Building a Strong VBS Volunteer Team: Recruiting, Training, and Thanking Your Church Helpers
Vacation Bible School plays a pivotal role in summer ministry for kids and can sometimes by a life-changing event that points a child toward a Christ-centered direction. That alone gives us every reason to make it a huge success!
VBS may look like pure summer magic, but behind every game, craft, and Bible story is a team of faithful volunteers making it all happen.
From recruiting the right helpers to ensuring safety and showing appreciation, building a strong volunteer team is one of the most important parts of a successful Vacation Bible School. With a little planning and a lot of heart, your church can create a team that serves with joy, confidence, and purpose
Why Volunteers are the Heart of VBS
VBS is never a one-person ministry effort. It thrives because people show up, serve faithfully, and are committed to investing in the spiritual lives of children.
Volunteers bring energy, consistency, and relationships that make kids feel seen and loved. Just as importantly, VBS creates a church‑wide opportunity to serve together—connecting generations and strengthening community.
When everyone plays a part, VBS becomes a powerful team effort with a lasting impact on kids and families.
Step 1: Recruiting Volunteers with Purpose
Start Early and Invite Often
Recruiting doesn’t need to feel stressful, especially when it starts early.
- Begin recruiting as soon as possible. Right after the new year is ideal but it is never too late!
- Use church newsletters, social media, and Sunday announcements
- Keep your messaging simple, encouraging and welcoming
- More on this later but be sure to screen all applicants.
Early and consistent invitations give people time to pray, plan, and say “yes.”
Help People Find Their Place
Not everyone is called to teach, and that’s okay. Every role matters. Consider inviting volunteers to serve in areas like:
- Pre Administration work
- Registration and check-in
- Crafts or snack stations
- Games or outdoor activities
- Classroom helpers or small group leaders
When you match people’s gifts to real needs, volunteers feel confident and valued.
Helpful tip: Volunteers helping kids can use Children’s Worship Bulletins as a low‑prep way to keep children engaged during Bible time or as an extra fill in during down times or for the fast finishers!
Step 2: Training and Equipping Your Team
Keep Training Simple and Encouraging
Volunteer training doesn’t need to be overwhelming to be effective.
- Walk through a typical VBS day.
- Share clear expectations for roles.
- Explain the why behind the ministry, not just the tasks.
- Share theme and content material so volunteers can prepare upfront.
- Teach ways to soothe upset or anxious children.
When volunteers understand the purpose behind what they’re doing, they serve with greater confidence and joy. Training, discussion and preparation are keys to an effective Children’s ministry team.
Give Volunteers Tools They Can Actually Use
Nothing supports volunteers better than practical, ready‑to‑use resources. Helpful tools include:
- Easy‑to‑follow schedules.
- Printed or digital role guides.
- Ready‑made activities that require little prep.
- An inventory of ideas and activities to use as a backup for quick workers.
- An onsite printer so extra materials can be printed in a moment’s notice.
- Children’s Worship Bulletins provide a plethora of Bible-based activities that reinforce lessons and help volunteers feel prepared—even if they don’t consider themselves “teachers.”
- Bulletins can be printed in just minutes, and they provide structured activities to help maintain calm, focus, and order during VBS programming.
Step 3: Creating a Culture of Safety and Trust
Safety Is Part of Ministry
Caring for children means protecting them well.
- Complete background checks.
- Use consistent check‑in and check‑out procedures.
- Establish and communicate clear safety policies. Read more on this topic here: Keeping kids safe and healthy at church
- Thoughtful planning, training, and clear procedures allow volunteers and families to trust your VBS environment.
Communicate Clearly with Your Team
Make sure volunteers know exactly what to expect.
- Share expectations upfront.
- Review emergency and health procedures.
- Provide clear points of support.
Tone matters: Frame safety as care, not caution.
“Protecting children is one of the most important ways we show Christ’s love.”
Step 4: Supporting Volunteers During VBS Week
Make It Easy to Serve
VBS week is busy; so, help volunteers succeed by removing unnecessary stress.
- Provide supplies before the week begins.
- Keep instructions simple and clear.
- Offer encouragement every day.
- Stock up on all supplies required before VBS week. Well‑prepared volunteers can then focus on relationships and not be rushing for materials.
A supported volunteer is a joyful volunteer.
Build Connection and Joy
Some of the most meaningful moments happen behind the scenes.
- Pray together before each day starts.
- Celebrate small wins and moments of God’s work.
- Keep the atmosphere light, welcoming, and fun. Faith-filled fun: how to keep kids engaged in God’s Word all summer
Step 5: Thanking Your Volunteers (Don’t Skip This!)
Say Thank You in Meaningful Ways
Volunteer appreciation doesn’t need to be expensive, but it should be heartfelt.
- Handwritten thank‑you notes.
- A thank-you email.
- Public recognition during a service.
- Small gifts or a volunteer appreciation meal.
Feeling appreciated encourages volunteers to serve again.
Let Kids Be Part of the Gratitude
There’s nothing more meaningful than gratitude straight from the kids.
- Have children create thank‑you cards.
- Share stories or highlights from the week.
- Display photos or testimonies in visible areas around the church.
- Create a printable thank‑you activity sheet kids can complete specifically for VBS volunteers.
Bringing It All Together: Ministry That Multiplies
Vacation Bible School is more than a week on the calendar: It’s a mission field filled with open hearts. When your church invests time in recruiting thoughtfully, training intentionally, caring wisely, and thanking generously, you’re doing more than running a program. You’re modeling the love of Christ in action.
Strong, supported volunteers create safe spaces where children can grow in faith, ask questions, and experience God’s love in meaningful ways. With prayer, preparation, and the right tools in place, your VBS can become a joyful, life-shaping experience for every child and for every volunteer who serves.
Author Bio:
Shirley Vaughn
Shirley Vaughn is currently a children's ministry contributor for Communication Resources. She worked as the senior editor for Children's Worship Bulletins for many years but has since mostly retired. Shirley grew up in Australia, where she completed her teacher training, but later moved to the USA with her husband. Being involved in children's ministry and sharing God's love with young ones has been a lifelong commitment. Over the years, Shirley has been deeply involved in Children’s Worship Bulletins, Sunday school teaching, VBS programs, youth ministry, and women's ministry, both in the USA and overseas. She believes that children are a precious heritage from the Lord and finds great joy and purpose in sharing God’s love and hope with them. Now semi-retired, she does freelance work and enjoys spending time with her many grandchildren.