Planning Ahead
VBS is like any other church event, but the to-do list and responsibilities typically feel like they are magnified. Planning ahead is the key to helping your event run with precision. If you have not already planned the dates for your VBS by the first of the year, then this is something you need to do as early as you possibly can. People (volunteers, staff members, parents) are already looking at their calendars and trying to determine how to best fill their days off with traveling, vacations, and family time. The sooner you have your dates, the sooner you can inform your church so that VBS is well-attended, well-staffed, and well-promoted. Will your VBS last 5 days, 3 days, or each Sunday of a designated month? Will it be in the morning, evening, or all-day? These are questions you need to have answered.
Once you’ve established the dates for your Vacation Bible School, start to create a realistic timeline. There are items you can begin to do each week that will eliminate the last-minute stress of cramming all of your work in the last few days leading up to VBS. Below is a sample timeline that you can use and adjust to fit the needs of your church and ministry context:
| Goal Date | Task |
| Week 1 | Determine VBS dates, times, and length. |
| Week 2 | Research VBS themes and curriculum. |
| Week 3 | Select two themes and have church/staff/teachers vote. |
| Week 4 | Select theme and curriculum. |
| Week 5 | Announce VBS schedule and theme to the church. |
| Week 6 | Purchase theme kit/curriculum or resources related to VBS content. |
| Week 7 | Brainstorm volunteer needs (teachers, kitchen staff, security, registration, etc.). |
| Week 8 | Create volunteer job descriptions. |
| Week 9 | Create/print volunteer applications and background checks. |
| Week 10 | Continue to promote VBS and start volunteer application sign-ups. |
| Week 11 | Volunteer application sign-ups. Recruit specific individuals (teachers, kitchen coordinator, worship leader, etc.) and have them fill out their applications. |
| Week 12 | Create flyers, postcards, banners for promotion in community/schools. |
| Week 13 | Finalize major volunteer roles and provide them with curriculum, resources, job descriptions. |
| Week 14 | Order volunteer t-shirts, nametags, etc. |
| Week 15 | Create VBS registration forms or website. |
| Week 16 | Meet with major volunteers to discuss questions/details. |
| Week 17 | Finalize ALL volunteer positions. |
| Week 18 | Make shopping list and go shopping. |
| Week 19 | Mandatory VBS meeting for all volunteers. |
| Week 20 | Decorate and make the environment come alive! |
| Week 21 | Enjoy VBS! |
