Youth ministry is a unique calling, and it’s no secret that staying in it for the long haul isn’t always easy. For many youth pastors, what starts as a passion-driven role can sometimes turn into a temporary position—a stepping stone to other church roles or even a path out of ministry altogether. There are a lot of reasons for this: lower pay, challenging church cultures, demanding schedules, and yes, burnout. But while some of these factors may feel out of our control, there is one strategic choice we can make that directly influences our longevity in ministry. Leveraging a great, gospel-centered youth ministry curriculum can be the key to sustainable youth ministry.

The Burnout Problem

Youth ministry can be an all-consuming job. We plan events, disciple students, train leaders, manage budgets, resolve conflicts, and often create teaching materials from scratch. On top of all this, we still need to maintain healthy relationships with our own families and stay connected to God ourselves. The frenetic pace of ministry can be unsustainable, especially when unexpected challenges arise—like a volunteer stepping down, a crisis with a student, or a late-night call from a parent.

A major reason youth pastors burn out is that they try to handle all these tasks on their own. When everything feels urgent, it’s only natural to spend more time on what’s immediate (lesson prep, event planning) and less time on what’s important (relational discipleship, rest, and spiritual renewal). Eventually, the imbalance takes its toll, leading even the most passionate youth pastors to question whether they can keep going.

What Makes Youth Ministry Sustainable?

Ministry sustainability comes down to managing two things well: time and energy. The reality is, you can’t control everything about your church’s culture or your compensation package. You can’t control how often parents need to meet with you or when emergencies arise. But you can control how you structure your weekly workload. Practicing a Rhythmic Week to prioritize your spiritual, personal, and family life is a good place to begin the journey of sustainable ministry. One of the best practical ways to reclaim time and energy is by using a strong gospel-centered curriculum.

A quality curriculum isn’t just a set of pre-made lessons—it’s a tool that systematizes what can be systematized. It gives you a head start every week. The sermons are prepped, the game is set, the graphics are ready, the small group guides are written, and even resources for parents are included. When you don’t have to reinvent the wheel every single week, you create margin. And margin is where longevity lives.

The Research Backs It Up

Dan Navarro, in his annual Youth Pastor Compensation Report, shared a fascinating statistic: Youth pastors who’ve been in ministry for 15 years or longer often have budgets that allow for paid curriculum resources, conferences, and coaching. Now, correlation doesn’t necessarily mean causation, but the implication is clear—those who make wise use of teaching resources seem to stick around longer.

The reason is simple. When you financially support youth ministry, allowing for the continued growth of the leader and streamlining weekly lesson prep, you create space to focus on the non-negotiables of ministry: building relationships, investing in volunteers, and meeting the unique needs of your students. You’re not just surviving week to week—you’re thriving.

Imagine What You Could Do With More Time

Depending on your experience and gifting, you might spend anywhere from five to fifteen hours a week preparing for youth group. And yes, some of that time is invaluable. There’s no substitute for digging into God’s Word and allowing the Holy Spirit to guide your teaching. But what if you could cut your prep time by 60-70%? What else could you do with those extra hours each week?

Preventing Burnout Through Systematic Support

A good curriculum doesn’t replace your voice—it amplifies it. It gives you the freedom to focus on what only you can do: being present, building relationships, and responding to God’s Spirit in real-time. When the routine tasks are taken care of, you have more to give in the moments that matter most.

Burnout often comes when we feel like we’re constantly pouring out with nothing left to give. But when your teaching prep is simplified, you find yourself leading from a place of rest, not exhaustion. You can show up fully present—not just as a teacher but as a mentor and a shepherd to your students.

The Investment You Can’t Afford to Skip

I know the reality—many churches feel they can’t afford to invest in the youth ministry. But I’d argue the opposite: churches can’t afford not to invest. The cost of replacing a youth pastor—financially, relationally, and spiritually—is far greater than the cost of a quality curriculum.

If you find the right curriculum, one that is deeply gospel-centered and designed to equip you rather than replace you, it could change the entire rhythm of your ministry. G Shades Youth Ministry Curriculum is one curriculum that creates resources to make your life easier while keeping the gospel central. The goal is to give you the tools to lead well without burning out. 

Sustainable youth ministry isn’t about doing less—it’s about doing the right things well. By focusing on your growth and spiritual health, and leveraging a strong, gospel-centered curriculum, you’re not cutting corners—you’re creating margin. And that margin allows you to thrive in ministry for the long haul, offering your best to the students, leaders, and families God has entrusted to you.

Mike Haynes is a youth ministry veteran and the creator of G Shades Youth Ministry Curriculum. A vibrant contributor to the youth ministry landscape, Mike’s passion is to help students and youth pastors alike see life through the lens of the gospel. He and his wife Anna have five kids spanning elementary, middle, and high school.

The post Gospel-Centered Curriculum: A Key to Sustainable Youth Ministry appeared first on Ministry Architects.

Now, open your eyes. You aren’t dreaming. In fact, this can become a reality at your church with a few tweaks or additions to your follow-through with volunteers. Since churches need many hands to work effectively, ministers are often quick to recruit volunteers but may forget to notice them, thank them, and express appreciation for them.

Doesn’t it feel good when someone notices your work and thanks you for your contribution? You might receive a thank you when you help a family member. It might be a friend who thanks you for being a good listener. 

Some amazing things happen internally when we receive appreciation.

Here are just a few of these reactions:

• First, our brain releases a feel-good hormone, which helps us to feel happy and calm.
• Next, our stress level decreases.
• Finally, we want to continue the thank-you-worthy behavior. 

As an elementary teacher, I recall an almost magical trick to help student behavior improve. It’s pretty simple—notice and celebrate the students who are following directions, and other students will emulate that behavior.

While ministry involves adult volunteers rather than children, the principle remains the same. When we express appreciation for our volunteers, they feel valued, their stress levels decrease, and they are inspired to continue serving with joy.

10 Practical Ways to Show Volunteer Appreciation

With Volunteer Appreciation Week just around the corner (April 20th-26th), here are 10 creative ways to celebrate your volunteers: 

1. Candy Bar Surprise: Set up a colorful Candy Bar with a sign that reads: Thank You, Volunteers! Provide snack-size candies and small bags or mugs so volunteers can fill them up as a sweet token of appreciation.
2. You’re So Sweet! Dessert Table: Host a dessert table with mini treats and a sign that says: You’re So Sweet! Encourage volunteers to enjoy a well-deserved indulgence.
3. Care & Prayer: Dedicate a moment during a worship service to pray over the volunteers, asking for God’s continued guidance, strength, and blessings in their lives.
4. Brag Bag Shout Outs: Include a Brag Bag section in your ministry newsletter, bulletin, or social media. Feature a few volunteers at a time or mention some collective things that make you want to brag about them. 
5. Thank You Card: Write a personal thank you card to each volunteer, stating a few reasons why they help your ministry run smoothly. 
6. Volunteer Appreciation Meal: Set a date and time, send invitations, and have a meal catered (by a restaurant or some great cooks in your congregation) to thank your volunteers with a yummy meal.
7. I Spy: Encourage team members to play “I Spy”—whenever they witness a fellow volunteer doing something great, they write it down and pin it on an I Spy bulletin board. Share these moments in newsletters or during meetings!
8. Coffee & Cocoa Bar: Set up a coffee and hot cocoa station with flavored creamers, sweet mix-ins, and sprinkles. Leave a note: You are our pick-me-up every Sunday—enjoy one on us!
9. Use Your Words: Instead of assuming volunteers know they’re appreciated, tell them! Speak directly to them, share what you admire, and highlight how their efforts make an impact.
10. Merci!: Place a sign on the wall that says Thank You in various languages. Teach each children’s or youth ministry class to say thank you in one of the languages. Invite them to use their newfound language to say thank you to each volunteer they see on a specified Sunday. 
    Here are some examples:

