Vacation Bible School Is a Summer Essential
Table of contents
- Vacation Bible School Is a Summer Essential
- Why VBS Safety Matters So Much
- Start With A Simple Plan
- Building Your VBS Safety Team
- Child Check-Ins & Check-Outs
- Screen and Train VBS Volunteers
- Keep a Watch for Health Risks
- Watch Food and Allergies
- Check Your Church Emergency Plan
- Preparing Your VBS Building for Safety
- Building a Peaceful VBS Atmosphere
- Lead Your VBS With Confidence
VBS safety is about having a secure place where kids can learn, serve, play, and grow in the Word of God. Vacation Bible School should be joyful and not stressful. But, there are some important safety aspects churches must know and follow.
Summertime, in June, is when parents send their kids to VBS. This gives them an ideal alternative to secular groups and day camps. Vacation Bible School is packed with Bible-themed adventures, activities and sometimes even field trips. It really is a great way to keep kids engaged with others their own age while getting a Christian education.
Parents put a lot of faith and trust in whom they leave their children. So, you must create a place where parents can relax knowing they are well cared for. This VBS safety article can help, because every child deserves a safe Vacation Bible School.
Why VBS Safety Matters So Much
Your safety efforts aren’t just for the children. They’re also for your staff and volunteers, your church’s reputation, and the momentum of a well-run event in ministry. A safer VBS can lower confusion, help adults focus, and reduce the chances of an accident or misconduct.
Vacation Bible School is a very active event, if not the most active one your church may host. Lots of happy kids going from room to room, playing games, sharing snacks, and learning. With all this commotion a seemingly small oversight could lead to a real problem.
Parents notice the details surrounding their children. Who’s watching them, how check-ins work, what happens in an emergency, and whether you’re paying attention to allergies, bathroom breaks, and pick-up procedures. You can build trust when you answer these questions on the first day.
Start With A Simple Plan
You don’t need a complicated system to do safety right. You just need a simple plan that everybody can follow with clear rules and some training. The best VBS safety plans are clear, written, and easy to do.
Keep your safety plan short but detailed enough to cover the important things. This way your staff and volunteers both can remember and follow it.
Simple VBS Safety Planning Table
| Areas | What to do |
|---|---|
| Check-ins & Check-outs | Use a clear system for drop-offs and pick-ups. Write down pick-up names and release children to those adults only. |
| Volunteers | Screen each with a background check and keep records. Train them before your event starts. |
| Supervision | Keep the right adult-to-child ratio. Always use the two-adult rule when a child is by themself. |
| Medical readiness | Stock first-aid kits and keep emergency contacts. Train staff on basic response and who has CPR or first-aid training. |
| Food safety | Ask about all child allergies, wash hands before handling, use clean serving practices, and avoid risky foods. |
| Facility safety | Walk the building and outdoor areas before start. Check exits, cords, playgrounds, sharp corners and poor lighting. |
Building Your VBS Safety Team
One of the top essentials for VBS safety is having ample staff and a team of volunteers who can keep track of all kids in attendance and maintain order in Vacation Bible School activities. The previous year’s attendance records are helpful in calculating the number of capable adults and those in leadership positions, plus 20 percent for growth. Also, maybe have an “as-needed” list of people who can help when you need it.
Everybody should know who’s in charge at all times, how check-ins will work, what to do in case of an emergency, and where first-aid kits and emergency contact numbers are kept.
Child Check-Ins & Check-Outs
The check-in process is the most important part of your VBS safety. It’s where parents judge whether or not your church is organized, careful, and trustworthy.
Having full knowledge of each kid attending Vacation Bible School is absolutely essential. During registration, each parent or guardian should complete and return a packet of forms including:
- Mandatory release forms
- Liability waivers
- Approved adults who can pick-up child
- List of emergency contacts
- Full history of each child’s medical needs, health and dietary concerns, and any allergies
- Consent for emergency medical treatment in the instance that a parent cannot be reached
- Consent forms for participation in all VBS activities
- Media releases for featuring children in any videos or photographs published by the church
Only release kids to the adults who brought them or one’s listed on their registration form. Using name tags, pickup cards, or matching wristbands helps your staff validate adults at pickup.
Kids must have adult supervision until the last one is picked up. Have them wait inside the entrance way until an adult verifies their checkout. These small steps prevent confusion and make parents feel secure by showing their children matter to your church.
Screen and Train VBS Volunteers
Having willing helpers is one thing but having safe adults is even more important. Proper screening helps you choose the right ones and written policies help everyone understand the rules.
Begin with a solid screening process. All volunteers serving with children should already be checked, approved, and trained. This includes background checks, reference checks (when needed), and a clear understanding that unsafe behavior is not tolerated.
