When I was a young child, I loved to watch my father in his basement workshop.  He enjoyed making things. I was fascinated by all the tools he had, and if he didn’t have one he would buy it (I might need it again someday) or he would make it himself, which he often did.

The proper tool makes the job easier and yields better results.

When my Vacation Bible  School (VBS) team first started conducting a VBS overseas, we had no tools, just the experience of working with another VBS team from Newport Beach, CA.   In that role, we didn’t have to do any of the many administrative, planning and purchasing activities that needed to be accomplished to put together a solid VBS program.

We realized it was up to us to develop a planning strategy.  What equipment was needed? What supplies did we need and where would we get them and what would be the costs. What would be the Bible lesson program, the praise worship songs, the crafts for the children? Oh, so many questions that they almost smothered our fire of enthusiasm.  We faced a daunting task. We recognized the need for organization, a structure to build on, and we needed tools to help with our task. As a start, we identified the specific areas of the VBS program and designed some tools (planning sheets)to help us.

1. Registration Planning Sheet – List registration items needed, amount, cost and where to buy.

2. Worship Planning Sheet  – List activities, songs, instruments, for each day.

3. Bible Study Planning Sheet – Show lessons series, activities, bible verses to memorize

4. Crafts Planning Sheet – Decide on daily craft, materials, where to acquire

5. Recreation Planning Sheet – Daily games to play, equipment necessary, space required.

6. Snack and Lunch Planning Sheet * optional – Daily snack, lunch, food and drink to buy.

7. Evangelical and Other Activities Planning Sheet- Places to experience; or people to visit:  shut-ins, sick or elderly church members.

8. Budget Planning Sheet –  List total costs from each planning sheet.

9. Transportation Planning Sheet – Show various transportation, needs, and costs.

10. Lodging and Meals Planning Sheet – Where to people stay and where do they eat?

We designed other forms too, such as: 

• Applications
• Health Questionnaire
• Staffing Sheet
• Rotation Schedule
• Various registration count sheets
• Space and Material Requirements Form
• Form Listing Duties and Responsibilities of Everyone

All these “tools” helped us identify what needed to be done and keep track of how we were doing.

The above is not all-inclusive, of course, but it provides a way to help the team get started.  Assign each team member a planning sheet(s) to complete.   The team leader can also use this tool to monitor progress towards meeting planning goals.

After another successful VBS at a church in Codlea, Romania, the author described the process of getting ready and presenting a VBS in a book, “Organizing and Operating a Vacation Bible School”.  After two more years of experience, the author published a follow-up book, “Have You Started Yet?”. It is in a larger notebook size format with removable forms and Planning Sheets.   Feedback from users of the first book resulted in new ideas,  modifications, and suggestions being included in the supplementary version.

 Are you thinking of accepting responsibility for a VBS for your church? Are you wondering where to get help? Are you wondering if you are all alone? Fear not for God is with you.  Also, you have some tools at your disposal to help you feel comfortable with your responsibilities.  You CAN do this!  Do it Now!