Appreciation All Year Long

While Volunteer Appreciation Week is great, we can be sure to spread the love throughout the year. Here are some ideas to thank your volunteers throughout the year:

• February: Valentine’s Day: Grab some heart cut-outs and show your volunteers some love with handwritten thank-you notes. You can even encourage others in your ministry to write a note to your volunteer team members to express their gratitude for the team. 
• March/April: Easter: We all love Easter surprises! Attach a note of thanks to a small, sweet, Easter treat.
• May: End of School Year: They made it! Celebrate making it through the whole school year. Share a meaningful prayer of thanks with your volunteers for their dedication throughout the year.
• August/September: Kick-Off Encouragement: We’re back! During your volunteer training meeting, begin with a few stories of impactful volunteers and share how valuable they are to your ministry. 
• October: Light up the Ministry: Share Matthew 5:16 on a printed note: “Let your light shine before others, that they may see your good deeds and glorify your Father in heaven.” Attach a mini flashlight or candle as a symbol of their impact.
• November: Season of Gratitude: Take time during this thankful month to send messages, emails, or even small gifts to express appreciation.
• December: Christmas Cheer: A simple Christmas gift will show your volunteers how much you appreciate them. Consider a $5 gift card to a local coffee shop or a useful item with your ministry’s logo. 

Are you looking for a few new recruits to appreciate? Check out this free Volunteer Recruitment Guide. When appreciation is woven into your ministry culture, volunteers feel seen, valued, and motivated. They become more engaged, more committed, and more likely to invite others to serve alongside them.

After all, regular appreciation isn’t just about retention—it’s about creating a joyful, thriving ministry where people love to serve. So, start today. Notice. Thank. Appreciate. Watch your volunteer team grow—not just in numbers but in passion and purpose.

Elaine Pendergrass

elaine.pendergrass@ministryarchitects.com

Elaine comes with a wealth of knowledge about teaching and learning, child development, and children’s discipleship. She holds a B.S. in Elementary Studies and an M.A. in School Administration, both from Gardner-Webb University (Boiling Springs, NC). Elaine has devoted her career to education and children’s ministry. She has served both in public and private schools as an Elementary teacher, Instructional Specialist, Preschool Director, and Head of School. She served as a Children’s Minister at two large churches in Houston, TX. Elaine is passionate about loving children, making disciples, and equipping families to raise their children in faith. Elaine and her husband David have two beautiful children, Hayden and Julia.

The post Volunteer Appreciation Week 2025: Don’t Miss It appeared first on Ministry Architects.

• If you have limited time and simply want a free downloadable resource to help with planning ahead, click here.
• If you have a couple of minutes to learn why we encourage this ministry strategy, keep reading. 

When I was a kid, I loved getting our family’s mail. Most days after school, as soon as my mom put the car in park, I would jump out and run to the mailbox to see what had arrived that day – and for whom. Call me nosy, helpful, or hopeful, but one thing’s for sure: I consistently believed that our mailbox was full of possibilities. Every single day.

And the BEST day to get the mail (for me) was the day the church camp catalog arrived. See, I grew up in a denomination that invested thoughtfully into providing all sorts of camps, each and every summer, across multiple campgrounds. So. Many. Camps. And searching through all the options was like Christmas round two.

But what I didn’t realize until I was an adult is how early in the year one has to start summer event planning for camps like these.

If the goal for volunteer leaders is to be a part of a complete team, able to be fully present with children and youth throughout camp… (or VBS or a mission trip or whatever multi-day, multi-layered event is happening)…

And if the goal for parents is for them to experience a well-organized approach where logistics and expectations are clear… Where they feel confident their child will be safe in your care…

And if the goal for children and youth is to be able to spend concentrated time with a faith-filled community, experiencing what it means to follow Jesus…

Then planning can’t just “happen” a few weeks ahead of time. Solid summer event planning starts with worthwhile winter work. Work that isn’t characterized by angst or last-minute prep. Work that might just look something like this…

Step One: Kickstart Your Summer Event Planning

Six months before your summer event, schedule a day away from the office where you can invest a full set of hours solely focused on your camp, VBS, mission trip, or event. (If you’re serving in a role that is planning multiple events, gift yourself a set of multiple hours for each.)  

• For this first step, we’d recommend staying small. This is a time for just you, or you and one teammate, to list ALL the logistics that will make your event successful. (You might even need to start with defining what “success” looks like.) Then, break down each big responsibility into bite-sized tasks.

• Before the end of this day, be sure you’ve clearly identified the first five things you need to do next. These could be inviting additional teammates to take ownership of parts of the big list, blocking out your next day away, or ensuring your families are communicated with sooner rather than later so they can save the dates and their kids can participate.  

Step Two: Finish Five in Fifteen

Diving back into the routine demands of daily ministry after your day away has the unintentional potential to undermine the work you’ve mapped out. DON’T LET IT.

• Sit down for 15 minutes on your next day back, look at those first five things you earmarked to do next, and go ahead and schedule 30-60 minutes for each one over the next 15 days. That’s right, give yourself two weeks to tackle those first five tasks. “Finish five in fifteen.” Because, if you haven’t completed them in that time frame, you’ll know you need to call in some help. 

Summer won’t wait, and neither will all the stakeholders relying on your summer event planning efforts.

You already know – families begin signing kids up for spring sports in January and some summer camps fill up before February. The calendar can get so full that some households have to hire a project manager just to find a free week for their family vacation! (Alright, maybe not. But maybe…)

• Thus, we’d recommend prioritizing these steps as a part of your first five:
  • Organize your big list into categories that are a manageable size for one person.  
  • Make a list of people who you want on your core team. These are high-capacity volunteers who can take on a category. (Remember: don’t say someone’s no for them.)
  • Confirm the dates and location(s) of your event with the larger church calendar and any other organizations you’ll be partnering with. 
  • Craft a communication plan to ensure your congregation, ministry families, and community know what they need to know to participate. (dates, cost, location, age range, etc.).

Step Three: Gather your Summer Event Planning Go-Getters 

Once you’ve invited your core leaders to their specific areas of oversight – and they’ve said yes –  plan a meeting to plan a party.

• These core team leaders will need others by their side, along with resources and supplies. (Some of which you may have already identified). So plan a meeting where this smaller group gets clued in on ALL the details. From the broken-down version of the big list to the overarching goals of the event, bring these folks up to speed on the big picture. 

