A good problem to have....

[jwillistein]

Our VBS launches Monday. Due to the holiday though we are only running 3 days of it (1,3 and 5). We run the same week every year (first week after graduation) and due to the holiday I wasn't expecting very many kids. WELL I was sadly mistaken. Last year on day 4 we had 84 kids. This year, so far, we have 45 PRE REGISTERED. This is unheard of for us. Last year we had 28 preregister. We've also had over 20 phone calls this week alone and our registration form has been downloaded NUMEROUS times!!

Here's my problem: I have enough materials, supplies, and staff for about 100 kids. Our church has a policy that we will NEVER turn people away so even if 300 kids show up, I have to find SOMETHING for them to do (by the way, don't post an ad on craigslist, I think thats where they are all coming from!). How do I decide at the very last second (meaning we registration closes Monday at 9:10) where to put all these kids? Do I develop a plan ahead of time or do I wing it? I'm not sure that I even have enough SPACE for all these kids! We have a small church!

I would appreciate any experience or input or whatever you've got!!!

Jaime

[avnlady]

We were afraid of the same thing, and have come up with what we think will work best. We will have opening ceremonies in the sanctuary, using the two middle sections, then have the left side turned towards the wall for bible class. After that we will break down for rotations, dividing the groups to rotate between games, snack and crafts, after the 3rd rotation they will come back to the sanctuary for music, which follows up with closing ceremonies. That way games and snacks could be outside and if I need 2 rooms for crafts, I could do it. Also you will already have them all in place for closing ceremonies each day. Each group will have an asssigned seating area in the sanctuary.

[TrinityJen]

jwillistein,

I would have plan.....maybe make sure snacks and crafts can double up quickly. We have learned the heard way not to make Monday's craft the one w/ limited supplies. My craft teacher likes to have the the oldest kids last because they are easier to do 'just came up with it' crafts w/ left over supplies. Their Friday craft, in the past, has used left over supplies from the week to make something totally new.

Food, make sure there are snacks that can keep. I would have either lots of extra cookies and /or fillers like goldfish to animal crackers to stretch the snacks further. If the #s aren't too big then the volunteers can snack too.

OK - 2 years ago we had more kids show up on Monday than I expected. I was in tears things because registration was a mess. When I finally calmed down enough to come out of my hiding place I saw some snack helpers delivering snacks to the teachers.....'there is enough food to go around?'....'yes'. I went to crafts.....'how are you on supplies?'...'the exact amount if we need.' Loaves and fishes, God makes it work even when we thought we had control.

SO - Last year and this year I will make all my groups w/ a little grow room. Too bad I can't control what age kids come....Last year I had a small group of girls k-1 grade, at the end of registration the group was 20! eeek! Our VBS starts on the 14th, I already have 65 registered and last year we had 100 total. 36 so far are in my 5 groups of K-2. We are planning on 120 for supplies.

I am going to TRY to make the groups as even as possible. Then have 1 table for pre-registered and 1 for walk-ins (we also wont turn anyone away but the registration forms say register by July 1st). I will have the same papers on each table. 1 will let teh parents sign in pre-registerd and the other will show the volunteers which groups have the extra room (so all the new kids don't go into the same group). I am also trying to assign guides for every 5 kids (multiple guides per group). I will have a few stand by guides to go to any of the bulging groups.


I hope I helped in my rambling....

[jwillistein]

Thanks ladies for your input. Luckily we always over buy on the snacks (our church picnic is just a week later so whatever we don't use gets used there) so we are set there. Crafts would be a little more difficult but with our supply closet I could probably come up with SOMETHING. My main problem arises with staff. I don't really have the STAFF for that many kids!! ACK! I have 3 extra bodies at the moment. None of them are comfortable teaching. We are so limited that not only am I directing but I'm also teaching the theme center :eek:

We are also in BIG trouble if it rains. Like I said, we have a TINY church. Our sanctuary doubles as the theme center and the opening and closing ceremonies. Crafts takes over the youth room. Games are outside. Bible stories are in the large Sunday school room. Nursery and Preschool are in there own rooms and that leaves....the bathroom!!! We may just end up with honking huge crews!!!!

Deep breaths. Lots of praying for miracle weather and suddenly larger spaces!!!

Jaime

[TrinityJen]

It doesn't sound like you have much choice but to have BIG groups. I would make one last plea to the church, you don't need teachers, you need more 'tour guides'!!!! It really is one of the easiest jobs at VBS. Look up the description in the directors guide and sell it.

Then give it up to GOD. :)

[Teresa Peters]

Remember God will provide.

[jwillistein]

Just an update for those who care :)

Today was our first day and we had 104 kids!!! YIKES!!! We did our normal bring your friends campaign and I anticipate tomorrow we'll have over 130!!! Holy smokes!!!! We'll do it, it'll just be 100% CRAZY!!!!

[TrinityJen]

Just an update for those who care :)

Today was our first day and we had 104 kids!!! YIKES!!! We did our normal bring your friends campaign and I anticipate tomorrow we'll have over 130!!! Holy smokes!!!! We'll do it, it'll just be 100% CRAZY!!!!


Not by your strength but buy God, you will make it through this week!

I can't wait to hear how the #s increase!

Blessings!