Ask God to prepare the hearts of church members, workers, and children who will attend.
• Will your program be for children only, or will entire families be invited to attend?
As you’re considering dates, you may want to find out about other summer programs offered by your church or your community so you can avoid conflicts.
If you’re reading this, that’s you! The Director is responsible for planning, recruiting staff, and overseeing all details to ensure that Rome works smoothly. Consider recruiting a team of leaders to head up areas such as publicity, registration, shops, Family Leaders, and drama. Delegation allows church members to use their gifts and passions in exciting ways!
Look through the entire Rome catalog to get an idea of what you’ll need for your program. Write down the cost of each item you’ll need, and then tally the total cost to set your budget. Your church may already include VBS in its budget. If so, find out what funds are available. If your church doesn’t have a budget in place, don’t worry! Money for a quality program needn’t be a stumbling block. There are countless ways you can easily (and painlessly) raise the funds you need. Consider the following ideas.
Round up things like baskets, burlap sacks, colorful pieces of fabric, terra-cotta pottery, rugs, and blankets. Let members of your congregation know what you’re looking for so they can keep their eyes and ears open for potential Bible-times decorations.
Decide how you’ll promote Rome in your church and community. Refer to the Publicity section of the Director’s Manual for publicity ideas and resources.
Use the recruiting helps detailed in the Recruiting section of the Director’s Manual to find all the volunteers you’ll need to staff your Marketplace. The Recruiting section also includes bonus ideas that will captivate people’s hearts and minds while allowing you to flex those creative muscles (in an easy way—with great results). And the photocopiable job descriptions, handouts, and bulletin inserts make your job a breeze.
Use figures from your church’s Sunday school or figures from last year’s VBS program. Once you’ve estimated how many participants you can expect, figure out how many Family Leaders you’ll need. You’ll need one adult Family Leader and one teenage (or adult) Assistant Family Leader for every 10 people. Be sure to have extra Family Leaders ready in case you need to form Families or Households for last-minute registrants.
If you purchased the Rome Starter Kit, you already have photocopiable roles for all your shopkeepers and other staff. Plus, we’ve given you a bag of Roman denarii, which participants will “spend” in the Marketplace!
You’ll want to be deliberate in selecting where to set up your Rome program.
This outline incorporates the Make Yourself at Home in Rome! DVD, which contains clips from our field test. Your staff members will enjoy seeing this Bible-times program in action. Be sure to include Family Leaders in your training so they can better understand their role. The DVD is filled with helpful, practical tips to make shopkeepers, actors, and Family Leaders the best staff around. Plan to meet for about one hour.
8 Weeks Before Your Rome VBS Begin recruiting Family Leaders. Family Leaders are like parents in the Roman Family. Family Leaders can be teenagers, college students, parents, or grandparents. They need only to love the Lord and love children. For more information on recruiting, see the Recruiting section in the Director’s Manual. Family Leaders should plan to participate in the Rome program for the entire adventure. If they need to be absent one or more days, encourage them to find their own substitutes.
Begin publicity. Display the giant outdoor theme banner (available from Group Publishing or your local Group supplier) in a prominent outdoor location. Just fill in your program’s information. Hang Rome publicity posters (available from Group Publishing or your local Group supplier) in your church and community. Show the promotional segment of the Make Yourself at Home in Rome! DVD during a worship service or other church gathering. This two-minute segment, found at the beginning of your DVD, gives people a glimpse of how the program works and what kids will learn during this unique experience. You’ll find that the DVD helps build enthusiasm, recruit volunteers, and promote attendance for your program.
Begin gathering supplies. Refer to the master supply list in your Director Manual. Consult with staff members to inform them of how you’ll handle supply collection. Will you gather all supplies, or will each leader gather his or her own supplies? You may want to ask church members to donate food supplies (such as fruit and pre-cooked chicken) or easy-to-find items (such as blankets).
Plan your daily schedule. The average program runs for about two hours each day. Group’s Rome materials have been developed with these parameters in mind. See the daily schedules in your Director’s Manual to see how this works. If your program will meet for more or less time than two hours each day, you’ll need to adapt these times accordingly.
4 Weeks Before Your Rome VBS
Recruit additional volunteers.
In addition to shopkeepers, an Extollo Leader, an Apprenticeship Games Leader, Paul, Brutus, at least two people for the Underground Church, actors, and Family Leaders, you’ll want to recruit volunteers to help with registration, snacks, transportation, and photography. Refer to the Recruiting section of the Director’s Manual for more ideas.
Determine whether you’ll do an open house.
With Rome, you have the option of putting on an open house at the end of your program. The open house allows parents, grandparents, friends, and neighbors to get a peek at the excitement of Rome.
Continue publicity.
Mail Rome invitation postcards to children in your church and community. Write your church’s name and when your program will begin.
Begin preregistration.
Photocopy the Rome registration form in the Director’s Manual. Insert copies in your church bulletins, distribute copies in Sunday school classes, and keep a supply in your church office. Encourage families from your church to preregister. This will make your first day more manageable.