• Then, create multiple call lists together. Rather than you being the one who calls everyone else, or these 4-5 leaders rushing to call all the same people, spend some time talking through who to invite to which teams. Each leader should leave with their tasks, a call list, and a clear invitation to the next: a planning party.  

Step Four: Throw A Party, Not A Meeting

Raise your hand if you want to attend 7 different evening meetings at church for the same event.

Now, raise your hand if you want to come to one big planning party where the whole team knocks it all out at once!  

You know your people better than we do. But this is a fun and different take on tackling the enormity of that big list. And while we know there are a variety of ways you can empower others, troubleshoot questions, and knock out prep, organizing one big party can help prevent the procrastination and siloing that so often happens with a piecemeal approach to planning.

So here’s a sketch of what that day can look like:

• Schedule the party for March or early April (because, you know, May gets crazy). Invite the full event team, maybe making it mandatory.

• Every party needs food, fun, folks– and a focus.
  (And, of course – you’re allowed to delegate these out, too, if that’s helpful).
  • FOOD: coffee and donuts may suffice for the morning, but providing a hearty lunch and ensuring there are snacks throughout the day will be thoughtful.
  • FUN: this isn’t just a logistical checklist event. This team gets to be a part of planning an incredible set of days where all involved can grow closer to one another and closer to the Lord. So aim for interactive vs. solely informative. Incorporating fun, funny, and light amidst the work that needs to get done will be a gift to many.
  • FOLKS: Make it easy for people to say yes to being a part of this day. Devoting a full Saturday can be a big ask. So consider providing childcare or, at least, try to attend to any potential hurdles that may hinder someone from showing up. 
  • FOCUS: This party is a multi-purpose party that can include prayer, worship, games, and fellowship – and should definitely include the sharing of the event’s theme, introduction of team members, the overarching goals, and breakout groups led by your core leaders (to discuss those big list breakdowns.) This is also a perfect time to provide the necessary safety training and emergency procedures review so that all volunteers are equipped and ready to go.

• Last but not least, the party shouldn’t end until these are accomplished:
  • Everyone knows their roles, responsibilities, and any next steps.
  • A giant (or multiple) “to-buy” list(s) has been created, and the way purchases and reimbursements will be managed for this event is clear to everyone. 
  • There’s closing prayer and growing excitement to see what the Lord will do with all that’s planned.

Step Five: Do it all again next year

Lest you think I came up with these ideas all on my own, I didn’t.
This is simply my version of one part of the genius that is The Ministry Architects Preventative Maintenance Calendar. (Yes, this is the same free download link from above.)

What is a Preventative Maintenance Calendar and How can it help with Summer Event Planning?!?!

A PMC (for short) is a proactive approach to ensuring we don’t waste winter, or any other months. Instead, this tool helps us pace our days in a sustainable way. Put another way, the PMC is a month-by-month guide that maps out a thoughtful rhythm of how to attend to those non-daily responsibilities that often get forgotten or delayed. In a nutshell, it helps make sure things don’t get missed.

Why add one more tool to my toolbox? The others work fine…

For leaders who are already strategic planners, a PMC is still useful. You can combine a few of your hyper-focused guides into one comprehensive behind-the-scenes calendar. And, for leaders who feel great angst around event planning, the PMC is a game changer! You don’t have to let the phrases “last-minute” or “after-hours” characterize this work. The PMC outlines an earlier start to all major event planning and helps you have more control of the pace. 

Ultimately, the PMC is one more resource that can strengthen the sustainability of your ministry and help care for others in your community more intentionally. 

And who wants to miss out on that?

As a big fan of summer camp, parties, mailboxes, and well-paced ministry days, Renée would love to talk. She’d be happy to help your summer somethings be exactly what you hope they will be. Just click here to send her a note and she’ll connect with you soon.

Renée Wilson will tell you the best advice she ever received as a volunteer in youth ministry was “prepare well and love ’em to Jesus.” And that’s exactly why she’s a part of our team. Through her 20+ years of mentoring and ministering with children, youth, and young adults, Renée knows the value of building healthy teams and loves creating approaches around the vision of seeing more and more people come to know Christ.

The post Don’t Miss Winter: The Ultimate Summer Event Planning Guide appeared first on Ministry Architects.

I’ve coached and worked alongside pastors and ministry leaders across the country while leading a youth ministry at my own local church. I’ve met a lot of great leaders, and a lot of tired ones. And one thing we ALL have in common– WE’RE DOING TOO MUCH!

We are called to spread the Gospel and bring God’s Kingdom here, and that can look a lot of different ways. Ministry looks different in every context. But I’ll tell you one thing: Paul wasn’t folding bulletins.

Whether senior pastor or a secretary, youth director or an elder, I’ve never worked with anyone in the church who couldn’t use another set of hands. And, if I’m being honest, I’ve never met a ministry leader who didn’t have at least one finger in a pot that they shouldn’t. 

Below is an abbreviated list of things we, as pastors and ministry leaders, should start delegating in 2025. Then, if you’re ready, I’ll tell you how to get started. 

1. Start Delegating Communications and Marketing

Social Media Management
Keeping your church’s social media active and engaging can feel like a full-time job in itself. Scheduling posts, replying to comments, and analyzing engagement metrics can easily overwhelm one person. This is a task where consistency matters—find someone who can dedicate time to doing it well.

Website Updates
A church website is often the first impression for visitors. Keeping it up-to-date with events, sermons, and contact info ensures it reflects your ministry accurately. But the reality? It’s a time-sink that doesn’t require pastoral oversight.

Newsletter Creation
Crafting weekly or monthly updates takes creativity and focus. Whether digital or printed, newsletters are a key way to keep your congregation informed. Hand this off to someone who has an eye for design and clear communication.

Graphic Design
From sermon slides to event flyers, visual communication is essential. A volunteer or team member with creative skills can bring your ideas to life WITHOUT you spending another 3 hours on Canva.

Event Promotion
Getting the word out through email, social media, and announcements can make or break event attendance. A communications-savvy helper can ensure your efforts reach the right people at the right time.

Who Could Help?

• A creative volunteer passionate about storytelling and visuals.
• A tech-savvy college student looking for experience and a creative way to serve.
• A Ministry Admin who specializes in communications.

2. Start Delegating Administrative Tasks

Volunteer Scheduling
Coordinating schedules for greeters, nursery workers, and worship leaders can feel like solving a Rubik’s Cube. This task needs someone who thrives on logistics and follow-through.

Meeting Prep
From sending reminders to taking notes, meetings run smoother when someone else manages the details. This frees you to focus on leading the conversation.

Database Management
Maintaining member records, attendance tracking, and donor reports are critical—but they don’t need to be handled by you.

Donor Acknowledgments
Gratitude goes a long way in stewardship. Hand this off to someone who can ensure timely thank-yous for every gift, big or small.

Calendar Coordination
A shared master calendar keeps everyone on the same page, but managing it doesn’t have to land on your plate.

Who Could Help?

• A detail-oriented member of your congregation.
• A part-time admin assistant or Ministry Admin.
• A volunteer who loves spreadsheets and planning.
• A recently retired professional who’s going a little stir-crazy at home.

3. Start Delegating Worship and Creative Elements

Slide Preparation
Prepping lyrics, sermon points, and announcements for worship can take hours. This is a simple but essential task that someone else can own.

