Posted by: Kathryn Good

It’s that time of year! I love summer because I get to find out what great themes the publishers will be sending our way for the next year. Several of the 2009 themes have been announced. We’ll keep you up to date and provide links to the the publisher’s Web sites here: http://vbsblog.guildcraftinc.com/vbs-2009/

Posted in VBS Themes ~ 8 Comments

By Patricia Meyers

How many more days to VBS? How well is that number displayed? Is everyone excited?

Here are some thoughts about last minute details:

Prayer

Have you scheduled prayer partners leading up to and during your event? Don’t forget this important step. VBS is a lot of work, a ton of planning, and a load of fun; but it is first and foremost an outreach. Prayer affects impact.

Many churches schedule people to pray during VBS. It is a wonderful ministry for some folks in your church that might be unable to work with the children or for those that are housebound. Tell them how important this aspect of the ministry is. And don’t forget to give them feedback on the success of your VBS.

Bigger Crowds than Expected

What will you do if your promotional campaigns work extremely well and you are met with many new faces on day one? What will you do regarding crafts and snacks and chairs and prizes? Make a plan now. Be prepared for some extras, but you do not have to over-extend your budget now; just having a plan and knowing who will jump in and take care of those items if it is needed is all you need for now.

Final Schedule Review

The schedule can make or break your VBS. Starting with the oldest age group and working down to the youngest (one bracket at a time), mentally walk through the kids’ schedule.

When a schedule isn’t well planned and reviewed, the last activity of the day may suffer, and you will have a worker somewhere that gets unnecessarily offended because their time was eaten up.

Here are a few questions to ask as you go through the schedule. The stuff that gets missed here turns into stress for your core team. Eliminate as much as you can ahead of time (it’s a nice thing to do)

• How much time is allotted for each segment? How much time is allocated for moves in between segments? Is that enough time? Too much? Too little?
• Is there a bathroom break built into the schedule?
• Do the teachers know (for sure) how much time they have for each segment? Do they know how you feel about abiding by their time allotment and how it will affect the day if they go over?
• Do the workers know where the kids go when they are done with their segment and how the kids will get to the next location? Never assume they know – actually, assume they don’t and be extra clear.
• Does everyone know where supplies are kept?
• Does everyone know where the first aid kits are?
• Does everyone know who is responsible for snacks from preparation to serving to clean up?
• What do you have planned for the kids as they come in each day? We have covered this before, but it is critical. If you lose control at this moment, it might be very difficult to retrieve. Be extremely prepared.

Double checking the schedule flow will give you peace. Peace is a great thing to have; priceless really. It will free you up to enjoy and bless the children and workers during VBS.

Enjoy! Have the best VBS ever!

Posted in Planning, VBS ~ 2 Comments

Posted by: Kathryn Good

There is a “free coloring sheets” tab at the top of this page. Click it to see free coloring sheets for several of this year’s Vacation Bible School themes. You’ll also find free coloring sheets for several holidays.

Posted in Crafts, VBS ~ No Comments

Posted by: Kathryn Good

Father’s Day will be here soon! Here’s a free golf-themed coloring sheet for those par-fect fathers out there.

Click here for a PDF: Par-fect Father Day Coloring Sheet

Print it out for a quick coloring project in Sunday School on Father’s Day!

Posted in Father's Day ~ No Comments

Posted by: Kathryn Good

Tony Krummer just posted a great article called “How to Do a Vacation Bible School on a Tiny Budget.” See the article here:

http://ministry-to-children.com/vbs-budget/

A side comment from me: working with a budget is always tough, but it is very important to remember that each child may learn about Jesus in a different way. Some may pick up the point during crafts while others may really get it during story time. I find that going through each station in my mind and thinking about what that station will need to make the most of that time for the child is very helpful. Then I can make lists of what we have, what might be donated, and what needs to be bought. Planning before buying is crucial for maximizing a budget of any size!

Posted in Budget, Planning ~ No Comments

Posted by: Kathryn Good

We started recruiting volunteers for our July VBS last month. Making all those phone calls can be a chore, so we decided to start a VBS database. I gave our church all the names of past volunteers and they were able to give me e-mail addresses and phone numbers. With that information, I started our VBS Volunteer Database. It is just an Excel document, but at least we have contact information in one spot.

I was also able to export all the e-mail addresses so I could send out a recruitment e-mail. You will still have to follow-up with some phone calls as not everyone communicates with e-mail, but we were able to save a little time by cutting out a few phone calls with e-mail.

Posted in Recruiting ~ No Comments

Posted by: Kathryn Good

I became a Mom to Caleb in April 2007. The past year has been the best of my life thus far. As a mom, I not only have the joy of teaching and loving Caleb day in and day out, but by loving him, he teaches me! But between being a mom and a wife, serving at church, and working for Guildcraft, I’ve definitely experienced all these hats we moms have to wear. I find myself asking God to continue to help me prioritize - to recognize what is most important. (And I also thank him for the gift of multi-tasking!)

I have realized that some of the toughest hats to wear are the “mom hats,” and I now appreciate and respect of my own mom, my mother-in-law, my friends who are moms, and moms everywhere more than ever.

