If you are in charge of planning this year’s vacation bible school, we have every planning tool you will need. Planning for VBS starts months before hand because it is a week-long event that the parents, volunteers, kids and the entire congregation look forward to. Don’t be overwhelmed, we have you covered from theme ideas to checklists. Discover our full planning guide below too!
Pick a Theme!
Southwest
Planning a Southwest VBS? Great choice! This VBS theme is filled with desert beauty and fun fiesta touches that add up to one hot theme for your VBS! With our Free Downloadable Checklist, VBS Activities, Themed Snacks, and these Themed Decor Ideas, you can learn how to create a Southwest theme that gets kids fired up for tons of VBS fun. Be sure to check out our coordinating craft kits, coloring pages and more!
Studio
If you’re planning a Studio themed VBS, you’re in for an amazing time! Using our Free Downloadable Checklist, VBS Activities, Themed Snacks, and these easy Decor Ideas, you can create a VBS experience that takes kids on a journey filled with fun, faith, and plenty of creative expression. From a check-in table and craft station to a group space and snack station, we’ve made it easy to create your own VBS masterpiece. Let’s get busy! Don't forget to check out our coordinating craft kits, coloring pages and more!
DIG
Dig into VBS with our Free Downloadable VBS Checklist, VBS Activities, Themed Snack Ideas, Themed Game Ideas and Themed Decor Ideas. Let us help you create the most exciting VBS yet! Be sure to check out our coordinated craft kits, coloring pages and more!
Treasure Hunt
Plan the perfect Treasure Hunt VBS with our help! Use our Free Printable Treasure Hunt Checklist to make sure you have everything covered. Be sure to check out our Treasure Hunt Game Ideas, Decor Ideas, Snack Ideas, Craft Kits and more too! Let the Hunt begin!
Construction
Promote teamwork and strengthen your bond with Jesus through a Construction Themed VBS. Check out our Themed Game Ideas, Snack Ideas, Check-In Station Ideas and Activities to have the best VBS yet! Be sure to download the Free Printable Checklist too!
Railroad
All aboard for some Railroad VBS fun! Check out our Free Printable Checklist. Use our craft station ideas, activity ideas and more!
African Safari
The jungle awaits you! Kids will be thrilled to go on a safari adventure with this VBS theme. We have a full DIY safari set-up for you to make the VBS space into a jungle. Kids will love playing the DIY game “Who’s at the Watering Hole” and making their very own DIY Sand Slime. Don’t forget our jungle-tastic snacks like hippo cookies and stampede snacks! Since planning can get a bit overwhelming at times we created a African Safari checklist which you can download for free right here!
Wild Encounters
Take your VBS kids on a wild adventure through different biomes to have encounters with Jesus through scripture during a week of faith-filled fun. We have all the wild encounter DIY décor ideas you’ll need for this year’s theme right here. Décor isn’t the only type of planning you will need to do, but we have snack ideas and activity ideas too! Download our free wild encounters planning checklist to stay on top of all the VBS responsibilities.
Athens
Take an imaginary trip to Rome to teach kids about ancient Romans and their place in the Bible. Bring Rome to your church with these crafts and snack ideas. Keep organized with our free Athens planning checklist, download it here!
Sports
Teach VBS students that they are always on God’s team with décor ideas and snacks. Now download the free sports themed VBS planning checklist to make sure to cover all your bases.
Western
Saddle Up for a western themed vbs. With western snacks and activities, VBS will be a giddy-up good time. Use our free western themed planning checklist to begin planning.
VBS Planning Guide
6 Months before VBS
The director of your VBS should be chosen. Most likely, this person is YOU! It is important to select the director before the VBS dates are set. Directors should not be selected simply based on availability, but on the value she/he brings to the VBS program. If possible, the director should be involved in planning the VBS budget. Set the date for your Vacation Bible School. Place the date on the church calendar, making sure to avoid conflicts with other activities. Make sure all space needed is available and reserved for the selected dates. Have the date published in the church bulletin and ask the congregation to pray for God to begin His work of preparing the hearts and minds of the VBS teachers, workers, and volunteers.
4 – 6 Months before VBS
Recruit individuals for your VBS leadership team. The leadership team will be made up of individuals that are responsible for specific areas of your VBS program. Specific areas may include crafts, recreation, decorating, publicity, refreshments, registration, and worship music. The director will determine dates for leadership team meetings as well as meetings with individual leaders. Director and leadership team explore and compare available VBS curriculum. VBS themes are published as early as June for the following year. Choose your VBS theme and curriculum to be used. If purchasing a curriculum, order the Starter Kit to assist the leadership team with planning.
