How to Plan Vacation Bible School (VBS)
Vacation Bible School is one of the biggest outreach events a church can host. It reaches children and families in the community, gives volunteers a meaningful serving opportunity, and creates energy that carries into the fall. Planning it well makes the difference between impact and exhaustion.
Step-by-Step Guide
Set Your Dates and Choose a Theme
VBS typically runs during summer — June or early July is most popular because families have not yet left for vacation. Choose a week-long format (Monday through Friday, usually mornings or evenings) or a condensed weekend format. Select a VBS curriculum and theme — major publishers like LifeWay, Group, and Answers in Genesis offer complete packages with decorations, music, lessons, and activity guides. Choose a theme that excites children and provides solid biblical teaching. Order materials 3-4 months in advance to get early-bird pricing.
Pro Tip
Survey parents about their preferred schedule before committing. Some communities prefer evening VBS (6-8:30 PM) because it accommodates working parents.
Build Your Volunteer Team
VBS requires more volunteers than almost any other church event. Plan for a ratio of about one adult volunteer for every five children. You need: station leaders (crafts, games, music, snacks, Bible story), group leaders to shepherd children between stations, registration and check-in volunteers, decorating team, and setup/cleanup crew. Start recruiting 3 months before VBS. Many churches find that youth group students (ages 14+) make excellent VBS helpers and it gives them a meaningful serving opportunity.
Pro Tip
Require all adult volunteers to complete a background check at least one month before VBS. This is not optional for children's ministry — it is a safety and liability requirement.
Open Registration and Promote
Open registration 6-8 weeks before VBS. Create an online registration form that collects child's name, age/grade, parent contact information, allergies, and emergency contact. Promote through the church, but also in the community — VBS is one of the most effective outreach events because unchurched families are often willing to send their children to a free, fun, safe program. Distribute flyers at schools, libraries, pediatrician offices, and local businesses. Use social media and ask church members to share the registration link.
Pro Tip
Offer early-bird registration (free or discounted) to create urgency. Set a capacity limit based on your volunteer count and venue size — it is better to have a full VBS with enough leaders than an overcrowded one with overwhelmed volunteers.
Prepare Your Space and Materials
VBS requires significant space transformation. Assign decorating teams to each station and give them a clear budget and design direction from the curriculum. Order all supplies (craft materials, snack ingredients, prizes, take-home items) at least two weeks before VBS. Set up the space the weekend before — recruit a Saturday decorating party and feed everyone pizza. Test all technology (projector, sound system, music) before the first day. Create a detailed room layout showing where each station will be.
Pro Tip
Take photos of your setup before the first day. These are gold for promoting next year's VBS and for training next year's decorating team.
Train Your Volunteers
Hold a volunteer training meeting 1-2 weeks before VBS. Walk through the daily schedule, explain each station, review safety procedures (including bathroom policies, allergies, and emergency plans), and distribute volunteer handbooks or one-page role summaries. Let volunteers practice their stations briefly. Cover the check-in and checkout process in detail — parents need to feel confident that their children are safe. End training with prayer and encouragement.
Pro Tip
Give every volunteer a T-shirt in a matching color. This makes them instantly identifiable to children and parents and builds team spirit.
Execute the Week and Follow Up
During VBS week, have a daily team huddle (15 minutes before doors open) to review the schedule, address any issues from the previous day, and pray together. Assign a 'floater' volunteer who can fill in where needed and handle unexpected problems. Take photos and video every day (with photo release consent). On the last day, host a family event — invite parents to see what their children learned. Within one week after VBS, follow up with every family: thank them, share photos, and invite them to Sunday services and children's programs.
Pro Tip
The Friday family event is your single best outreach opportunity. Make it welcoming, have someone share the church's story briefly, and provide a clear next step for families (like a family Sunday or kids' program).
Common Mistakes to Avoid
Not recruiting enough volunteers
Aim for a 1:5 adult-to-child ratio minimum. Recruit 20% more than you think you need. Under-staffed VBS leads to safety concerns and volunteer burnout.
Failing to follow up with VBS families
The week after VBS is the most important. Families are warm and their children are excited. A personal invitation to your children's program can turn a one-week experience into a long-term church connection.
Trying to plan VBS without a curriculum
Published curricula save hundreds of hours. They provide lesson plans, decoration ideas, music, activities, and volunteer guides. The cost is worth the time savings and quality improvement.
How MosesTab Makes This Easier
MosesTab simplifies VBS logistics with online registration that feeds directly into your database. You can track registrations, manage waitlists, and collect all necessary child information and medical details in one secure form. Volunteer scheduling ensures every station is staffed, and automated reminders reduce no-shows.
After VBS, the families you registered are in your system ready for follow-up. You can send thank-you emails, share photos, and invite them to upcoming events — turning a one-week program into an ongoing relationship.
Related Features
Frequently Asked Questions
Common questions about this topic
Budget $10-25 per child for curriculum, supplies, snacks, and decorations. A VBS with 100 children typically costs $1,000-2,500. Many churches offset costs through registration fees ($5-20 per child), church budget allocation, or sponsorships from local businesses.