Bulletin Design
From assembling the order of worship to including announcements, bulletins are a weekly staple that doesn’t need to be designed by you.

AV and Livestream Support
Whether troubleshooting tech or running livestreams, there are often volunteers with the skills to handle this vital ministry.

Creative Media Projects
Videos and sermon recaps can be powerful tools for engagement. Let someone with a passion for media take the lead.

Worship Set Planning
Planning Sunday’s music is important, but it doesn’t have to be your responsibility every week.

Who Could Help?

• A worship team member who’s eager to take on more responsibility.
• A young adult in your church who loves tech or video editing.
• A Ministry Admin with a creative edge or a PT support person in your local community.

4. Start Delegating Family Ministry

Parent Communications
Keeping parents informed about youth and children’s programming—whether it’s weekly schedules or event reminders—is a task that doesn’t have to come from you.

Curriculum Prep
Printing handouts, organizing supplies, or preparing craft materials is time-intensive, but it’s something that others can do with clear instructions.

Volunteer Recruitment
Recruiting volunteers can be daunting, but there are people in your church who are natural connectors and can take this off your plate.

Event Planning
Family-oriented events like retreats, Trunk-or-Treat, or parent-child game nights require lots of moving parts. Someone else can step in to manage the details, from ordering supplies to setting up schedules.

Follow-Up with Families
It’s important to check in with new families or those who’ve attended special events. Delegating this to a trusted team member ensures everyone feels welcomed and connected.

Who Could Help?

• A parent in your congregation who’s passionate about family ministry.
• A youth or children’s ministry volunteer with a knack for organization.
• A group of little old ladies who meet every Wednesday morning to pack the children’s curriculum baskets and print out worksheets. (Or is that just me? )

5. Start Delegating Logistics and Operations

Facilities Management
Scheduling repairs, managing cleaning crews, and overseeing building use are necessary tasks, but they don’t require your time.

Event Setup and Teardown
From arranging chairs to decorating, these physical tasks can be done by a team of volunteers or staff.

Tech Support
When the livestream crashes or the microphone fails, it’s better if someone tech-savvy is on hand to handle it.

Supply Management
Keeping an eye on the stock of coffee, communion supplies, or office materials is important, but it doesn’t need your direct attention.

Budget Tracking
Monitoring expenses and creating reports ensures financial transparency, but someone with a knack for spreadsheets can handle this better (and faster).

Who Could Help?

• A facilities manager or team of volunteers dedicated to building care.
• A volunteer or part-time staffer with tech expertise.
• A financially savvy member of the congregation.
• A Ministry Admin who specializes in operations and logistics.

So, how do you get started? If you’re still here at this point, that means you’re serious. You’re ready to start delegating in 2025. And you know what? I’m proud of you!

Now, here’s how you can start delegating– 

Step 1:

Print out this list or make a list of your own. 

Step 2:

Review the list again and highlight the items that make you cringe the hardest. Which of these tasks takes the most of your lifeblood? Remember– Vampires always need an invitation inside. KICK THEM OUT!

Step 3:

Pray over the highlighted items. What? You didn’t think delegation was a spiritual practice? Friend, delegation is an act of faith. Ask God which items need to fall from your plate in 2025, and then pray for God to provide the right person/people who will be passionate about taking them on.

Step 4:

Make a mini-Volunteer Megaboard (or download ours here). 

1. In the first column of a spreadsheet or on paper, write your shortlist of 1-5 tasks you’d like to delegate this year, leaving three rows between each task. 
2. In the next column, through prayer and discernment, jot down three names of people in your congregation who you believe might be able to take on this task.
   • DO NOT make their excuses or say the “no’s” for them. I promise they are perfectly willing and capable of saying no to you themselves.
   • That’s why you need three names per task– Statistically, 2 in 3 people will say no to you. But that’s okay! You have backups.)
3. If you have wracked your brain and you do not believe that anyone in your congregation could possibly do this task… Wrack someone else’s brain. Ask your spouse. The church secretary. The town gossip. Sometimes, we just need another set of eyes.
4. However, if no one is able to think of a name, let alone three, this might be a task worth outsourcing. If that is the case, type “External” and move on to the next task. 
5. Once you have your list of tasks to delegate, you’re ready, right? Wrong! Time to send it to a trusted prayer partner. Spend a couple of days intentionally praying alongside this friend over these tasks and the specific names on the document. If God provides greater discernment, change your list accordingly. If not, IT’S GO TIME!
6. Finally, after all that, it’s time to start tapping shoulders. Start with your first choice for each task, and reach out how you’re most comfortable. Some leaders are callers, some are emailers, and I’m a texter. Whatever method of communication you won’t put off until tomorrow is the right method of communication.
   • If you are reaching it via text or email, say something like, “Hey so-and-so, we’ve got an exciting opportunity for helping out with [communications, etc.] at the church, and I immediately thought of you. Any chance I can catch you [on the phone sometime this week/after church on Sunday/take you to coffee] to chat more about it?
   • If you are starting with a cold call, lead with enthusiasm. You’re not desperate. You’re excited to share this important responsibility in the church with someone you think could do an amazing job with it. 
7. And what if they say no? Well, that’s why you’ve got three names, right? Start dialing. 
8. But what if you wrote “External” for one (or all!) of your dreaded tasks? I’m not going to sugar coat it. It can be hard when you feel like you’re doing it all by yourself, and it feels like there is no one you can even think of to ask for help. But it’s not hopeless. There are several options for bringing in outside help to you and your ministry. Here are some questions to consider:
   • Can I afford to bring someone on as a full or part-time staff member?
   • Is there a possibility for a stipend if I look for a local intern to fulfill this task?
   • If there is no budget, is there someone in the congregation I could ask about supporting an auxiliary person like this?
   • Could a remote Ministry Admin from Ministry Architects better fit my budget?
   • If this is something we don’t have money for, who can I bring alongside me this year to intentionally pray that God sends us the right people to help in these areas?

To wrap up…

I’ll say it again: Delegation is an act of faith. It’s trusting that God has placed people around you with gifts and skills to share the load. Start small by identifying a couple of tasks from this list to delegate. Over time, as your team grows in confidence and capacity, you’ll find yourself freed to focus on the parts of ministry that only you can do. And remember, whether it’s a passionate volunteer or a professional Ministry Admin, help is out there—and you’re not alone.

If you get stuck, though, please don’t hesitate to reach out to us here at Ministry Architects. We are real pastors and ministry leaders who have been where you are. We are happy to offer a free coaching call to help pull you out of the rut, and we have downloadable resources, blogs, and podcasts that we would love to share with you. 

Brandi Kirkland

brandi.kirkland@ministryarchitects.com

Brandi Kirkland serves as a staff consultant and SEO specialist for Ministry Architects. Church systems and strategy are her very favorite thing, and she loves what she does every single day. Brandi graduated from Johnson University with a bachelor’s degree in Christian Ministry and gets to be the rare graduate who actually works in their field of study. Brandi has led children’s and youth ministry in both single-site and multi-site churches, and believes that each church has its own, unique offering that it brings to the cause of Christ.