So in honor of all the moms out there, here is a free coloring sheet illustrating all the hats we must wear to take care of our children. It would be a great little card for kids to color in Sunday School this Sunday! Click here for a PDF: Tip My Hat to Mom

Posted in Mother's Day ~ No Comments

By Patricia Meyers

If asked, I’m sure you would say “Our VBS is open to everyone.” But is everyone actually invited? Aggressively pursuing visitors is a project. This month we’ll address that project by giving you some tips for inviting new children to this year’s VBS.

Begin by reviewing your past methods and successes. What worked well? What did not? Be very honest — this is no time for mincing words. After your review, brainstorm your plans for this year’s publicity.

There are tried and true methods, and there are dozens of other avenues to pursue. Here are some ideas that you may not have thought of:

Community Papers

If someone on your team is a good writer, community papers are often looking for articles. Perhaps you can do double duty: purchase a small ad and submit an article about how summer events give children exciting landmarks through the school-less season. There are also sections of the paper that list church activities for free.

Local Schools

Call local schools - perhaps there is a newsletter they send home at the end of school. If so, purchase an ad. (They are usually very inexpensive.) Or ask if they would send home a flyer with the kids. Do not assume that you will not be allowed to; call and ask. You might be surprised.

Flyers

Create a flyer to hand out at places where there is a concentration of children. We asked some children’s pastors where they have handed out flyers with great success. Answers included libraries, restaurants, ice cream shops, public swimming pools, day camp programs, daycares, before/after school programs, gymnastics gyms, tennis clubs, YMCAs, and neighborhoods around the church. Be sure to ask the organization if they mind you distributing your flyer there. And make your flyer bright, colorful, inviting and fun. Keep in mind that a flyer doesn’t have to be a full-sized sheet; it can be card-sized and be very effective.

Word of Mouth

The single most effective marketing tool is word of mouth. But how do you get people talking? Here are two proven techniques. Both have been tested in a variety of church sizes and demographics and have been extremely effective (really!).

1. Make your in-church announcements a hoot. Pull out the stops. Make them more like a commercial or mini-play rather than just an announcement. The more laughs you get, the more interest you’ll stimulate. Skits that are short, punchy, and powerful is the key. Be over-dramatic and funny; the crowd will love it. Or maybe have a puppet popping up from behind the drums. How about a couple of costumed characters throwing candy to the audience? A slide show of pictures from last year’s VBS flashing on the screen is an attention grabber as well.

2. Invest in a really terrific prize to be awarded to the child bringing the most visitors. Make flyers available for them to hand out to their soccer team, t-ball team, class (before school lets out for the summer), neighborhood, etc. You really have to over-do the “selling” of the contest. The parents need to be on board as much as the children. Encourage parents to be transporters of friends and neighbors. Make suggestions of extras the parents can do, like popsicles at their house before they deliver the kids back home, a trip to the park one day, etc. Money spent on a prize for the most visitors is money well spent. It could be the most productive advertising dollar of the year! As an added bonus, it makes everyone (including the kids) part of the evangelistic team. That is an excellent seed to sow in their hearts. Like the visitor contest idea? A similar contest among your workers would be an exciting challenge. Those that serve in your department need to be involved in inviting children to your church!

Promoting your VBS is crucial to attracting new children. Attracting new children to VBS is a great door opener to attracting new families to your church. What a great way to spread the Good News!

Posted in Planning, Publicity ~ No Comments

By Patricia Meyers

How does a Vacation Bible School without the endless runs for “one more thing” sound? Our goal this month is to trigger your thoughts regarding every aspect of VBS so your list is complete. This is the year of the smooth running VBS!

Remember those silly phrases we used as kids to help us remember things? Well, here’s one to help you keep some VBS tasks on your mind. Using the acronym MAT’S GECKO, spend some time doing some thorough thinking. Let your mind roam over each segment completely. Grab a cup of coffee and let’s get started:

M – Music
Where do you need music? Before service, during worship, for puppet songs? What about during craft and snack time? Do you need to order CDs or sheet music? Who needs copies? What about visuals for the words? What kind of music equipment do you need?

A – Arrive early, finish fast
Early arrivers and early finishers can equal trouble. What will you do with kids before VBS begins or those who finish their crafts and activities fast? Extra projects, puzzles, and preparedness can help avoid tense moments.

T – Teachers and Helpers
How will teachers get lesson materials? Are copies needed? How is the daily schedule being communicated? Who takes the kids where? What do you need during assembly time, music time, games, etc? Clear instructions will make everyone feel successful, encourage helpfulness and increase the desire to assist again next year.

What about thank you’s? Will you send form letters, hand write a note, host a luncheon, send a gift card? Do you have up-to-date addresses and phone numbers? Have everything ready ahead of time and you’ll thank yourself later.

S – Safety
Child safety is huge. Think through every area: parking lots, admission, dismissal, etc. Review your registration paperwork. Do you have emergency contacts for each child? Does the paper work include allergy alerts and all other important medical information? What about first aid kits? Are they well-stocked? Does everyone know where they are? Does someone know CPR? Put everything under your safety-scope.

