VBS Finance & Administration
Finances
As much as we want to focus on program and on sharing the Good News with the children, ultimately the question of paying for materials must be answered. Conditions can vary greatly from VBS being an item in the general church budget; to it being a segment in the Education Division budget; to there being no designated church funds.Suggestions for obtaining funds:
- Registration fees may be set in advance and collected with registration forms. The amount may be a token amount to confirm registration or it may be calculated based on the estimated costs of the program.
- One drawback to this option is that it may discourage individuals from inviting friends and neighbors.
- Amounts may be set on a per child basis; or there may be a maximum per family
- What payment is appropriate for the children who will only participate for a portion of the program.
- Required registration fees necessitate additional recordkeeping.
- One process which has been successful in totally covering costs:
- On the first day of VBS provide parents with a letter explaining the costs per child for the week's program.
- Include with the letter an envelope clearly marked that contents will go to VBS Expenses. Emphasize the voluntary nature of the contribution.
- Offer parents the opportunity to contribute all or part of the costs and a means for them to return the envelope.
Suggestions for minimizing costs
- Begin your planning early.
- Watch supermarket sales for drinks & snacks that can be stored.
- Consider crafts which use recyclables & ask congregation members to collect the needed items.
- VBS publishers provide many options for printed materials -- registration, attendance, publicity, etc. Consider carefully which add the greatest benefit. Where can personally created items save over the purchased materials?
Administration
Computers can help immensely in tracking the administrative details necessary for a functioning program.Maintain a database of children. This can be a word processor merge file; a spreadsheet table or a separate database program. Whatever software is used create one file containing basic information for each child. Sample Files
Now available are templates and instructions for creating these files in WordPerfect. [Word files to be developed]
Benefits of creating one file include:
- Only one list to be updated as revised information is obtained.
- Detailed items such as the sample allow for multiple use of the same data.
- Name tags as described in Registration details can be automatically generated & updated each day ,using First name, Last name and Grade or age.
- Information sheets for each student can be prepared automatically providing a quick list for parents to verify information when they drop children off the first day. By having the forms preprinted with the information on file, the time spent registering students is reduced.
- By selecting those who have returned registration forms & sorting by grade & age, class lists can quickly be maintained. This allows for better planning by teachers & closer watch over the need to obtain additional materials.
- Reports can generate group sizes to provide information for those responsible for snacks and crafts.
- Such a database provides the beginning point for invitations to other church activities during the year, as well as a mailing list for distributing registration forms next year.
- Staff responsibilities list
- Instructions to staff
- Information for parents
Other Ideas
Budgeting
To aid us in supporting one another, I have added a listing for contact information.
Info to be added What are your suggestions? 