The post 25 Things Pastors Should Start Delegating in 2025 appeared first on Ministry Architects.

Okay, what if you were told you got to have a coach or mentor or guide to meet with regularly as a support piece to your job? Does the change of phrase make a difference?

We’re guessing it does. Because nobody likes to feel like they’re being scrutinized. We’d all much rather be coached or mentored (dare we say, discipled) rather than supervised or evaluated. 

Whatever the reason may be, how we talk about and approach THIS piece of vocational ministry matters. The church staff evaluation process matters. 

And the good news is, if you’re a supervisor of any kind: you get to set the tone! You get to establish a different way of walking with the people on your teams so that your church’s approach looks a lot more like thoughtful discipleship rather than anxiety-inducing dread brought on by an annual critique and threat of job loss.

Granted, there are a lot more ways to describe staff support in churches today than those two options. ???? So, let’s take a look at 4 features of a healthy staff evaluation process:

1. Meet WEEKLY (Not just for annual staff evaluations!)

• Please hear us; we’re not saying have more meetings. We’re saying meet more with one another. Establish a standard that weekly, 15-minute check-ins happen between all supervisors and individual staff. Some weeks, you won’t go the full 15 minutes. Other weeks, you might need a longer stretch of time. But each week, every staff member is discussing these 3 questions with the person they report to / are supported by:
  • What are the big things this week?
  • Where are there potential challenges?
  • What can I do to help / Where do you need more support?
• Don’t forget: lead pastors need people, too and should also have a ministry partner who they meet with weekly.

2. Review Roles and Reasons ANNUALLY

• Once each year, take the time to review job descriptions and discuss the reasons why each role exists in the life of the church to help fulfill its mission.
  • This kind of conversation not only reminds each person of the purpose of their position but also provides an opportunity for any readjusting that might be needed so that everyone stays aligned and works towards the same goals. 
  • Be sure to include a visual of the larger organizational chart as a part of this review, too. Seeing where we fit and that we belong can be just as important as hearing how we’re doing.
• If this annual conversation needs a refresh in your church, or you’d like to see a template for what this can be, click here for a free staff evaluation conversation guide.

3. Tend to the Team ROUTINELY

• It sometimes doesn’t matter how much everyone loves Jesus, working on a team means working with other humans, and humans are human: we all fall short (and get on each others’ nerves.) This is why healthy staff support not only focuses on individuals, it also incorporates times when teammates can leave their desks and focus on their relationships with one another.
  • Idea: Host a team-time-out once a month, where everyone has some kind of fun together. (i.e., sharing lunch, going bowling, playing Mario Kart… this doesn’t have to cost a lot.)
  • Idea: Incorporate teammates’ feedback in the annual review process, allowing other staffers to provide insights and encouragement anonymously.
• As a part of this piece, supervisors should aim to be observant of team dynamics and address any tensions that may exist with a Matthew 18 approach.

4. Be Clear CONSTANTLY

• Clarity is kindness. Which means there should be no surprises at any checkpoint as to the following workplace questions:
  • Am I doing my job right?
  • How do others experience me?
  • What are my growing edges?
• Clarity removes the suspense of surprise because feedback related to these questions is embedded throughout all the conversations happening above.

So how are you doing? 
Where could your church staff grow in how teammates invest in one another?

We’d love to hear!

And if you’re looking for more ideas on how to refresh your staff culture and approach this work from a place of discipleship, be sure to listen to this episode of The Ministry Architects Podcast.

Contributors:

David Gaddini

david.gaddini@ministryarchitects.com

David is the senior pastor at Fellowship of Faith in McHenry, Illinois. David produces a podcast, Questions You Never Thought You Could Ask in Church.

Brent Parker

brent.parker@ministryarchitects.com

Brent is the lead — and founding —pastor of The Church at Woodforest, a campus of The Woodlands Methodist Church north of Houston, Texas.

Anthony Prince

anthony.prince@ministryarchitects.com

Anthony currently serves as the Executive Pastor at Real Life Church of LA, a growing church plant in the foothills of Los Angeles, CA.

The post 4 Features of a Healthy Staff Evaluation Process appeared first on Ministry Architects.

And my answer is always: yes!

Inclusion allows our kids with disabilities or special needs to learn about Jesus with their peers. And, it allows our typical kids to grow in understanding and compassion for others. But there are times when, no matter how much your ministry desires to embrace inclusion, a separate space will be needed. So it’s helpful to have a both/and mindset. 

You know what else is helpful to consider when starting out?

This list:

1. Utilizing Space for Special Needs Ministry

Space, it’s not just the final frontier. Intentional space can allow your church to welcome people with higher-level sensory needs. If you have extra space, a nice, quiet area with low lighting usually does the trick in creating a quiet place for children who are easily overwhelmed. Equip the space with a few soft items such as bean bag chairs, weighted blankets, and quiet activities, and you have yourself a sensory room. 

I prefer to include all the kids in the same space. However, some children may not be able to participate if they do not have a separate space. Space may be what holds you back from having a separate quiet or sensory area, but it does not need to keep you from serving families with sensory needs. 

2. Inviting People

The greatest (and least expensive) resource you need. If space is not an abundant resource for you, how about people? Creating a one-on-one buddy system may make the difference between a family attending church, or not. 

I know what you’re thinking, “But we’re in constant need of volunteers for what already exists!” But did you know that buddies tend to be a popular volunteer position? This is especially true for youth who want to serve. 

A buddy’s one goal is to help a child be successful. And the outcome of that success is often an entire family attends your church, knowing their kid is safe and well-cared for. So it’s just good ministry math to add this role to your roster.

3. Traveling with Tools for Special Needs Ministry

Fun fact: the greatest tools I have used to serve children who are neurodiverse fit in one small backpack. If your church does not have a designated sensory space, a sensory bag may do the trick. I like to provide my buddies with a simple backpack to carry for the children they serve. 

What’s in the bag? 

It depends on the needs of the child, but here are a few favorites:

• Headphones
• Laminated picture schedule
• A fidget
• Playdough
• Timer

4. Sharing Awareness

Be curious, not judgmental; this is more than just a quote debated for who said it first (was it Walt Whitman or Ted Lasso?) it’s an invitation for everyone to learn and grow.

Create awareness amongst the church, volunteers, and even the children by helping everyone understand that different people learn, engage, and participate differently. Thus, meeting those differences with the same grace and diversity of resources can make all the difference when it comes to the strength of connection, the ability to be present, and the experience of feeling welcome.

Take a look at Luke 14 and ask the question of who Jesus was inviting to the table. The blind, the crippled, the lame, and the poor. (Also, if your church is stuck on what are the proper terms for families with special needs, Luke 14 will help you see that those terms change all the time.)

5. Establishing A Family Room

A new addition in many churches is a family-friendly sensory room. This is a space that allows parents to listen to the message being streamed while their children are safely in the room with them. These rooms are equipped like a sensory room with low lighting, soft seating, and quiet activities like fidgets. The upside is there is no need for additional volunteers and parents get to connect with one another.

In a perfect world, I would offer an inclusive buddy ministry with the option of a quiet, separate sensory room. But most of us don’t live in that space-abundant, perfect world. So we do what we can with what we have, taking the steps we can now to move forward into our next.