3 – 4 Months before VBS
Start brainstorming, with the leadership team, and selecting lessons, crafts, games, activities, refreshments, etc. that will be used each day. Compare costs of all planned supplies and resources with your VBS budget. If costs exceed budget, determine ways to raise additional funds or review planned supplies for what could be cut or done in a different manner. Make a list of basic supplies needed. Create a plan to request donations of basic supplies from the congregation. Plan should include publishing supplies needed, dates to donate, and location for collecting.
Determine plans for promoting your VBS. This will primarily involve only you and the publicity person from the leadership team. Promoting VBS should be both internal for current members and external for the shared community. Publicity could include posters, handouts, church bulletin announcements, church newsletters, neighborhood newsletters, and social media.
2 – 3 Months before VBS
Plan the daily schedule and set a date for total staff training. These both should be done prior to recruiting teachers and volunteers so that as much information can be shared about responsibilities and expectations. Acknowledge that the schedule is not complete, but it gives an idea of daily responsibilities of all teachers and volunteers. When scheduling a date for total staff training, check church calendar for other activities and remember to secure a space large enough for the training.
Determine initial number of teachers and initial number of volunteers needed. You can use registration numbers from the previous year to provide the best estimate prior to registrations. Order teaching manuals so these can be shared when recruitments are successful. Use last year’s registration numbers and projected registrations for this year to order VBS student materials. If publicity is increasing, you may want to order additional teaching manuals and VBS student materials.
Begin recruiting teachers, teachers’ helpers, and support staff for your VBS. If you have leaders over specific aspects of your VBS, enlist their assistance in recruiting. This should not be solely the responsibility of the director. In order to make sure that the same congregation members aren’t asked over and over again by different leaders, the leadership team should have a predetermined list of who will be contacting who and for what responsibilities. Share the theme, schedule, and support that all volunteers will receive, and ask them to set aside the training date. NOTE: Perform background check on all staff and volunteers.
6 – 8 Weeks before VBS
Make a floor map showing the assigned use for all rooms and outside areas. Map should include how the rooms and outside areas will be used. Verify that there is no double-scheduling for any space needed for your VBS. Begin promoting the VBS program both in your church and in your community. Increase publicity and promotions the closer you get to the date of the program. Review materials and supplies on hand to determine what is still needed. Publish finalized list of materials and supplies you need the congregation to donate. Don’t forget daily refreshments, i.e. juice boxes.
Early registration. Consider both an early registration discount and a multiple child discount. Work closely with registration leader in how all information is to be organized and tracked. Early registration may include an information table before and after church service, a registration form included in your church bulletin with a designated spot to place completed forms. Make sure form includes any special needs, i.e. dietary restrictions and allergies. To check out all the essential supplies find our full selection here.
4 Weeks before VBS
Hold staff training. Meet as an entire team so everyone understands the theme and how all the aspects of the VBS program together achieve the overall objective. Walk through the flow of each day’s sessions, the layout of classrooms and other areas to be used, and any general information they should know. Break into small groups determined by responsibilities to discuss specific details. These small groups should be led by the leadership team members.
Ramp-up publicity. Every person in the congregation should know that VBS is just around the corner. The community should also be well aware that their children are welcome to attend. Collect and review materials requested to be donated.
2 – 3 Weeks before VBS
Dedicate and pray over all VBS workers during a worship service. Develop preliminary class rosters. Review registration count and supplies for each student and purchase additional supplies as needed. If able, begin decorating and preparing facilities. Decorating when possible continues up to the start of VBS. Preparation must include first-aid kits for VBS. Make sure you have enough first-aid kits and that all staff know where the kits are located.
1 Week before VBS
Touch base with leadership team and make sure that responsible members have contacted appropriate VBS staff for last minute details and/or questions. Distribute class rosters to teachers. Final review of supplies to determine if additional purchases are needed.
1 – 3 Days before VBS
Complete decorating and preparing facilities. Review that all rooms are supplied with the correct materials, and that first-aid kits have been placed in selected areas. Set registration table and confirm that there are enough volunteers for Day One registration.
VBS Week
Continue with registration all week. The heaviest day will probably be Day One for registrations but maintain the registration table all week. Each morning, hold a short meeting with all staff before the arrival of children. Address questions and pray over each other and the children for a successful and fun VBS. Spend the time and energy on what makes the biggest differences in the lives of the children. Build relationships, pray, and teach to these children. Prepare VBS certificates. And remember, VBS should be a fun time, for children and staff, including yourself.
After VBS
Store reusable supplies for future VBS programs. Follow-up with community visitors and families, introducing them to the other exciting activities happening at your church. Meet with VBS staff and volunteers to review what went well and what needs improvement. Keep a record of volunteers who are interested in helping again next year. Review notes and budget with leadership team and compile suggestions for an even better VBS experience next year.
