VBS Volunteer Sign-Up Sheet
Vacation Bible School takes more hands than almost anything else on the church calendar: crew leaders, craft helpers, a snack team, music and a check-in table that runs smoothly, every day for a week. A sign-up sheet shows the whole week at once, so you can see which mornings are covered and which still need a crew leader.
This template covers five weekday mornings with registration, crew leaders for three age groups, music, crafts, games, snacks and dismissal, three volunteers for each. Change the times to fit your program, raise the number of crew leaders to match the kids you expect, and start recruiting in the spring, while there's still time for screening and training.
What's on the sheet
This is the starting point. Rename, add or remove anything before you share it.
Thank you for serving at Vacation Bible School! Sign up for one morning or the whole week.
Everyone who works with children needs to complete our church's child-safety screening and volunteer training before VBS starts. We'll post the training date here as an update.
Teens are welcome as helpers alongside an adult leader.
Crew leaders: if you can, please serve all five days so your crew has the same leader all week.
Every day for 5 days, skipping weekends · 3 people per slot
You pick the start date.
- Registration and check-in table8:15 AM – 9:15 AM
- Crew leader, preschool8:30 AM – 12:15 PM
- Crew leader, K–2nd grade8:30 AM – 12:15 PM
- Crew leader, 3rd–5th grade8:30 AM – 12:15 PM
- Opening music and worship8:45 AM – 9:30 AM
- Snack team9:00 AM – 11:45 AM
- Craft room helper9:15 AM – 11:45 AM
- Games and recreation9:15 AM – 11:45 AM
- Dismissal and pick-up11:45 AM – 12:30 PM
Planning the week
Start from the number of kids you expect and work backward. Many programs use crews of about six to ten children, each with an adult leader and often a teen helper, but your church's rules on ratios and supervision come first. A few other things to plan for:
- The first day is the busiest. Registration lines, new families and lost name tags all show up on day one, so add an extra person to the first day's check-in and dismissal lines.
- Crew leaders who stay all week give kids a familiar face. If someone can only do part of the week, pair two leaders on one crew and ask them to note their days.
- Station helpers can come and go. Crafts, games and snacks are good roles for people who can give one or two mornings.
- Evening VBS or a Sunday start? Change the times, and turn off "skip weekends" if your week begins on a Sunday.
Screening, training and child safety
- Follow your church's screening policy, including background checks where required, for everyone who works with children. SignupGadget doesn't run or track checks, so set a sign-up deadline that leaves time for screening to finish before the first day.
- Hold a training session before the week starts and announce the date in an organizer update. Cover check-in and check-out, bathroom procedures and what to do in an emergency.
- Use your church's check-out process every day, so children leave only with an approved adult.
- If your church follows a two-adult rule, build crews so it holds during bathroom breaks and transitions, and check whether teen helpers count toward it.
- Give the snack team and crew leaders the allergy list from registration, and keep it off the sign-up page.
- Follow your church's media policy before anyone posts photos of children.
Frequently asked questions
Can volunteers sign up for just one or two days?
Yes. Each day has its own lines, so people pick the mornings that work for them. Crew leaders who can serve all week sign up for their role on each day, and a note like "whole week" helps you plan crews.
Can teens sign up?
Yes. Teens use the same link and type their own name. Your church sets the minimum age and how teen helpers are supervised, so mention it in the description, or add items like "Teen helper, crafts" to show which roles are open to them.
Can volunteers bring their own kids?
Many VBS programs welcome volunteers' children as participants, and some arrange care for little ones who are too young to attend. Decide in advance, spell it out in the description, and register volunteers' kids the same way as everyone else.
How do I share updates during VBS week?
Use "Post an update" for schedule changes, parking notes or what to wear on theme day. Updates appear above the sign-up list every time volunteers open the link, so you don't need anyone's email address.
Related templates
More about Volunteer Scheduling · Browse all templates
Ready when you are
Set it up in about a minute, share one link, and let people sign themselves up.
Use the VBS Volunteers template