Program

06-12-18 – 9 FACTORS TO CONSIDER WHEN ORDERING SUPPLIES

Posted on by vbsdisciples
Reading time 5 minutes

Two questions bound to arise when preparing for a Vacation Bible School are:

  • “What supplies do we need?”
  • “Where can we get them?”

You may get some ideas from the planning sheets submitted by the rest of the team. (See previous blogs or my book “Have You Started Yet?”) available on Amazon)  These pages will list the supplies needed, and possible places to acquire them.

Next Step: Consider your options.

  • The best bet is to find a craft supply store, a sports store, office supply store or similar kinds of stores.No problem in densely populated areas, but most of your remote or overseas VBS locations are in smaller towns with much less able to support the existence of such stores. The more you gather supplies at or near the VBS site, the less you have to pack and ship or take with you. That could mean you save on those extra costs.
  • In your local area.The above suggestions apply to many local areas. Be prepared to travel to towns that can support the store you are looking for.
  • Mail Order/Internet.There may be some items only available on the internet. A thorough search of reliable sites may save time and money in the long run. Be sure to allow plenty of lead time to ensure supplies are delivered before they are needed.

These are all viable sources.  Let’s look at some of the factors you should consider before making final decisions:

  1. PRICE ( * applies to overseas VBS programs)
  • Do prices quoted include tax?
  • *What is the price in U.S. dollars?
  • Are prices seasonal?
  • *How volatile are exchange rates?
  • Always ask for discounts for religious groups. All they can say is “No..I have learned that a lot of places offer discounts but don’t give them unless you ask.”
  1. SHIPPING
  • How much are the shipping charges?
  • Will vendors ship or deliver to the VBS site?
  1. QUALITY
  • Locally you can inspect the merchandise.
  • For overseas suppliers you need to rely on the specific item description, including pictures, if possible.
  1. QUANTITY
    • Can vendors supply the quantity you need?
    • Is there a price break for greater quantities?
  1. TIME
  • How much time is required for shipping?
  • Can vendors deliver by the date needed?
  • How much lead time does each vendor need?
  • How much time will be required for handling/preparation at the destination?
  • How much time will be needed to prepare for shipping if you are coordinating shipping yourself and/or taking it with you?
  1. PAYMENT
  • How does the VBS team pay for expenses? Cash? Credit Card? Billing?
  • NOTE:Overseas vendors usually won’t bill a non-local address.
  • Cash Talks:Cooperation, attitude and sometimes price can be influenced by cash.
  1.   RELIABILITY OF VENDORS  
  • Let the buyer beware, especially overseas, where a different language can be a factor in understanding exact needs and details.
  • If possible, try to have a native speaker with you when dealing with foreign vendors. Locally, the reputation of vendors can be verified.
  • Internet vendors, like Amazon, are usually reliable but it may take more time than you have to problem solve.
  1. ON-SITE RECEPTIVITY, ATTITUDE, AND COOPERATION
  • Overseas churches vary in size, just as they do in the United States.Don’t be surprised if there is no employee at the church to receive shipments.
    Shipments by mail require a visit to the post office and rigid identification requirements to pick up the shipment.
  • Often, when someone is available to receive the shipment, it may be a size that they can’t physically handle.
  • It is best to identify an on-site representative to handle incoming shipments whether from a vendor, postal or other delivery.
  • Arrange to have the items stored in a locked room for security and to prevent other people from using your supplies/equipment.
  1. BACKUP
  • Always keep in mind the question,“What am I going to do if some of the supplies don’t arrive, or are the wrong items? Be ready with “Plan B.”

Several of these headings overlap. Be sure to read them all. 

BONUS ITEM: Have your travel agent check with the airline to see if a specific carrier offers a humanitarian fare and if they will give extra baggage allowance to missionaries at no charge.  In some cases that effort can really pay off. Airline policies DO differ!

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