Every summer, VBS lights up the building—songs in the hallways, paint on the tables, kids everywhere, and leaders popping up seemingly overnight. Then August arrives and the energy fades. Your volunteer coordinator stares at an empty roster, and you start from scratch… again.
It doesn’t have to be that way. The churches that stop scrambling and start scaling treat VBS as the on-ramp to a consistent, year-round pipeline of serving. That pipeline isn’t a poster or a plea; it’s a system—relational, repeatable, and doable in small churches and large ones alike.
The Four-Stage Volunteer Flow
Think pipeline, not panic button. A healthy pipeline moves people through clear stages:
- Discover – You spot potential volunteers and invite them personally.
- Develop – You train and encourage through simple mentoring.
- Deploy – You assign meaningful roles with right-sized commitments.
- Delight – You celebrate faithfully so people feel known, not used.
When leaders plan the ministry year around this flow, recruiting becomes discipleship, not a last-minute emergency.
1) Start With Relationship, Not Roles
People don’t say yes to a vacancy; they say yes to a vision—and a person who noticed them. Replace vague asks with specific encouragement:
- Instead of: “We need help in crafts.”
- Try: “You’re incredibly creative—kids would love learning from you.”
Build trust before the ask: a five-minute lobby conversation, a handwritten note, a quick “I see this in you” text. Those micro-moments outperform stage announcements every time.
Try this weekly rhythm:
- Identify: Write down the names of three people you noticed this Sunday.
- Affirm: Message one specific strength you saw.
- Invite: Offer one next step (usually shadowing—more below).
2) Offer Clear, Scalable On-Ramps
The #1 fear is getting stuck forever. Create micro-commitments:
- Shadowing (1 week): “Come watch how it works—no pressure.”
- Rotation roles (1x/month): Predictable, sustainable serving.
- Event-based teams: Use VBS momentum to invite people into tech, hospitality, logistics, or follow-up events.
Your goal isn’t to “fill slots.” It’s to let people taste the joy of serving in a way that matches their capacity.
Pro Tip: Label every role as Lite, Standard, or Lead. New people start Lite; growth is visible and celebrated.
3) Follow Up With Purpose (Right After VBS)
Ride the post-VBS gratitude wave. Within 7 days, send a two-question follow-up:
- What did you enjoy most?
- What would help you feel even more equipped?
Route the answers. If someone loved storytelling, nudge them toward large-group time. If they thrived in logistics, invite them to tech or set-up. The right next step is easier when you listen.
4) Centralize Your Volunteer Data
Even small teams benefit from a simple shared system. Track:
- Contact info
- Preferred areas + skills
- Availability
- Status (Interested, Active, Trained, Inactive)
- Notes + last contact date
Start light with a Volunteer Management Spreadsheet (Google Sheets/Excel). Add filters for Interested / Active / Trained, and you’ll see pipeline health at a glance.
5) Train Small, Celebrate Big
A healthy pipeline breathes—intake (invite) and exhale (celebrate).
- Monthly “5-minute trainings.” One skill, one practice, one story.
- Consistent gratitude. Birthday texts, “volunteer spotlights” on Sundays, and quick thank-yous in the group chat.
- Quarterly huddles. Keep it short. Encourage, equip, and pray.
Remember: People stay where they are seen. Appreciation is retention.
6) Make Discipleship the Win
Volunteering is a discipleship pathway, not a staffing strategy. When you frame serving as formation—growing in Christ by using our gifts—people experience purpose, not pressure.
“Each one should use whatever gift he has received to serve others.” — 1 Peter 4:10 (NLT)