Great VBS experiences aren’t accidents. They’re built on clear communication, thoughtful planning, and a volunteer team that feels confident, cared for, and connected. This evergreen guide gives you a repeatable training plan you can use year after year—no matter your theme—to prepare volunteers for a safe, joy-filled week where kids experience God’s love.

Why Volunteer Training Matters (Every Year)

• Clarity lowers stress. When expectations are explicit, volunteers show up ready to serve rather than guess.
• Consistency protects kids. A shared understanding of safety and communication standards safeguards children and families.
• Confidence boosts culture. People who feel equipped lead with warmth and energy—contagious qualities that shape the whole week.

Build Your Training Plan: A Simple, Repeatable Framework

1) Start With the Big Picture

Give every volunteer context before diving into details.

• Mission: One sentence that captures your VBS purpose (e.g., “Helping every child encounter Jesus through scripture, relationship, and play.”)
• Win for the week: Define success (e.g., “Every child is known by name and safely checked in and out each day.”)
• Structure: Daily schedule at a glance, traffic flow between stations, and who leads what.
• Expectations: Start times, dress code, name tags, attendance tracking, communication with parents, phone/social media policy.

Tip: Email a one-page overview before the training and review it in the opening 10 minutes. Repetition cements understanding.

2) Walk It—Don’t Just Talk It

A hands-on orientation turns unknowns into second nature and strengthens team unity.

• Facility walkthrough: Check-in desk → small group rooms → stations → first-aid area → exits.
• Safety drills: Point out fire exits, weather-safe spaces, and lockdown protocols. Do a mock evacuation.
• Check-in practice: Run a simulation for late arrivals, custody questions, allergy flags, and pick-up verification.
• “What if…” scenarios:
  • A child cries and won’t join the group.
  • A parent wants to bypass check-out.
  • A volunteer gets sick mid-week.
  • A game gets too competitive.
  • A storm cancels outdoor plans.

Pro move: Assign roles during the walkthrough so people practice what they will actually do during VBS.

3) Buddy Up: Mentorship That Works

Pair every new volunteer with an experienced leader for the first week.

• Before VBS: Mentors text a welcome, answer questions, and share a quick “day one checklist.”
• During VBS: Mentors model transitions, positive discipline, and parent conversations.
• After VBS: Mentors help gather feedback and encourage new volunteers to return next year.

Keep it light: Mentorship is support, not supervision. It builds confidence and culture.

4) Put Safety First—Always

Safety is not a module; it’s a mindset.

• Policies: Two-adult rule, bathroom protocols, supervision ratios, photography permissions, allergies/meds, incident reports.
• First aid: Where supplies are, who’s certified, and how to document care.
• Hygiene: Handwashing expectations (leaders model first), snack handling, and cleaning routines.
• Emergencies: Who leads, who calls, where to gather, how to communicate with parents and the congregation.

Make it visual: Post laminated “In Case Of…” cards in every room and include the same content in volunteer lanyards.

5) Train by Role: Short, Hands-On Breakouts

After the all-team session, send volunteers to focused, 20–30 minute breakouts with practice time.

• Small-Group Leaders: Name games, listening skills, managing mixed ages, redirecting behavior, short devotions.
• Games/Recreation: Rules brief, safety zones, gracious competition, hydration checks, rain plans.
• Snacks: Allergy protocols, labeling, cleaning, handoff to small groups.
• Registration/Check-in: Greeting families, scanning rosters, security tags, lost-and-found process.
• Crafts/Stations: Material setup, timeboxing, pre-cutting/troubleshooting, cleanup flow.
• Tech/AV: Mic check basics, volume standards, slides timing, backup plans.

Outcome: Every role leaves with two things they can practice immediately and one person they can call for help.

6) Practice Positive Communication (With Kids, Parents, and Teammates)

Communication style shapes the experience.