A family our church served in a weekend respite program could not safely be welcomed in our Sunday service until we made a few significant changes. It took us two years to make those changes. But each little step forward kept us moving in the right direction until, eventually, the entire family could be present on Sundays.

So what do we do, in the meantime, when it’s not safe for a child to attend without a separate space for special needs ministry? 

We welcome families safely by using the resources we have, understanding that for some of our families, the safest answer for their children may not be no, it just might be not now. Hear me: this is not a no. Instead, it is an opportunity to work with the family, walking through the list above to consider the best, safest way to welcome their whole family. 

And if you want to talk through what a first step can look like in your ministry world, please click here and let’s connect. 

Kerri-Ann Hayes

kerri-ann.hayes@ministryarchitects.com

Kerri-Ann Hayes has been a children’s and family ministry leader in Central Florida since the late 1990s. She has led children’s ministry in both single and multi-site churches. Kerri-Ann has a Disney family heritage, a hospitality management background, and a love for the local church that all shifted nicely into the world of family ministry. During her years of serving families, Kerri-Ann developed a passion for those struggling to find their place in the church due to the special needs of their children. She loves supporting and equipping churches to be accessible to families with special needs or traumatic backgrounds and is the author of The Accessible Church. Kerri-Ann and her husband, Tom, live in Clermont, Florida, where they raised their three children.

The post 5 First Steps to Creating an Inclusive Special Needs Ministry appeared first on Ministry Architects.

As you consider your role as a children’s minister, volunteer leader, or supportive presence in the life of children and families, here are a few suggestions to help with back-to-school emotions and healthy habits:

Children’s ministers should…

Become Aware:

Ask children and parents about the school they will attend, who their teachers will be, and what grades they will be in. Ask about their interests and what they plan to do this school year. In this way, you will have more knowledge about your flock and can follow up as the school year progresses.

Offer Help:

If you find that a child or parent feels insecure about school, offer to help. For children’s ministers, this may mean providing a listening ear, stopping by a home to deliver a back-to-school encouragement gift, praying with and for the family, or checking in intentionally to see how things are going, once the school year begins.

Stay In-the-Know:

Don’t miss the opportunity to stay aware of what is happening throughout the school year. Periodically ask parents how school is going. When you see children on Sundays, ask them about school. If you simply ask children how school is going you may only get a one-word answer: fine. Here are some guiding questions to avoid the dreaded fine answer:

• What is your favorite thing about school?
• Tell me about your teacher.
• Who do you play with at recess?
• What is your favorite specials class? (ex: gym, music, art, library, etc.)
• What’s something cool you learned about last week?
• Are there any special school events coming up?
• Is there anything that bothered you today?

Make Connections:

If you learn that a child is learning about ocean life or weather, help the children make connections to Bible stories. If a child is worried, provide them with a Bible verse to remember when worry creeps in.

• Ocean Life: 
  • God created fish. (Genesis 1:20-22)
  • Jesus called his disciples to make fishers of men. (Matthew 4:19, Mark 1:17)
  • Jesus helped the fishermen (who had been unsuccessful with their overnight fishing ventures) catch a bunch of fish. (Luke 5, John 21)
• Weather: Jesus calmed the storm. (Matthew 8:23-27, Luke 8:22-25)
• Worry: Instead of dwelling on worries, think about other things. (Philippians 4:6-8)

Become a Partner:

Ask parents if their child’s school allows lunch visitors, classroom volunteers, or adults to read to children. If so, offer to visit or to volunteer at the schools represented by the children in your ministry. Allow interested parents to sign up to have you visit their child’s school. In this way, you will build relationships both with the children, the parents, and the schools, bridging a gap between church, school, and home.

Provide Resources:

If parents have questions or struggles, be a resource for them. This may mean finding articles, videos, or books about the subjects parents struggle with. Listen for common concerns, and compile a list of resources for parents. Here are some suggested topics:

• Discipline or healthy boundaries with children
• Teaching children faith at home
• Bullying
• Helping children with anxiety
• Age-appropriate development/learning
• Signs of learning differences or special needs

And finally, children’s ministers should pray for everyone:

If you click here, you can download a set of back-to-school prayers for free. These can be shared with your volunteer teams, ministry colleagues, and families in your community.

For more information, recommended books and websites, or to find resources for children’s ministry and Christian parenting, let’s connect! You can email me at elaine.pendergrass@ministryarchitects.com or visit Teaching Kids About God.

Elaine Pendergrass

elaine.pendergrass@ministryarchitects.com

Elaine comes with a wealth of knowledge about teaching and learning, child development, and children’s discipleship. She holds a B.S. in Elementary Studies and an M.A. in School Administration, both from Gardner-Webb University (Boiling Springs, NC). Elaine has devoted her career to education and children’s ministry. She has served both in public and private schools as an Elementary teacher, Instructional Specialist, Preschool Director, and Head of School. Elaine served as a Children’s Minister at two large churches in Houston, TX. Elaine is passionate about loving children, making disciples, and equipping families to raise their children in faith. Elaine and her husband David have two beautiful children, Hayden and Julia.

The post Back to School: Resources for Children’s Ministers appeared first on Ministry Architects.

But hold on! We can intentionally plan for, even expect, these children to come through the doors of our church and right into the fun of VBS. 

If a child enters your doors in a wheelchair, you may quickly think through how to accommodate them, but what about children who have invisible challenges such as autism, anxiety, or ADHD? If we are expecting these children to be a part of our VBS, there are a few things we can do to be prepared: 

1. Expect Them To Be There

If you anticipate 100 children at your VBS, how likely is it that you will have some kids who need additional assistance to participate with your typical children?

Here are a few numbers to keep in mind as you plan for the fun of VBS:

• 1 in 6 children (17%) aged 3-17 were diagnosed with a developmental disability as reported by parents 
• 1 in 36 children has been diagnosed with autism spectrum disorder (ASD)

2. Utilize Care Forms

If parents share on their child’s registration that they have a diagnosis, follow up with a simple intake or care form. This collects information regarding a child’s likes and dislikes and what to do if the child gets overwhelmed. Be sure to notify the parent that the information will be shared only with those working closely with their child.

3. Recruit Buddy Volunteers

Add the role of a buddy to your list of volunteer needs, even if you aren’t sure you will need them. If you expect 100 kids, it would be great to have at least five buddies. If you don’t have anyone specific who needs a buddy, add the buddy to a group that could use some behavioral support.

4. Train Your Team

Start by sharing the above statistics to cultivate awareness with your staff and volunteer team. 

Remind your team that not all behavior is misbehavior. Sometimes, behavior is communication. We can find out what behavior is saying by asking a few simple questions. Is the room too loud? Are the lights too bright? Is the child overwhelmed? 

Train all of your volunteers on how to work with children with special needs. The volunteers do not need to be experts. However, a basic understanding of children with autism or ADHD and who to talk to if they need additional help will go a long way. 

5. Provide Support Tools

Provide group leaders or buddies with tools to help a child be successful at VBS. A laminated picture schedule of the events of the day or a timer will help with anxiety and transitions. A fidget, or something recommended by the parent, may help a child keep their hands busy and their minds focused. Put these items in a backpack for the group leader or buddy, and their group will be good to go! 

