One of the first steps in preparing for a VBS is to establish a “Planning Calendar.”   Begin at the end and work backward. After all, if you don’t know when you need to arrive, how do you know when to start?

 “If you don’t know when you need to arrive, how do you know when to start?”

Plan for enough LEAD TIME

It was our first experience going on a VBS mission overseas.  We had a 3-hour drive to our departure airport. So,  four days before our departure date I took our car to the service station to have it serviced and inspected.  The first problem arose when the mechanic was booked solid with other customers, but he could squeeze me in the next day.  Then it got worse. He pointed out the tail light was out and needed to be replaced, and one tire had a slow leak.

The service manager told me to cheer up, it could be worse.   So I cheered up – and sure enough, things got worse. – a master brake cylinder was shot, and there was a leak in the high-pressure power steering hose.

Fortunately, there was time to have all the necessary work done.  I had planned enough “lead time,” time to take care of the unexpected. This departure could not be delayed, postponed or, heaven forbid, canceled.

A basic Planning Calendar might look like this.  (This is just an example, not a suggested calendar.)

Conduct VBS Program                               August  3-7         Mon-Fri

Host church training                                 August 1-2           Sat or Sun

Depart USA                                                   July 29                 Wed

Transportation inspected                          July 25                 Sun

Pre-Departure meeting                              July 22                 Wed

Team training  – components                    July 1                   Wed

Team training   – supplies                          June 17                Wed

Team training    acculturation                 May 27                 Wed

Team training     organization                  May 6                   Wed

Participation fee due.                                 April 1                  Wed

Document copies due                                 Mar 25                 Wed

Airline reservations                                    Mar 4

Orientation meeting                                   Feb 4                     Wed

Recruit participants                                    Jan 1 -31 +

 

Things to keep in mind:

• This planning calendar is an example of the basic calendar skeleton. As planning progresses, more dates will be added.  These dates are “do by” dates.  They serve as milestones to keep the planning process on track.
• The actual dates and day of the week are flexible.
• The dates can slip before and after, depending on what works for you in your situation. Wednesday is used in this example because Wednesday was the day the people in this group could meet.
• Be alert to national and local holidays, school calendars, youth camp dates, and religious days, like Sundays.
• Things always take longer to happen that you think!

 Hold team meetings to maintain enthusiasm and to ensure the team members understand their responsibilities.

• Orientation meetings cover how, when, what, where, etc. At this point, you are talking to potential team members. They want information before investing their time and money to be on the VBS (overseas) team. Be prepared with handouts, and a Q & A    What documents are necessary, such as passports, visas, and health certificates?
• Team Training – Acculturation. Discuss the geography and history of the host church area. Include information on the culture, mores, customs, things that might be unique to the area.
• Team Training – Discuss how the VBS is organized and the various components; crafts, praise worship, bible study, and recreation. Make decisions on what crafts to make, what games to play, what bible study materials to use, for example.
• Team Training – Supplies. Consider what supplies are needed. What supplies are available at host church site? What materials will the team have to take?
• Airline reservations. Transportation logistics are much easier if the team travels together; one person makes airline reservations, and hotel reservations and land transportation arrangements.   Another option is to let team members make their own logistical arrangements.  Control and coordination of Team movement also add to the safety and security of the Team as a whole.
• Pre-departure meeting.  Final review of the total program.   Have we overlooked anything?  Have we forgotten anything?  What still needs to be done?

• Prayer – Remember Christ needs to be the constant focus of this entire endeavor.