It never hurts to have a checklist when planning an important event like Vacation Bible School. We put together a list of tasks to make sure nothing is accidentally over looked!
Save the Date Magnet: given out on Easter Sunday
2 Months Before VBS-
- Choose a theme
- Begin recruiting your crew leaders.
- Set dates for training.
- Work with your volunteers to plan a pre-registration event.
- Start thinking and coming up with ideas for your closing event or program.
- Post a list of supplies needed in the bulletin, newsletter, or website to be donated, and don’t forget to include the date needed by.
- Create teams of past volunteers and new volunteers.
- Schedule your planning meeting.
- Plan a daily schedule
- Make room assignments
- Recruit someone as a follow up coordinator
- Have volunteers fill out background check forms
- Have all team members give you a list of supplies needed
- Determine how students will check in/
- Discuss transportation if offered
- Assign someone as a transportation coordinator
- Make sure any permission slips or insurance requirements are in order.
1 Month Before VBS-
- Continue planning your pre-registration event.
- Hold team training for site and crew leaders
- Begin Pre-Registration
- Finalize decorating plans
- Check donated supplies and purchase additional supplies needed.
- Remind volunteers to turn in background check forms if they haven’t yet.
- Purchase award items
As VBS nears-
- Check and double check planning calendar lists.
- Set up first aid site. Keep allergy and emergency contact info close by.
- Check pre-registration counts
During VBS-
- Prepare and distribute certificates and other award items
- Publicize closing program and other upcoming children’s programs
- Set a date for next year’s Vacation Bible School.
After VBS-
- Organize a clean up crew
- Make sure to make your volunteers feel appreciated with thank you notes and or gifts.
- Have your follow up coordinator reach out to the students and their families for feedback. A great way to do that is through a survey.
- Befriend new families and set up a program to invite tem to upcoming church events.
- Order your Rally Sunday * Save The Date Magnets
- Rally Sunday is usually the Sunday after Labor Day when families come back to the church after summer vacation.