6. Create a Sensory Space

Even with buddies and a plan in place, VBS can be overwhelming. The number of people, sights, and sounds can cause even our typical kids to need a moment of quiet. Creating a sensory quiet space for children to retreat to with buddies when they get overwhelmed can help a child catch their breath and get back on track. It does not need to be a fancy room. A corner of a room away from the activities, an office with dimmer lights, or a tent inside a room can create a quiet getaway. I know a church that used a six-foot table with a tablecloth over it that became a quiet fort. Whatever you choose, be sure to abide by your church’s safety policy. If a buddy needs to step away with a child, another volunteer needs to go with them.

7. Modify Activities

Include children with special needs in games with instructions they will understand. Help them to participate in games focused on cooperation versus competition. Be understanding if a child does not want to participate. Offer alternative crafts or simplify the steps, such as pre-cutting items needed for crafts for a child who needs extra assistance. Offer help only when needed. Children of all abilities like to do things themselves.

Jesus said, “Let the little children come to me, and do not hinder them, for the kingdom of heaven belongs to such as these.” Let’s find ways this summer to ensure that all children feel welcome to participate in the fun of VBS and, more importantly, experience the love of God through his church.

Additional Vacation Bible School Resources: 

• VBS as a Bridge: Expanding Vacation Bible School throughout your community
• After VBS: How to prepare for follow-up NOW

Kerri-Ann Hayes

kerri-ann.hayes@ministryarchitects.com

Kerri-Ann Hayes has been a children’s and family ministry leader in Central Florida since the late 1990s. She has led children’s ministry in both single and multi-site churches. Kerri-Ann has a Disney family heritage, a hospitality management background, and a love for the local church that all shifted nicely into the world of family ministry. During her years of serving families, Kerri-Ann developed a passion for those struggling to find their place in the church due to the special needs of their children. She loves supporting and equipping churches to be accessible to families with special needs or traumatic backgrounds and is the author of The Accessible Church. Kerri-Ann and her husband, Tom, live in Clermont, Florida, where they raised their three children.

The post VBS for Everyone appeared first on Ministry Architects.

I can remember being in my first few years of ministry and learning about a trend that seemed to happen every year in almost every setting. In looking at the demographics of youth groups, they always seemed to skew young. 

This was certainly the case when it came to our high school ministry. It was as if juniors and seniors who had been incredibly involved in their younger years had decided that being a part of the youth ministry simply was no longer worth their time. In some ways this was a natural consequence of lives that were busier, friendships that had shifted, and priorities that had changed. But I started to wonder: did we, as ministry leaders, just have to accept this as a situation we had no control over? 

Or, were there things we could do to engage upperclassmen in a deeper way and lead our group to a different outcome? 

There will always be students who fade away from both our ministry and their faith, just like any other life stage of people. But, I do believe that we can focus on a few areas that have the potential to keep older teens involved in a way that will truly help them in their faith and create a different culture in our ministries.

Remember that relationships matter most. 

One of the main ways to keep upperclassmen involved in your ministry is to make sure that the relationships they have at church are strong. This “relational ministry” mindset can’t just start when they are older. It has to be embedded in the overall strategy for your ministry, and you need to intentionally do things to foster relationships.

This means making time for fostering relationships on trips, at special events, and during regular, weekly gatherings (youth group, small group, Bible studies, etc.) It also means giving up some of your “teaching” time for relational time. This may be hard to hear, but people want connection more than they want content, so make time for creating connections a priority.

Students need to have solid relationships with not just their peers, but with trusted adult leaders who will love them, listen to them, and help guide them along their journey. You don’t just need people who can teach the Bible or share life-lesson stories or monitor rule-following. You need people who love Jesus and love students and are willing to jump into the messiness of teenage life. There are likely a number of people in your church who could fill this role. But, don’t forget, they need training and encouragement along the way (they need relationships, too.)

If students can start building solid relationships in their early years of the youth ministry, they will be more likely to stay around longer because they want to be with people they trust and have a history with. I have seen group after group be incredibly engaged during their junior and senior years because they have strong relationships and they have done it together.

Make it special. 

Sometimes in ministry we shy away from doing something more or special for certain groups. On the surface, I get it. We want to treat everyone the same and not pick favorites. But there is something to be said for having something special for older students. In reality, we all get more opportunities and privileges as we get older, and I believe the same should be true at church. For years our church had a senior trip in the spring and special summer mission trips just for upperclassmen.

These opportunities, along with a few others, are things for students to look forward to as they get older. You might say that we were dangling a few carrots in front of these teens in order to keep them involved. Well, it worked. We always had great engagement and participation from our older students, in part because there was something special for them. 

Let them use their voice. 

One of the best things you can do to keep older students involved is to give them opportunities to speak into what is happening in your church and your ministry. The Ministry Architects Podcast team has a whole episode on if students aren’t leading, they’re leaving. Lots of churches create a type of student leadership team that is primarily made up of juniors and seniors. Groups like this need to be more than a token attempt to keep teenagers involved. These groups need to have real conversations and have the ability to chart the direction of the ministry.

Students love to help build curriculum, make decisions about events, and lead meetings. Letting students use their voice does not mean that all of the adults evacuate the conversations and give up their leadership role. Adults still have to steer the conversations and make the final decisions, but teenagers have the ability and the desire to give input.

Another way to let upperclassmen use their voice is through sharing their testimony and teaching their peers. Lots of teenagers have stories to tell, and we can give them the platform to do it. When we give teenagers real opportunities to do ministry, they feel like they belong and can contribute. 

Engage them on their level. 

So many juniors and seniors check out of youth ministries because they feel like they’ve “been there and done that.” This is particularly true when it comes to what we are teaching and talking about. If they have been involved in your church for any length of time at all, they have heard a lot of the stories and they likely know the basics of the faith. 

I didn’t say they were living out their faith, but they have heard a lot about how to do it. In order to keep older students interested and engaged, we have to be talking about things they are thinking about and want to talk about. Sure, there are still things we need to be teaching them but, if we’re not careful, we’ll lose them. In an effort to help them really embrace the basics of the faith, we sometimes, unintentionally, push them away because we are covering things they think they have already heard. We have to engage them at their level, talk about their felt needs, and not revert to being too basic in what we teach. Check this starter guide out if you want to create a discipleship pathway that means something.

Prioritize relationships. Make it special. Elevate voices. Engage intentionally.

If we want to have a healthy and growing youth ministry, we have to put a real emphasis on keeping the older students involved. In lots of ways, we have to make it worth their time. If they have real and deep relationships, it will be worth it to them. If there are special opportunities that they can’t get elsewhere, it will be worth it. If they can use their voice and actually contribute, it will be worth it. And, if they feel like we understand where they are coming from and talk about things that are relevant to their lives, it will be worth it. Upperclassmen will find a home where they want to be involved, they will grow in their faith, and they will help you create a healthy culture that will be sustainable for years to come.

