Plan a Vacation Bible School That Kids Talk About All Year
VBS is often the biggest outreach event on a church calendar. A well-run program can reach dozens of unchurched families in a single week. This guide walks you through every stage of planning.
Overview
Vacation Bible School is a week-long immersive experience that combines Bible teaching, crafts, games, music, and snacks into a high-energy program for children. Most churches run VBS during summer, targeting kids ages 4 through 12, though some expand to include a preschool track or even an adult evening session.
The scope of a VBS program is what makes it both impactful and demanding to plan. You are essentially operating a day camp inside your church facility for five consecutive days. That means coordinating curriculum, decorating entire hallways to match a theme, recruiting and training 30 to 80 volunteers, managing registration for 50 to 200 children, handling food allergies and medical needs, and executing a closing ceremony that parents actually attend.
Churches that treat VBS as a one-month scramble end up with burnout and mediocre results. The most successful programs start planning four to six months in advance, with a dedicated VBS director who has authority to recruit team leaders, set budgets, and make creative decisions. When done well, VBS becomes a pipeline for new families, a training ground for teen volunteers, and a highlight of the church year.
Planning Timeline
6 phases to keep you on track
6 months before
- Select a VBS curriculum and theme (Lifeway, Group, Orange, etc.)
- Set dates and daily schedule (morning vs. evening program)
- Appoint a VBS director and recruit station leaders
- Reserve any rented equipment (inflatables, sound systems)
- Set the overall budget and get board approval
3 months before
- Order curriculum kits, decorations, and craft supplies
- Begin volunteer recruitment — target 1 volunteer per 5 kids
- Open online registration for families
- Plan the decoration theme for hallways, classrooms, and outdoor areas
1 month before
- Hold a volunteer orientation and assign roles
- Finalize snack menus and check allergy lists from registrations
- Print name tags, attendance charts, and emergency contact sheets
- Promote heavily on social media, Sunday announcements, and yard signs
- Arrange a decoration day with volunteers
1 week before
- Set up all decorations and stage areas
- Do a full walk-through with station leaders
- Confirm volunteer schedules and distribute T-shirts
- Test all audio/visual equipment and music playlists
Day of (each day)
- Arrive 90 minutes early for setup and prayer
- Run check-in and verify authorized pickup lists
- Execute the daily schedule with transition music between stations
- Debrief with leaders at end of day — note what to adjust tomorrow
1 week after
- Send thank-you messages to all volunteers
- Follow up with visiting families via email or phone
- Collect feedback surveys from parents and volunteers
- Inventory leftover supplies and store decorations for next year
Volunteer Roles
6 roles to fill for a successful event
VBS Director
1Oversees all planning and execution. Makes creative and logistical decisions. Reports to church leadership on budget and outcomes.
Station Leaders (Bible, Crafts, Games, Music, Snacks)
5-6Each station leader owns their rotation — plans content, gathers materials, and leads their team of helpers through every session.
Group Guides / Crew Leaders
10-20Walk with a group of 8-10 kids from station to station all week. Build relationships and manage behavior. Often teenagers or college students.
Registration and Check-In Team
3-5Handle day-of registration, name tags, allergy alerts, and secure check-in/check-out with matching parent tags.
Decoration Crew
8-12Transform the church building to match the VBS theme. This team typically works several days before VBS begins and handles teardown after.
Media and Photography
2-3Capture photos and video for daily social media updates, the closing slideshow, and future marketing materials. Must follow child photo policies.
Budget Considerations
Key expenses to plan for
Curriculum kits: $300-800 depending on publisher and number of kids
Craft supplies: $200-500 for a week of daily projects
Snacks: $150-400 based on enrollment (factor in allergy-safe options)
Decorations: $200-600 depending on theme complexity
T-shirts for volunteers and kids: $300-800
Inflatables or special equipment rental: $200-500 per day if applicable
Promotion Ideas
Get the word out effectively
Create a 60-second teaser video showing last year's highlights and share across social media
Place yard signs at busy intersections with registration QR codes 4 weeks before VBS
Partner with local businesses (ice cream shops, pizza places) for flyer distribution
Run a referral contest — families who invite friends earn prize entries for their kids
Host a pre-VBS kickoff event at a local park to build excitement and register walk-ups
Common Mistakes to Avoid
Learn from others so you don't have to learn the hard way
Mistake
Trying to plan VBS in 4 weeks instead of 4 months
Solution
Start early. Lock in your curriculum and director by January for a summer VBS. Late planning leads to volunteer shortages and supply backorders.
Mistake
Not having a secure check-in and check-out system for children
Solution
Use a numbered tag system where the parent tag must match the child tag at pickup. Never release a child to someone without the matching tag.
Mistake
Ignoring volunteer training and just handing out assignments
Solution
Hold at least one training session covering the schedule, emergency procedures, bathroom policies, and behavior management. Trained volunteers are confident volunteers.
Mistake
No follow-up plan for visiting families after VBS ends
Solution
Have a follow-up sequence ready before VBS starts — a thank-you email on Friday, a personal phone call the following week, and an invitation to the next family event.
Success Metrics
How to measure if your event was effective
Total registered children vs. actual daily attendance (aim for 80%+ retention through the week)
Number of first-time visiting families (track separately from member families)
Volunteer satisfaction survey score (target 4.5/5 or higher)
Percentage of visiting families who attend a Sunday service within 4 weeks
Social media engagement on daily VBS content (shares, comments, tags)
Related Event Planning Guides
How MosesTab Helps
Event Management
Create the VBS event with multi-day sessions, manage registration forms with allergy fields and emergency contacts, and track capacity limits per age group.
Volunteer Management
Recruit volunteers for specific stations, send automated reminders before each day, and track who showed up for future appreciation.
Attendance Tracking
Check kids in and out with secure matching tags. See real-time headcounts per room and identify children who missed a day for follow-up.
Communications
Send daily photo recaps to parents, promote registration to the congregation, and run the post-VBS follow-up sequence for visiting families.
Frequently Asked Questions
Common questions about planning a vacation bible school (vbs)
Ideally 4-6 months before the event. Most curriculum publishers release their new themes in January, so that is a natural time to select your program, appoint a director, and begin budgeting.