Celebrating VBS and other Summer Volunteers

There’s just something about the different feel of summer that can bring helpers out of the woodwork who are unwilling the rest of the year. Sometimes it’s teachers on break, or young people without homework, or the “sprint” attractiveness of a short-term commitment, or the great ministry you’ve built up. Whatever the reasons, there is often a slightly different lineup of people helping with specifically summer programs.

As a friend posted on facebook yesterday, the amount of work that goes into a VBS in particular can be mind-blowing. Some churches really get into decorating and take weeks, if not months, to perfect the scenery, props and costumes. The snacks can be out of this world in their intricacy and following of the theme. The quality of leaders teaching can be absolutely amazing. Even for a relatively small VBS, it still takes an army of people to cover all aspects of planning and execution.

Typically, volunteers serving throughout the rest of the year in Sunday school and mid-week programs are thanked at the end of the season before people disappear for summer, often during a worship service. It is just as important to acknowledge those who have put in long hours to nurture and share faith with those who attend VBS and other special summer programs. But with people heading to cottages and vacations or using the summer as “time off from church”, how do you make it have meaning? Consider the following:

1. Assign someone to take photos throughout the program. Make sure that signing a photo permission form is part of registration and let your photographer know about participants whose photos cannot be taken. Capture the many aspects of the program on as many days as possible to celebrate what is happening. Ensure that leaders are caught doing “their thing” so that anyone not able to witness the program can see their gifts in action.

2. Begin to work on thank yous well before the program ends. If possible, have participants sign a card to personalize the impact that each volunteer’s ministry has had. Plan well, and if there is any budget for a small gift, try to find something creative that reflects that year’s theme or the task assigned to the volunteer or a special memory. This offers far more meaning than a generic thank you card and celebrates a particular contribution to a particular summer’s program.

3. On the last day of the program, have the participants and their families invited a bit earlier for pick up so that those who have witnessed the outcomes of the work of the volunteers can celebrate with them. Many kids’ programs are not seen by the majority of the congregation and the thanks can seem to be missing something because of this. Have those who directly benefitted there, with some possibly even presenting the gifts to your leadership team. Ensure that everyone who has contributed or helped in any way is acknowledged (the janitor, secretary, etc.), even if just with a round of applause. This can smooth the road for next year’s success.

4. Value your leaders by offering a way for them to give feedback on their experience to benefit those planning for future programs. It’s one thing to have someone fill a spot on your roster, and another to really listen to what they thought about how things went. Some people would prefer a phone call to a brief meeting with other helpers, a feedback form or a quick coffee out. By the time the program is done, you will probably have an idea of which approach will get the best information from each volunteer (and will acknowledge their unique personality) to help with envisioning the next program.

5. Claim a space to post the photos of the event throughout the rest of the summer and even into fall for those who take off for the summer months. Put pictures and list your team in newsletters, the bulletin, on powerpoint and/or bulletin boards so that people can experience some of what happened and who made it all possible. Thank key people in at least one worship service after the program ends so that the congregation can value those serving in these ministries (perhaps the Sunday right afterwards and the first Sunday back in September).

You may even find someone willing to host a leadership bbq and pool party to cap off a fantastic week of VBS or family evening program. Go with the culture of where you are serving and what may best say thank you to your hard-working volunteers. And make sure that the real praise is directed towards God for gifting you with these amazing people, participants and opportunities to serve.

And then go and put your feet up before you launch into planning for fall!