The VBS Volunteer Planning Checklist Every Church Needs

When people think about Vacation Bible School, they usually think about the kids.

Experienced VBS leaders know that Vacation Bible School volunteers are just as important. Who will lead small groups? Run games? Plan arts and crafts? Who can fill in if someone gets sick?

Behind every successful VBS is a clear plan for recruiting, organizing, and communicating with volunteers. This VBS planning checklist draws on insights from churches we serve through Ministry Scheduler Pro and Unison, as well as experienced VBS leaders on our own team.

How many volunteers do you need for Vacation Bible School?
More than you think. Between group leaders, station helpers, setup crews, music, photographers, and check-in staff, it's common for the volunteer count to exceed the number of kids registered. Plan your recruitment accordingly — and don't stop early.

VBS volunteer planning checklist

1. Build your leadership team
2. Define all volunteer roles
3. Recruit beyond children's ministry
4. Open your VBS volunteer sign-up early
5. Complete background checks
6. Communicate schedules and expectations
7. Send reminders every day of VBS week
8. Set up a volunteer check-in process
9. Celebrate volunteers after VBS ends

1. Build Your Volunteer Plan First

Before recruiting Vacation Bible School volunteers, take time to define how your VBS will operate. What's the theme? How many days will it run? What activities will you offer?

Many churches use a divide-and-conquer approach, assigning leaders to oversee different parts of the week. Common leadership roles include:

• Volunteer Coordinator
• Registration Coordinator
• Curriculum Lead
• Arts & Crafts Lead
• Games Lead
• Snacks & Hospitality Lead
• Setup & Teardown Coordinator

One role deserves special attention: the Volunteer Coordinator — and it should be the first role you fill. This person becomes responsible for recruiting volunteers, collecting availability, coordinating background checks, answering questions, and making sure every VBS volunteer sign-up slot is filled before the week begins.

The earlier leadership responsibilities are defined, the easier it becomes to recruit volunteers and communicate expectations.

2. Recruit Beyond Your Regular Children's Ministry Team

Many churches begin by asking their regular children's ministry volunteers to help with VBS. That's a great place to start — but experienced VBS leaders are clear: you'll need more Vacation Bible School volunteers than you expect, and a full-church effort is often what it takes to get there.

Consider inviting:

• Parents — frame it as a chance for their kids and their kids' friends to feel welcomed. Volunteering together makes that real.
• Teens and high schoolers — younger kids naturally look up to them. They don't need much training; they just need to show up and be enthusiastic.
• Grandparents — if they have grandkids attending VBS, invite them to volunteer alongside them for the week. It's often the highlight of the experience for both.
• Retirees — available during the day, reliable, and bring calm energy to high-activity environments.
• Young Adults group — flexible scheduling makes it easy to participate without a full-week commitment, which suits rotating station roles well.

VBS is also one of the best recruiting tools your children's ministry has. Volunteers who have a great week often ask how they can serve every Sunday.

3. The easiest way to manage your VBS volunteer sign-ups

Vacation Bible School involves dozens of roles spread across multiple days. The easier it is for volunteers to see what's needed, the faster those roles fill.

Many churches use Unison to organize all VBS positions in one place — giving leaders a clear picture of what's covered and where help is still needed. A tip from churches who've run VBS with Unison: open your sign-up early as an interest form, before all roles are finalized. You'll often be surprised at how quickly slots fill once it goes live.

An online VBS volunteer sign-up also lets you collect the information that matters before the week begins. Consider asking for:

• Date of birth and any alias names (needed for background checks)
• T-shirt size, if you're providing volunteer shirts
• A background check confirmation checkbox with a direct link to the form
• Experience working with children
• Availability by day, especially for rotating roles

Having all of this in one place — with coordinators cc'd on responses — removes a lot of the back-and-forth that typically slows VBS prep down. Unison also includes volunteer photos, making it easier for leaders to learn names and identify team members quickly during the week.

4. Keep Volunteers Informed Throughout the Week

One VBS scheduling tip that experienced leaders are emphatic about:

Send reminders.

Even the most faithful volunteers appreciate a quick reminder before each day begins. A daily reminder isn't a sign you don't trust them — it's a sign you're organized.

A reminder might include:

• Arrival time
• Daily schedule
• Special activities like Water Day
• What to wear or bring
• Links to curriculum materials or group information

Churches using Unison can send automatic reminders by email or text so coordinators aren't manually sending six messages at 7am every morning. When everyone has the right information at the right time, VBS runs more smoothly for leaders, volunteers, and kids.

5. Don't Forget What Happens After VBS

When VBS ends, one of the most important things you can do for your Vacation Bible School volunteers happens in the 48 hours that follow. A specific thank-you — tied to what each person actually did — lands very differently from a generic message.

Some churches send a highlight video, photos from the week, or testimonials from kids. Others hold playful award ceremonies: Best Child Wrangler, Loudest Singer, Most Likely to Know Every Song by Heart. The format matters less than the intention — making sure every volunteer knows their contribution was seen.

It's also your best recruiting moment for next year. Volunteers who feel genuinely celebrated come back.

Unison is the easiest way to manage your VBS volunteer sign-up

Ministry Scheduler Pro handles your Sunday ministries. Unison — built by the same team — brings the same organized, reliable scheduling to VBS and all-church events. Signups, reminders, reporting, and communication, all in one place.

Try Unison free