Vacation Bible School is a big undertaking. It can be paralyzing to look at everything that needs to be done. But with a strategic approach and careful planning, you can transform this potentially overwhelming task into an exciting, transformative week for your church community.
The Comprehensive True North VBS Planning Timeline
January – March: Laying the Groundwork
- Theme Selection and Initial Preparation
- Officially choose the True North VBS theme
- Order your starter kit early to get a head start
- Begin recruiting your core volunteer team
- Pro Tip: As you review the kit, create a highlighting system to track materials you’ll need to purchase or borrow
- Start scouting for decoration supplies and watch for early deals on Amazon
April: Building Excitement and Registrations
- Promotion and Logistics
- Open VBS registration
- Promote specific VBS dates
- Host a “True North Preview” event at your church
- Create engaging save-the-date flyers
- Prepare sample snack bags to build anticipation
- Finalize and order branded VBS t-shirts
- Ensure orders are placed early to guarantee all sizes
May: Volunteer Preparation and Initial Setup
- Volunteer Training and Initial Preparation
- Organize comprehensive volunteer training
- Develop a detailed volunteer training checklist covering key roles:
- Large Group Leader
- Snack Coordinator
- Craft Station Manager
- Group Leaders
- Begin decoration workshops
- Start creating backdrops
- Prepare craft materials
- Organize supply inventory
June (Weeks Before VBS): Final Preparations
- Logistics and Last-Minute Details
- Confirm all supplies using a master supply list
- Organize a team prayer night or prayer walk
- Create a last-minute checklist including:
- First-aid kit
- Camera for event slideshow
- Extra snack ingredients
- Use Amazon Prime for any last-minute supply needs
- Prepare surprise elements like True North mugs for leaders and kids
VBS Week: Execution and Energy
- Daily Operational Checklist
- Morning setup tasks
- Create northern lights stage effect
- Prepare Imagination Station materials
- Keep extra True North mugs on hand for:
- Leader appreciation gifts
- Surprise awards for kids exemplifying daily lessons
- Morning setup tasks
Post-VBS: Follow-Up and Appreciation
- Volunteer and Family Engagement
- Send personalized thank-you notes to volunteers
- Create a photo gallery and share with participating families
- Offer souvenir mugs or shirts as keepsakes
- Provide a follow-up survey for feedback
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