Chris Sasser

chris.sasser@ministryarchitects.com

Chris is the Pastor of Family Ministries at Port City Community Church in Wilmington, NC. He has served in full-time ministry since 1993, working with children’s, middle school, high school, college, and parent ministries. He has a passion for equipping and encouraging parents and leaders to help the next generation walk with God. Chris shares thoughts and ideas at www.equipandencourage.com and loves to share with students, leaders, and parents. Chris is married to Karin and they have two children, CJ and Kylie. A graduate of UNC-Chapel Hill, Chris is an avid sports fan and really loves the ‘Heels!

The post Engaging Upperclassmen appeared first on Ministry Architects.

• Families plan vacations around Vacation Bible School dates so their kids don’t miss out.
• VBS is often secured on the church’s annual calendar, right after Christmas and Easter.
• Financial resources are strategically designated, as new yard banners get purchased, set designs get crafted, and SWAG (stuff we all get) gets ordered.
• The entire church building pauses pretty much everything else to accommodate all that a VBS needs.

Plus, almost everyone who’s ever lived near a church building knows: this is THE thing churches do in the summer for kids. 

Which means, if you’ve been around the church world long enough, you’ve probably heard some good, Christian people actually complain about how “that family” always finds “every VBS in town” to send their kids to for “free childcare”.

It’s on this hill I’d like to – not die but – build a bridge.
Because… isn’t that the point?
AND… what if we got ahead of them?

What if families unfamiliar with our churches didn’t have to do any research to know when our VBSs were taking place? What if… what if we strategically invited every kid we can to VBS?

Investing in the children and families who already attend our churches is a great, good gift. 
Of course, it is! 
AND, two things can be true at once. 

Because, while getting to hang with the kids you already know can be another faith-strengthening experience for their already-established roots…

…VBS offers an incredible opportunity to meet kids you don’t know! 

And not just kids! 
You could meet their siblings, their parents, cousins, neighbors, teammates – all sorts of folks!

It’s such a sacred space when an adult, who has minimal, if any, connection to your church, entrusts their children to you!

And while we probably could write a whole book about the motives of parents, relatives, and guardians when it comes to bringing their kids to faith-based places, for THIS event – Vacation Bible School – let’s just take a moment to steep it in some Great Commission* waters and consider how VBS truly does help disciples make disciples. (*Matthew 28:16-20)

1. VBS changes lives.

I know more than one friend who met Jesus for the first time at a VBS. 

And you already know, some kids live in homes where faith is a word said on Sundays rather than a life lived with a Savior. Some kids live in homes where children are seen and not heard – and love is earned, not abounding. And some kids live in homes where they have to fend for themselves, with no caring adults around at all. 

Vacation Bible School is a firsthand experience of what Jesus meant when he said, “Let the children come to me.” (Matthew 19:14) And YOU get to help every size, shape, and style of kid know what that love looks like, sounds like, and feels like.

Next step:

Have you ever asked your volunteers or staff leadership about the role VBS played in their stories? What about the whole congregation? Try it! Doing so would not only remind people of the impact these concentrated times together can have on a life, it also helps everyone remember that kids’ faith matters, too. And by investing time, presence, prayers, and funds in events and experiences like VBS, people are investing in disciples who are just a bit shorter, stickier, and younger than they are. (This is also a big part of championing your ministry.)

2. VBS gives gifts.

I bet you could join me in writing down dozens of parents’ names who significantly appreciate the gift of time VBS provides each summer. Their kids are safe and they can get that grocery shopping done without all the extra “help”.

Don’t knock it ‘til you try it! While VBS requires scads of volunteers, those parents who don’t say yes are not the worst. First of all, you already know that just because you were a kid doesn’t mean you’re good with kids. Second of all, give some people a break! If shame is your game in creating your teams, please – for the love of grace – stop. Recognize that parents are experiencing your version of Jesus, too, when being communicated with, equipped in their roles, and invited to VBS (amongst all other things.)

Here are 3 gifts VBS can give to parents and guardians:

Time:

What a wonderful break in their summer days, to be able to simply drop off and pick up and experience quiet for a few hours. Gift it with a smile, friends. 

Food:

What if, for one week of the summer, caretakers didn’t have to plan all three meals for a few days? Could you center your VBS around a meal, or offer an additional half-hour where parents could pick up and join in a meal, too?

Community:

For many, parenting is a lonely season where you’re surrounded by other adults, but you don’t really know them. What if your VBS created a “big-persons station” with coffee, donuts, and a leader who helped guide fun and fruitful conversations? Who knows where those connections could lead?!

Next step:

Consider how your VBS can be a gift to parents/relatives/caretakers. This might require a pivot in your plans or a shift in how you use your resources. But caring for the whole family could make a whole lot of difference – and see their return. (And if you don’t believe me, ask Chris Sasser.)

3. VBS ventures beyond the ordinary.

If your church isn’t inviting everyone and their neighbor to VBS, you’re missing out.

Read that again. YOU are missing out, not just the people you’re inviting. The family of God is big and messy and beautiful and different and extraordinary, and when we only focus on those we know, we miss out on swads of people that are threads in the tapestry of eternity. 

Vacation Bible School isn’t a copy + paste of your typical weekly offering, so neither should its invitees be. VBS is often a big, beautiful, different – and, yes, messy – derivation beyond the ordinary that your congregation embraces! So what would it look like to embrace the people who aren’t typical, either? Not just the program.

Next step:

Dream with your team and ask: what population wasn’t present at last year’s VBS that we could welcome this year? 

Kid participants:

Do all the students at the nearest elementary schools know your VBS dates and have an invitation? Are the teachers able to talk about your VBS knowledgeably, if parents ask questions? Connect with your local school(s) and build that bridge. (And if a whole school feels daunting, start with one classroom or grade and build relationships with those teaching teams. Forging relationships with other stakeholders in the life of a child will do far more good than being a random church person who shows up once a year with a whole bunch of flyers and hopes someone says yes.)

Student leaders:

Are you connected with your local high school service organizations? (think: Key Club, Student Council, etc.) Do you need extra volunteers – and do they need service hours – and could you connect with club advisors now to be able to offer VBS as a summer serving option? Be sure to include with this idea the time it takes to put together and provide a proper training with background checks and an intentional pairing of the new-to-church youth with a familiar-with-church youth. (This might look different than the training you’re already using for the VBS volunteers in your church. And bonus points if you create an opportunity for your youth minister to connect, too.)

Foster care networks:

Could your church partner with your local foster care network and be a summer respite option for foster parents to bring their kids to? Better yet: what would it look like to design a VBS specifically so that you could be this kind of gift for this kind of community?

Listen, “Don’t fall into the trap of thinking you have to change everything to get a different result than the one you’re getting. Just change something and before you know it, you’ll be running.” — Heather Kenny, senior consultant, One Step at a Time

You know now when VBS will be. 
And you know now that seeing rooms and worship spaces filled with all the energy kids exert brings life to a church building, and all those who are a part. 

So much so, don’t you just want to build a bridge and share VBS with every kid you can?

Renée Wilson will tell you the best advice she ever received as a volunteer in youth ministry was “prepare well and love ’em to Jesus.” And that’s exactly why she’s a part of our team. Through her 15+ years of mentoring and ministering with children, youth, and young adults, Renée knows the value of building healthy teams and loves creating approaches around the vision of seeing more and more people come to know Christ.

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