How to Lead a VBS That Actually Shapes the Next Generation
By Analiese Rivera
I volunteered at a VBS one summer. We had over 120 kids. The building was full, the energy was high, and by every measure, it was a success. But a few months later, I realized something.
I hadn’t seen a single one of the new kids since.
The thought stayed with me.
It raises a deeper question that every pastor should wrestle with before planning another VBS.
Are we hosting an event, or are we shepherding a moment that can shape a child’s future?
Vacation Bible School has incredible potential. It can also become routine, rushed, and disconnected from long-term impact if we are not careful. The difference is not found in decorations or attendance. It is found in intentional leadership, clear structure, and a commitment to steward both people and responsibility well.
Let’s walk through what that really looks like.
Start With Purpose, Not Activity
Before you assign roles or choose a theme, step back and define what success actually means.
Is your goal to:
- Reach children from outside your church
- Deepen biblical understanding for those already attending
- Build relationships with families in your community
Next, define some of the basics:
- What age groups will you serve
- How many children do you expect
- How many volunteers will you need
- What curriculum or theme will guide the week
Each of these leads to a different kind of VBS.
Churches often move straight into logistics without clarifying purpose. When that happens, the week can feel full but not focused. A clear purpose shapes every decision that follows, from curriculum to volunteer training to follow-up.
The Legal and Leadership Reality Most Churches Miss
Here is where many churches unintentionally expose themselves.
When you host a VBS, you are not just running a program. You are operating a structured event involving minors, volunteers, facilities, and often transportation. That brings real legal responsibility.
Churches are expected to exercise what the law calls reasonable care when working with children. Failing to do so can lead to liability, even if the intentions were good.
This includes:
- Proper screening of volunteers
- Adequate supervision
- Safe facilities
- Clear emergency procedures
Courts often look at whether a church followed widely accepted child safety practices.
Another thing to note is insurance. Most churches rely on general liability insurance to cover events like VBS, but it is important to confirm that your policy includes children’s programs and special events.
Build a Structure That Protects People
A well-run VBS protects three groups at the same time.
The children.
The volunteers.
The church.
That protection comes from structure, not assumptions.
1. Volunteer Screening and Training
Every volunteer should be known, trained, and prepared.
Best practices include:
- Background checks, where appropriate
- Reference checks for new volunteers
- Clear written expectations
- Training on child interaction and reporting concerns
Many churches skip training because of time. That can lead to a major mistake. Training is not just a formality; it can save you from going to court.
2. The Two-Adult Rule
At least two unrelated adults should be present with children at all times.
This protects:
- The child from harm
- The volunteer from false accusations
- The church from preventable risk
This is one of the most widely recommended safety practices across child safety guidance.
As well as maintaining appropriate adult-to-child ratios by age group, as younger children require closer supervision.
3. Check-In and Release Systems
Every child should be:
- Checked in with a verified guardian
- Assigned to a group
- Released only to an authorized adult
Even in smaller churches, this matters. Many incidents occur in environments where “everyone knows everyone.”
4. Communicate With Parents
Parents are trusting you with something very important, their child.
Provide:
- A schedule of activities
- Emergency contact procedures
- Any medical or allergy considerations
- Expectations for drop-off and pick-up
When parents feel informed, they feel confident.
The Financial Side That Gets Overlooked
VBS often feels informal, but the financial handling should not be.
If your church:
- Charges a fee
- Accepts donations
- Purchases supplies
Then those funds should be handled through the church’s financial system, not informally by individuals.
The IRS expects nonprofit funds to be:
- Accounted for properly
- Used in alignment with the church’s mission
This protects both transparency and trust.
Transportation Is Where Risk Increases Quickly
If your VBS involves transportation, your responsibility increases significantly.
Churches should ensure:
- Drivers are properly vetted
- Vehicles are insured
- Safety laws are followed
Transportation claims are one of the more common areas where churches face liability exposure.
If you can simplify or eliminate transportation, that often reduces risk. If not, have a plan in place for medical situations, severe weather, or unexpected incidents. Make sure volunteers know what to do.
What Makes a VBS Actually Impactful
Here is where we need to be honest.
A child may remember a game for a day.
They may remember a relationship for years.
The most impactful VBS experiences focus on:
- Consistent small group leaders
- Meaningful conversations
- Opportunities for children to ask questions
Structure creates safety, but relationships create impact.
If your volunteers are rushed, unprepared, or overwhelmed, the relational side suffers.
Go back to your purpose, and prepare your volunteers to let the love of Christ flow through them.
Your VBS Leadership Checklist
If you want a clear, step-by-step guide to help you plan your VBS the right way, we created a downloadable checklist you can use with your team.
It covers safety, compliance, volunteers, finances, and everything you need to think through before your first day begins.
Download your free VBS Planning Checklist here. (will have link soon, Micaiah is making the pdf pretty for me)
A Final Thought
VBS is not just a week on the calendar.
It is an opportunity to invest in lives that are still being formed.
Children are listening more closely than we think. They are watching how we lead, how we care, and how we create space for them to belong.
Some of the most meaningful moments will happen in simple conversations, in small-group settings, and in quiet prayers with children who are learning and growing.
Those moments are worth every bit of preparation.
When a church approaches VBS with intentional leadership and wise structure, it does more than host an event.
It creates a moment that can stay with a child long after the decorations come down.
If you are preparing for VBS this year, take the time to build it well.
The next generation is worth it.
If you want help making sure your church is set up correctly from a legal and compliance standpoint before hosting events like VBS, we would be honored to walk alongside you and help you do it with confidence.
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