G – Games
Think through every age group’s games. What equipment is needed for indoor games? Outdoor games? Do you need whistles? Stop watches? Score cards? Prizes? Boundary markers?

Do you have kids with health issues? What will they do during this time? They need to have something exciting and invigorating scheduled.

E – Eats
Snack time can be a great memory maker. How creative do you want to be? Some brainstorming now can add zip to your snacks. Who will handle the snacks? Where will they be served? Who is responsible for clean up? How are supplies being gathered? Snacks do not have to be expensive or sugary to be fun and memorable - just thought out.

And back to safety for a moment, how will food allergy information be communicated from the registration table to the snack preparers/servers?

C – Crafts
A major stress-reducer is ordering complete craft kits. Craft time headaches virtually disappear! Check out what Guildcraft is offering for your theme by clicking here: http://www.guildcraftinc.com/vacation-bible-school-vbs-crafts.html. Themed-related items often sell out quickly, so order early so you can be sure that you get what you want! In addition to the main projects, this is a good time to freshen your basic supplies: glue, crayons, pencils, markers, construction paper, etc.

K – Kids’ Eye View
Mentally walk through the day from a kids’ eye view. For example, what happens upon arrival? This is a dangerous time to have nothing planned. Perhaps your puppet team or a theme-related character could host Q&A time. Maybe have silly contests, trivia questions or puzzles going on the PowerPoint. Think through what they will do each day and what item(s) will be needed to keep that time from getting out of control. How will they travel from segment to segment?

Kids have a blast at VBS. Then what? How will you follow up? A letter? A theme-related follow up event? Now’s the time to decide. Attempting to pull something together during VBS will be stressful and haphazard, and not planning something is like leaving fruit on the vine.

O – Object Lessons and Other Visuals
From promos to décor, make a note of every visual needed: outside signage, registration table, hallways, classrooms, etc. Decide who is responsible for what, and be very specific - from the big visual pieces down to the adhesive.

Next, think through all the visuals needed for each lesson from large-group assembly time to small-group story time. Visuals are a great way to help get across your message, so take the time to think about what will work most effectively. Decide who will provide the visuals – you or the teachers?

We hope you enjoyed our acronym of Mat’s Gecko! Just remember it to help you stay on top of that never-ending VBS task list. You are going to have a fabulously organized VBS!

Posted in Crafts, Decorations, Games, Music, Planning, Safety, Snacks ~ No Comments

By Patricia Meyers

Earlier this month we discussed some VBS planning tips. How did you do with getting your planning off the ground? Did you review curriculum? Did you pick your dates? Are you ready to jump in to the next segment?
We said we would talk about recruiting next, and so we shall! As you know, there are a few methods that most of us use year after year:
• Call on the folks that worked last year
• Call on your regular Sunday school or children’s church workers
• Call on your friends
These are good tricks that should not be abandoned, but we should look at ways to supplement them. Wouldn’t you like to have some new ideas, talents, view points, stories, and faces in your mix this year? Or, perhaps, you would just like to have “enough” faces in place this year! Here are a couple of ideas that you can put to work right away. Hopefully these simple thoughts will stir bigger ones in your heart.
• Talk to the pastoral staff about helping during VBS. It means so much to the kids as well as your regular workers to see the pastors teaching and playing with the kids.
• How about the worship team, the choir and the office staff? These are often folks that don’t serve in the children’s ministry on a regular basis.
• How about scheduling your VBS so the working moms and dads can help this year? Perhaps you could consider an evening or Saturday VBS. This will require quite a shift, but maybe you’ll get the fresh faces you are after.
• Look at your entire church’s roster and see where you can approach ministry groups or individuals, then jump in.
I also want to discuss communication in this issue, as communication is a major point for obtaining and maintaining volunteers. This year, put a fresh touch on your written communication. Some ideas:
• Use bright paper
• Add graphics that invoke smiles and lightheartedness
• Fold the paper weird
• Pick a fun “buzz” word for this year’s VBS and put it on all correspondence
Also, make sure your information is clear, concise, and consistent. People are busy; help them out by making your communication easy to read and understand.
Think through ways that you can make volunteering smooth and easy, and communicate those solutions with your volunteers. Divide the jobs into small segments, especially for the newcomers. Make it very clear what the segments are and who will be handling what. For example, if you have teenagers moving the kids from station to station, make sure the adult workers know who the teenagers are, when they will be gathering the kids and what their timeframes are. Not knowing what comes next or dealing with surprise changes is very stressful to many personality types and can be the sole cause for disgruntled helpers in many instances.
Don’t forget to pass on changes or alterations of any sort to your workers IN WRITING. You need to realize and acknowledge that poor communication is usually the number one complaint among volunteers. Strive to not let that be true in your department.
Communication is a two-way street. Listen to the workers, and pay attention to what the kids are saying. You might hear something wonderful!
With a few new faces on your roster and great communication you are paving the way to a smooth enthusiastic volunteer base. Who knows what great things will happen?

Posted in Planning, Recruiting ~ No Comments