• With kids:
  • Use names often.
  • Give choices (“Would you like to sit here or by the window?”).
  • State the positive (“Let’s use our walking feet inside.”).
  • Validate feelings (“It’s okay to feel nervous on the first day.”).
• With parents:
  • Warm greeting + eye contact at drop-off.
  • Brief report at pick-up (“Ava loved the music station today!”).
  • Escalate concerns privately, never in the hallway.
• With teammates:
  • Assume good intent and ask clarifying questions.
  • Solve sideways—loop in the right leader instead of debating on the floor.
  • Celebrate out loud (shout-outs in the daily huddle).

7) Supply the Right Tools: Quick-Reference Materials

Every volunteer gets a simple packet or lanyard card they can check in 10 seconds.

Must Include:

• Daily schedule and map
• Key leaders with phone/text numbers
• Check-in/check-out steps
• Allergy/medical notation guide
• Emergency actions (fire, weather, lockdown, injury)
• Behavior redirection phrases
• Three “rain plan” adjustments

Keep digital copies in a shared drive and update annually.

A Ready-To-Use Training Agenda (75–90 Minutes)

1. Welcome + Vision (10)
   Mission, wins, what success looks like for families and volunteers.
2. Big-Picture Brief (10)
   Week schedule, flow between stations, expectations.
3. Safety Essentials (15)
   Two-adult rule, bathroom policies, emergencies, first aid, incident reports.
4. Facility Walkthrough + Drills (20)
   Check-in simulation, evacuation route, where supplies live.
5. Role-Based Breakouts (15–20)
   Hands-on practice and Q&A.
6. Communication Mini-Workshop (10)
   Using names, positive discipline, parent conversations.
7. Commissioning + Prayer (5)
   Speak life. Thank volunteers. Remind them what matters most.

Optional add-on: A 30–45 minute “Super Saturday” the week before VBS to test games, prep crafts, and finalize supplies.

Daily Volunteer Rhythm During VBS Week

• Arrive 20 minutes early. Check your room, preview the day, pray with your co-leader.
• Greet with intention. Learn two new names each day; note one story you can repeat at pick-up.
• Stick to timeboxes—but flex with grace. Smooth flow = calm kids; love people more than the schedule.
• Safety sweep. Headcounts at every transition and a quick room scan for trip hazards.
• Debrief + reset. Two-minute huddle after dismissal: What went well? What needs a tweak tomorrow?

Behavior & Inclusion: Practical Helps

• Prevention is powerful. Clear instructions, smooth transitions, and engaging activities prevent most issues.
• Proximity over volume. Move closer and use a quiet voice; it lowers the temperature.
• Name → choice → consequence. “Jordan, you can help pass markers or sit with me while we do it. Your choice.”
• Sensory support: Offer a quiet corner, noise-reducing headphones, or a short helper task.
• Escalation path: If a behavior persists, call your station lead. Document any incident that involves safety or physical harm.

After VBS: Gather, Celebrate, Improve

• Thank-you notes + shout-outs. Celebrate specific contributions (“Lisa created a welcoming check-in flow on Day 1.”).
• Share stories. A short highlight reel at church and on social media (following your photo permissions policy).
• Debrief meeting (within one week). What to keep, tweak, or toss. Capture ideas while they’re fresh.
• Invite back. Ask volunteers to save next year’s dates and suggest one friend to join them.

Practical Reminders (Print-Friendly)

• Walk the facility before Day 1; know exits, restrooms, first aid.
• Wear your name tag and keep emergency contacts handy.
• Wash hands often (model it for kids).
• Follow check-in/out procedures to the letter—every time.
• Keep attendance; headcount at every transition.
• Encourage teamwork, kindness, and a “we’ve got this together” spirit.

Templates You Can Reuse

One-Sentence Mission:

“We help every child encounter Jesus through scripture, relationship, and play.”

Positive Redirection Phrases:

• “Let’s try that again together.”
• “I need your help with…”
• “We use kind words here.”
• “Choose: sit with me or join the group.”

Incident Report Must-Haves:
Date/time, location, what happened, who was present, actions taken, parent notified (time/method), signatures.

The Heart of It All

When your team feels prepared and cared for, they’re free to do what matters most: help children feel seen, safe, and loved. Tools and schedules are important—but it’s the steady love of volunteers that kids remember long after the crafts are recycled and the games are packed away. Train well. Lead with joy. Celebrate often.