Next, set easy to follow VBS safety rules. At all times follow the two-adult rule to avoid one-on-one occurrences. Also, have children go for bathroom breaks in groups.
Finally, train volunteers to be attentive. Explain how to spot a child who’s gone missing, is upset, or having a health problem. A quick action can prevent a concern from becoming a problem. So teach your volunteers who to notify when something doesn’t feel right.
VBS Safety Checklist for Volunteers
- Complete background checks before allowing them to serve
- Review church policies on supervision and pickup procedures
- Explain your reporting process for incidents and concerns
- Make sure every volunteer knows your emergency plan
- Remind volunteers to never to be alone with a child when avoidable
Keep a Watch for Health Risks
Health concerns can show up fast during any summer event. Kids need adult care for things like asthma, dehydration, cuts, bruises, insect bites, and stomach pains.
Your parent registration form should ask about child medical needs and allergies. Label a child’s medication and store it in a well known area. Keeping it near other medical supplies makes the most sense. Make sure everyone knows who the people are that have first-aid or CPR training.
Simple steps matter most:
- Check and fill first-aid kits so they’re ready
- Respond right away to any allergic reactions
- Know where exits are and do not block them
- Keep emergency contact numbers available
Watch Food and Allergies
Snacks are a sweet part of Vacation Bible School. So you must follow proper food handling if your VBS has snacks. Clean hands and clean surfaces are not an option. Check the snack’s ingredients and take all allergies serious. Your team should know how to spot symptoms and to act fast when an allergic reaction occurs. It’s good practice not to offer risky foods like peanuts or peanut butter, tree nuts, and dairy products.
VBS Food Safety Steps
| Procedure | Why It Helps |
|---|---|
| Wash hands before serving | Reduces contamination |
| Check expiration dates | Prevents serving unsafe food |
| Use separate utensils | Lowers cross-contact risk |
| Keep food out briefly | Helps stop bacteria growth, especially outdoors |
| Know allergy plans | Speeds response if a child has a reaction |
Check Your Church Emergency Plan
This is a perfect time to check your church’s emergency plan. When everybody knows the plan, the event feels calmer and children are safer.
Double-check things like:
- First-aid kits are easy to reach
- Emergency instructions are posted so all can see
- Fire exits should be visibly marked
- Emergency equipment should be working
- Staff and volunteers should know how to evacuate if needed
For church fire safety see our article: Church Fire Safety Checklist: Is Your Church Safe?
And, for church security see our article: Church Security Plan Checklist: Are Your Members Safe?
Preparing Your VBS Building for Safety
Proactive VBS safety starts before the first child ever arrives. A church leader should walk around the classrooms, bathrooms, hallways, and the parking lot once a day before the event starts.
Look and check for:
- Loose cords
- Trip hazards
- Exposed outlets
- Sharp corners/edges
- Unstable furniture
- Broken equipment
- Blocked exits
- Poor lighting
- Things that can be touched by accident
Your outside areas deserve special attention. So do the same if you’re using a playground, tents, or loading areas. Look for holes in the ground, damaged playground equipment, tent pegs, and poor lighting if your VBS runs into the evening.
Building a Peaceful VBS Atmosphere
People notice safety, even when no one says a word about it. And, parents feel it right away when your church is calm, organized, and prepared. That sense of order helps create trust and makes your VBS feel more welcoming.
Also, safety supports ministry. When cared for children can laugh, sing, learn, and grow without distraction. That’s when faith lessons really stick.
Lead Your VBS With Confidence
As a church leader, you have a great responsibility but also a beautiful opportunity in your Vacation Bible School. With a safe VBS you can help children focus on faith, friendship, and fun all with lower risk.
VBS Safety Steps For Leaders
- Recruit your volunteers and establish your staff
- Review your VBS safety plan early, not the day before the event
- Train all your volunteers and staff before setup day
- Assign one person to oversee safety and communication
- Use written pickup procedures every single day
- Keep first-aid kits ready, emergency contacts, and medical forms
- Your team should know who to call in case of emergency
- Walk your VBS site each day and fix hazards before it starts
VBS safety will help prevent problems and allow for a peaceful way to share the gospel. When parents see careful leadership they’re more likely to trust your ministry and return.
Trusting in Experience
As an insurance agency focused on meeting the needs of churches, private schools, and nonprofits in Florida and Alabama, we at Beacon fully understand the importance of creating a safe environment.
We team with GuideOne who for over 6 decades have provided invaluable safety resources that help guide religious organizations along in their service to the community. And, Vacation Bible School is an important ministry within those communities. So, we offer our guidance to help ensure that this time is not only fun but also safe and secure. Call the experienced agents at Beacon Insurance Agency at (850) 994-7944 or send us an email using our Contact Us page to learn more about the insurance coverage and safety resources we offer today!
Sources
- GuideOne: Vacation Bible School Safety
