Building a VBS Team Without Begging for Help

I’ve always said that trying to do ministry alone is like trying to play on a seesaw by yourself, and leading VBS is no different. Recruiting VBS volunteers might be the most stressful part of the entire week, and it happens months before VBS even starts. The good news is VBS recruiting does not have to feel like chasing people down hallways. (And if you want more support and tools for general volunteer recruitment, don’t miss this.)

Here are 3 ways to build your VBS team without begging for help:

1. Start Early – If your VBS is in June or July, recruiting starts in January and February, especially with key leaders. Begin with conversations with people already invested in your ministry and invite them into the extra fun of VBS. Then write down everything that has to happen and every role required to make it happen. Identify key leaders like rotation leaders, station leaders, and even a volunteer coordinator who can help manage volunteers so you are not carrying that load alone. Once leaders are in place, allow them to recruit their assistants. Recruiting multiplies when you stop trying to fill every spot yourself. Plus, you can recruit during registration too. Add a simple opt-in on your VBS registration form that says “I’m interested in helping out with VBS” and follow up with any parents who check that while registering their child. Starting early also gives you time to pray specifically. Create a list of roles and numbers and pray over them intentionally. You will be amazed how often God fills exactly what you prayed for when you actually know what you need.
2. Plan for Variety – People say no to VBS because they imagine one very specific role: five loud days with kids and choreography. So give them other options. Think before, during, and after VBS. Some people will build sets, prep supplies, organize materials, or write name tags. Others will lead groups during the week. Others will only help with cleanup. When you offer multiple levels of involvement, you remove excuses and open doors. Think beyond your ministry roster and pull from the whole church and church staff too. Partner with your youth pastor for student volunteers, ask tech or production teams to run sound and media, and let worship leaders recruit their own teams. Variety allows more people to say yes because they can serve in a way that fits their comfort level and schedule.
3. Invite, Don’t Ask – There is a difference between asking for help and inviting someone into something meaningful. An invitation feels like joining a celebration. VBS is a big, important week, so communicate it that way. Help people see they are joining a community and being part of something transformational. Make invitations personal. Stage announcements cast vision but rarely recruit volunteers. People respond when they are personally approached and told why they specifically would be a good fit. Invite people into the life-change that happens at VBS rather than just meeting your ratios.

And remember this truth: it is not your job to do VBS alone. Your job is to steward the people, time, and resources God has given you. That means equipping others and inviting them onto the team.

One simple challenge to build your team: Send 3-5 personal invitations to volunteer every week between now and VBS.

This blog post was inspired by one section of our VBS Planning Bundle and Masterclass replay! This VBS Planning Bundle and Masterclass replay includes everything you need to plan, lead, and love VBS! Leading VBS is a big task, but this resource is designed to help you stay organized, gather your people, disciple your kids, and enjoy the process. Learn more here. 

Beyond VBS, volunteer recruitment is a big task in children’s ministry, and it can often be a frustrating one. The goal of this online workshop is to help you recruit with clarity and confidence by reframing volunteer recruitment as discipleship, learn how to invite instead of ask, identify who you’re really calling into leadership, and create a simple, sustainable plan that builds a healthy team without burnout, desperation, or constant scrambling. Save your spot here.