Top 10 VBS & Camp Planning Tips from Ministry Leaders

We asked YOU for your very best tips and tricks when planning a VBS/camp/large event for your ministry. And your answers did not disappoint. Learn from our community of excellent responses with these ideas...

Tips # 1-4: Supplies

• Use of recyclables. Many of you responded by saying that one of the best things to do in preparation for an event like this is getting the whole church involved in collecting things like paper rolls, egg cartons, small plastic containers. These items can turn into so many different and imaginative crafts or décor! Open-ended crafts are a delight for kids. One small caution is to be aware of any serious allergies kids may have. Ensure thorough cleaning of plastics.

• The local bargain store. Sometimes inspiration hits in aisle 7. Sometimes it’s aisle 4. Take a stroll and see what items prompt fun ideas and stock up!

• Supply resourcing. There are several incredible church-resourcing organizations to supply packaged craft ideas, décor, and more. We love CTA Kids and think they have some amazing resources to help in this way.

• Snacks. Grocery delivery is very cost-effective and saves so much time.

Tips #5-6: Planning and Communications

• Helpful Organizational Tech. While there are many excellent software resources for registrations, Google forms is certainly easy to use and free. Church Center app is another helpful piece of tech to check out. Additionally, Sign-Up Genius lets people see the breadth of needs and auto-emails/reminds them a week and a day ahead of time about their commitment. Asana is another excellent piece of project management software.

• Helpful Communications Tech. Instead of a thousand emails flying into inboxes (and them potentially getting missed or tossed) on the week leading up to the event and during it, consider an app like Slack or WhatsApp to keep the communication flowing!

Tips #7-9: Volunteers

• Teen-power! Teenagers can be an incredible volunteer force. Quality camp shirts, free breakfast, and end of day candy bars will keep them happy and encouraged!

• Super Seniors! Your most experienced church members can play a vital role in your event! Invite them to pray (before, during, and after), help with snacks and crafts, or warmly welcome the children. Their wisdom and presence are a true gift to the kingdom.

• Appreciation. Keep the coffee hot and the granola bars aplenty! Provide the volunteer essentials to carry them through such as bandages, stickers, tissues, and sunscreen (if appropriate). Also provide them with some boosts: a special water bottle or tumbler, a gift card, or a devotional book.

Tip #10: Inclusion

• An Event for ALL. While high-energy, noise, and excitement can be a thrill for many, some neurodivergent kids will struggle. In a hope to be a place that all kids can feel safe and experience the love of Jesus, consider a quiet space with sensory friendly activities for kids who just need a break.