If you’ve ever planned a Vacation Bible School, you know how quickly costs can pile up — snacks, t-shirts, crafts, volunteer hospitality, decorations, and that last-minute parent night.
The good news? You don’t have to spend hours buried in spreadsheets to get a clear, accurate budget.
In this guide, I’ll walk you through how to use the VBS Cost Calculator to create a complete, professional budget in 10 minutes or less — even if it’s your first time planning VBS.
Step 1: Open the Calculator
Go to the VBS Cost Calculator page. You’ll see a clean, mobile-friendly form with sections for People & Logistics, Per-Child Costs, Volunteer Expenses, Fixed Costs, and Additional Expenses.
Step 2: Enter Your Event Basics
In the People & Logistics section, enter:
- Number of kids
- Number of volunteers
- Number of days for your VBS
- Any registration fee you’ll charge
The calculator will instantly show total attendance and begin building your cost model.
Step 3: Add Per-Child Costs
Here’s where you account for everything each child will need:
- Snacks per day
- Craft supplies per day
- T-shirt cost per child
The calculator will multiply automatically — no manual math required.
Step 4: Don’t Forget Volunteer Expenses
Volunteers are the backbone of your event, so plan for:
- Volunteer t-shirts
- Hospitality costs (coffee, snacks, meals)
Step 5: Include Fixed Costs
These are the big-ticket items that don’t change with attendance:
- Curriculum or VBS kit
- Decorations
- Marketing
- Facility use
Step 6: Add Special Event Extras
If you’re hosting a Parent Night or other special event, include those costs here along with miscellaneous expenses, taxes, or a contingency fund.
Step 7: Review Your Results
At the bottom, you’ll see:
- Total Income (from registration fees)
- Total Expenses (all your costs)
- Profit/Loss (color-coded green for surplus, red for deficit)
Step 8: Export a Professional PDF
Click the Export to PDF button to download a branded, 2-page report with:
- Executive summary
- Detailed cost breakdown
- Budget recommendations
Perfect for board meetings, sponsor proposals, or team planning sessions.
That’s It — Budget Done!
In under 10 minutes, you’ve gone from a blank page to a clear, complete, and professional VBS budget.
Now that you know your numbers, you can focus on making your event as impactful as possible.
👉 Try the calculator now: Use the VBS Cost Calculator
And once you’ve set your budget, visit our VBS Digital Resource Store to find affordable, high-quality media kits, social graphics, and templates that make your event shine.