Planning Vacation Bible School is exciting — but even the most experienced ministry teams can fall into budgeting traps that cost time, money, and ministry impact.
If you’ve ever been surprised by last-minute expenses or wondered why your budget didn’t stretch as far as you thought, you’re not alone. Here are the five most common VBS budget mistakes and how to avoid them this year.
1. Forgetting the “Small” Per-Child Costs
Snacks, craft supplies, and t-shirts may seem minor — but they add up quickly, especially for large groups. Many churches underestimate these expenses and end up cutting corners mid-week.
Avoid It: Track all per-child items early and multiply by your expected attendance. The VBS Cost Calculator automatically does the math for you.
2. Ignoring Volunteer Expenses
It’s easy to focus only on kids’ needs, but volunteers are essential to your event’s success. Hospitality snacks, water, and volunteer t-shirts are real costs that should be part of your budget.
Avoid It: Create a “Volunteer Hospitality” line item from the start. The calculator includes it so you’ll never forget.
3. Overlooking Event Extras
Parent night, kickoff parties, and closing celebrations can be some of the most impactful moments of your VBS — but they also come with costs.
Avoid It: Factor in decorations, food, and special activities ahead of time. The calculator’s “Additional Expenses” section covers these easily.
4. Missing Hidden Fees
Payment processing fees, facility rentals, and last-minute supply runs can quietly eat into your budget.
Avoid It: Always include a small “Contingency” and “Taxes/Fees” category. The calculator makes these visible so you can see their true impact.
5. Not Having a Professional Budget Report
Without a clear, professional report, it’s harder to present your plan to leadership, request funding, or inspire donors.
Avoid It: Use the VBS Cost Calculator’s one-click PDF export to generate branded reports with an executive summary and detailed breakdowns.
Plan with Confidence
Avoiding these mistakes isn’t about spending less — it’s about spending wisely so your VBS can reach more kids and families.
The VBS Cost Calculator takes the stress out of budgeting by giving you real-time totals, per-child costs, and professional reports you can use immediately.
👉 Start planning smarter today — try the calculator now.