This guest post is from Tony Kummer at Ministry-To-Children.com
You feel tired and your feet hurt.
Your ears are still ringing.
You’re feeling a little sad it’s over, but it’s to move on.
Wait-wait, it’s not over yet! We have a few details to cover before the VBS books are closed. These last five tasks matter just as much as all the work you’ve already done. Simply print off this list and cross the finish line with a smile.
1. Pray through your attendance and volunteer rosters.
Don’t forget to thank God for the children and adults who showed up. Pray for each of them by name and look for where God is working. This is the time to discern where you should focus your outreach efforts.
2. Send a simple (paper) thank you note to every volunteer.
Keep it simple and just write a few honest lines. “Thanks so much for serving in our Vacation Bible School. There are no small jobs in the Kingdom of God. I hope this week inspired your faith and helped you grow closer to Jesus.” If you’re busy, or the list is too long, get help addressing the envelops.
3. Send follow-up letters to guest families.
Now is the time to carry out the final stages of your outreach plan. At a minimum, send a basic letter saying thanks for coming and letting them know about other ministry offerings. If you’ve posted VBS pictures or video online, let them know where they can find that too.
4. Gather and dispose of VBS materials.
Don’t let those items sit idle for weeks and months after the program. Seek out other churches that are using the same VBS theme. Arrange for the transfer as early as possible. Anything not passed on, or saved for reuse, needs to be in the dumpster by Tuesday. Clutter is your enemy.
5. Debrief and evaluate improvements for next year.
Take a few minutes to write down obvious strong points and failures in your VBS plan. Think through each station and brainstorm what to improve. At this point, lay aside any ego and just figure out what worked and what was broken. Ask a few trusted volunteers or your leadership team to do the same. File all this away in the file for next summer’s Vacation Bible School.
If you\’ve enjoyed this post, come see Tony at the 2011 Lifeway Kids Ministry Conference.
Some great, practical ideas. Thanks Tony.
Absolutely indited articles , Really enjoyed reading .
I agree – all definitely things to do – I think sending out a personally written postcard from small group leaders to each child in their group – have small group leaders write the post cards on Friday and leave them with the church secretary so they are sure to be mailed – and so you are sure each child receives a card from their small group leader. (by the way, have them write another inviting their kids to your fall ministry and plan to mail these the end of August)
and you send a personal note to each volunteer! :^)
Dear Tony,
I really enjoy your web site and your articles, including this one. You always share very relevant and useful material.
When I read this article, however, I thought I should ask you to add one thing to it. Under point #4, the disposing of the VBS material–My goodness, tell me where your church is and I’ll definitely be a dumpster diver! I’m on the mission field and we are actually using someone’s used leaders kit for our 1st VBS this year. We were really happy to get it. We can use all the “old” VBS and even Sunday School material we can get. Please, when you “dispose” of your material, think of the missionaries your church supports and ask them if they could use it. Many of us have friends in the U.S. who receive materials for us and get it to us sooner or later, so shipping isn’t necessarily a problem.
Language is also not always a big factor, at least not here and also not in many areas, since the teachers know English well enough to use the teacher guides, and the activity, game and craft ideas are so helpful. We also use the visuals, and just change the words or use the ideas to make our own in the local language. And very many visuals have no words.
Just a thought, and thanks for “being there” for us! LSmit
These great ideas are very important and add a personal and caring touch to families and volunteers.
yes, as i read your article on this item i am very bless of what you are doing. i really praise God for your effort to dedicate your time for this ministry. i spend time praying for you people in this ministry. continue what you are doing and God will nless you richly. thank you. this is Cita
Thanks for asking. We actually had two churches begging for our leftovers and we sent every last item over to them on Monday.
I’m sure lots of churches just let the stuff lay around, so reach out to the people in your town.