Top 10 Safety Tips for a Successful VBS
Vacation Bible School (VBS) is one of the most impactful outreach ministries of the year. It draws kids to your program and the broader community, often acting as a family’s first introduction to your church. While the week is packed with crafts, songs, games, and candy, ensuring the safety of every child must be a top priority.
As a Kidmin leader, you must set the tone for safety. Below are ten safety tips to help you confidently secure your VBS.
1. Establish Clear Check-In and Out Procedures
Secure children’s check-in is about more than just attendance tracking. By having a secure process for child drop-off and pick-up, you ensure that children are placed in age-appropriate groups, released only to those authorized to pick them up, that you have the most current contact information and signed release forms, and that you are aware of any allergies or medical issues.
2. Screen All Staff and Volunteers
Choose staff and volunteers wisely. Start recruiting your team leads early so they can undergo a comprehensive screening process. Once cleared, they can assist with screening other volunteers. Your process should entail a complete background check, a submitted written application, an in-person interview, and verified references.
3. Train Staff in Emergency Protocols
Host a safety orientation two weeks before the start of VBS and cover the following topics:
- Location of first-aid supplies
- Fire and weather evacuation routes
- Lockdown and intruder response protocols
- Safety guidelines, including the Two Adult Rule and bathroom procedures.
- Emergency Contact Information
Print and post the emergency instruction flipbook in each area to quickly access emergency information.
4. Prioritize Family Communication
Communication builds trust, so you should make it easy for parents to contact leadership throughout the event. It’s also important to make your children’s ministry safety policies, emergency procedures, and VBS schedule available before the first day.
5. Offer Age-Appropriate Supplies
Ensure that craft supplies, games, equipment, and snacks are safe for the age group using them. Avoid choking hazards for small children. Check all outdoor play areas for hazards such as loose equipment, broken glass, and trash.
6. Set A Cleaning & Sanitizing Schedule
Cleaning and sanitizing classrooms, restrooms, and shared materials will help minimize germs and any spread of illness. Encourage children and volunteers to wash their hands before and after consuming food and after bathroom breaks. If you are outside, consider providing hand sanitizer or wipes.
7. Identify Allergies and Medical Conditions
Establish a process for collecting medical information, including allergies, dietary restrictions, and emergency contact details, during event registration. The data should be accessible but stored securely for team leads and those preparing food or snacks. Consider offering allergy-friendly snacks, inform families what will be served throughout the event, and post ingredients for review.
8. First-Aid Kits
VBS is a good time to inventory and restock first-aid kits. Keep all emergency supplies in a closed container, in labeled locations, easily accessible by staff and volunteers, but out of reach for children.
9. Provide Appropriate Classroom Ratios
Safe, manageable supervision is key to a successful event. Appropriate ratios can help reduce behavior problems and teacher stress and give participants a better experience. If your event is large and has high-energy activities, assign floaters to move between groups and provide support where needed. Here are some general guidelines.
- Preschool age: 1 adult for every 4-5 children
- Elementary age: 1 adult for every 6-8 children
10. Have An Incident Management Plan
In the case of an incident or emergency, make sure you have a process outlined for reporting and following up with those involved. Keep accurate records and incident photos in a secure location. If a child has been hurt or injured, offer prayer and care to the child and family.
Additional VBS Support
We have some beneficial features to help you manage your VBS more efficiently, keep the cost practical, and address the short-term influx of children.
Temporary account changes are available to support your needs. There are no hidden fees. You pay only for what you use for as long as you need. Contact the KidCheck team for more details on adding a temporary license.
Mobile check-in options include Express Check-In and Mobile Check-In Station, providing added flexibility and convenience to your children’s check-in process.
Volunteer scheduling is a powerful addition to your volunteer strategy. It saves valuable time, eliminates manual processes, and helps simplify the daily administrative tasks of overseeing volunteers.
Click here to learn more about the benefits of using secure mobile Express Check-In, children’s and youth check-in, and volunteer scheduling to help manage your events.
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