “Can Living God’s Love Lead Us to Faithful Resistance?” Email me for a copy if interested.
7 Best Apps for Youth Ministry Communication (2026 Guide)
How To Run An Effective Children’s Ministry With Only A Few Kids
