I get deeply invested in (read: obsessed with) Vacation Bible School. 2015 marks my 5th consecutive year as the Pre-Primary Director (3-5 year olds). During my tenure, I’ve learned more than a few things about coordinating a week’s worth of lessons, crafts, and activities. To get through the week without pulling my hair out, organization is the key.
All a girl needs is a really organized binder, a large coffee, a pinch of faith, and a Master Plan.
1) Master Plan: I start in Microsoft Excel and make a skeleton that holds all the information I need. Then I fill in each section, and when it’s done, I have a plan for the week! Of course, you know what they say, “A plan is a point from which to deviate.”
Isn’t it glorious?
Times are listed and the shaded box is to remind me that Thursday is Water Day (dun dun duhhhhh) which means chaos will erupt. I keep a copy of the plan in the binder and post additional copies around the classrooms so that my helpers can easily see what the next activity will be.
2) The curriculum book is full of all kinds of awesome things, but the workbook style of it makes it hard to organize. I spent way too much time flipping through the pages trying to stay on the right day. To solve this problem, I pulled out my handy-dandy paper-cutter, removed the staples from the binding, and sliced the pages free.
3) Order is key! This is how my binder is set up.
VBS Rules Sheet
Parent Info Sheet
Curriculum Book Intro Pages
Day Divider (5 total)
Coloring Sheet Master Copies
Daily Puppet Script
Discovery Center and Craft Cards
4) Parent Communication is a huge part of our success. Between our “No Parents” policy and getting ready for water day, we have a lot to explain! I can’t be sure that in the craziness, I’ll get face to face time with each parent, so we send home announcements with the kids. Here’s my cute African themed sheet for this year!
This way, I can circumvent some of the my-kid-isn’t-prepared-because-you-didn’t-tell-me nonsense. I do get parents who are offended that they can’t sit with little Johnny or Susie in class and let me know that they’ll go where they please. A very diplomatic, “I understand, but my primary job is to ensure the safety of all of our campers, including Johnny/Susie,” usually cuts it. If not, I can bring out the big guns with, “I understand if you need to remove your Johnny/Susie from the class, but these are the rules, and they aren’t going to change.”
A new strategy for the ones that think it’s cool to yell at me comes from my sweet friend Kristi, “Okay, but you’re yelling. Why don’t we talk about it?”
5) This year, I’m trying something new. For each Discovery Center and Craft, I made a card that has the instructions and all the necessary materials. This way, I can just hand them off to a helper and there is no need to micromanage everything that’s happening in my classroom! I formatted them in Microsoft word, and printed them on cardstock for durability.