Hold the scheduled leader-training meeting.
Plan to meet in a large room where you’ll be able to try out some Bible-times activities. Before the meeting, set up a TV and DVD player and set a Roman tone using the suggestions provided in the Staff Training section of the Director’s Manual. Bring photocopies of the staff roles, Family Time Leader Manuals, and shopkeeper instructions.
Meet with each leader.
It’s a good idea to touch base with each leader on a one-on-one basis. Take each person to lunch or out for ice cream or simply go for a walk together as you discuss what supplies the leader needs, what concerns he or she may have, or any aspects of the program that are not clear. This will not only prevent miscommunication but also help your volunteers know how much you appreciate them.
Provide Rome information to your church office.
Fill in your church’s information on the community flier in the Director’s Manual, and photocopy a stack of completed fliers on bright-colored paper to put in your church office. Someone in the office can refer to the fliers if people call with questions about your program and can distribute fliers to people who stop by the office.
If your church has a phone answering machine, you may also want to include information in your recorded message. If your church has its own website, be sure to add Rome information there, too.
2 Weeks Before Your Rome VBS
Check your registration count.
Make sure you have enough Postcards From Rome Student Books for each participant to have one. Order extras, just in case—many churches experience last-minute additions, first-day surprises, and unexpected increases as families bring their friends throughout the week. Also double-check that you have enough Family Leaders.
Check your supply collection.
Make a final announcement, or put a final supply list in your church bulletin. Gather or purchase additional supplies as necessary.
Set up drama rehearsal times.
The daily dramas are so simple that actors will really need to run through them only a couple of times. You can set up a run-through an hour or two before your program begins or have the actors practice prior to the program.
Continue publicity.
Create a news release and send copies to your local newspapers, radio stations, and TV stations. Use the clip art found on the CD in the Director’s Manual to create fliers, bulletins, posters, and more.
- Announce your Rome VBS in worship services and other church gatherings. Put bulletin inserts in your church’s worship bulletins.
- Show the promotional segment of the Make Yourself at Home in Rome! DVD again.
- Mail additional invitation postcards as necessary.
Make backup and emergency plans. What if it rains during your program? Plan in advance how you’ll handle bad weather. You may also want to line up backup Family Leaders in case some drop out. Inform shopkeepers and Family Leaders of procedures to follow if there’s a fire or other emergency.
1 Week Before Your Rome VBS Dedicate Rome staff. Introduce staff members, Family Leaders, and other volunteers during your church service. Then have your pastor or other church members pray that God will use these workers to touch the lives of kids and adults with God’s love during this event.
Assign families to Roman Families.
Photocopy the Family roster in the Director’s Manual. You’ll need one roster for each Family. Use the preregistration forms you’ve received to assign entire families to Roman Families. Each Roman Family should have no more than 10 members and two adult or teenage Family Leaders. Here are some additional guidelines for assigning kids and adults to Roman Families:
- Fill in the Family roster (in your Ultimate Directors Go-To Guide) in pencil—you’ll probably make changes as you work.
- Whenever possible, place a child from each age level in each Roman Family. If the age distribution at your program is uneven, include as wide an age range as you can. Avoid forming single-age Families.
- Include a good mix of boys and girls in each Family.
- If a child is bringing a friend, assign the two children to the same Family, if possible.
- If you anticipate behavior problems with certain children or have children with special needs, assign them to Families that have more experienced adult Family Leaders.
- If you have children who are particularly helpful or cooperative, assign them to Families that have teenage Family Leaders.
- If you want your program to have a strong outreach emphasis, limit each Family to five or six people. Then encourage attendees to fill their Families by bringing friends.
- Remember to leave open spaces in a few Families for people who haven’t preregistered.
After you’ve assigned kids and adults to Roman Families, assign each Roman Family to one of four larger groups. (Remember, one-quarter of the participants at Rome travel together at a time.) Label these four groups A, B, C, and D. Families travel with their larger groups as they visit the centers each day. For more information about assigning Families to groups, see your Ultimate Directors Go-To Guide. Once you’ve finished assigning Families, double-check that you haven’t forgotten anyone or double-booked anyone.
Meet with staff again.
Check with leaders to make sure they have all the required supplies, and answer any questions they may have. Work together to smooth out any last-minute details.
Decide when and where staff members will meet each day.
It’s a good idea to have your staff arrive early on Day 1 to greet families and assist with registration. Be sure each Family Leader has a Family name poster.
Help staff members decorate their areas.
Use the decorating ideas found in the colorful Rome catalog, leader manuals, or the general decorating suggestions in the Setup section of the Director’s Manual to transform your church into ancient Rome.
During Your Rome VBS
Register newcomers.
Make sure you have plenty of workers on hand to register kids and adults the first day. (This is an excellent way to use volunteers who aren’t available to help the entire week.) Set up separate registration sites for preregistration check-in and walk-in registration. Follow the Day 1 registration procedures outlined in your Director’s Manual. After Day 1, maintain a registration table to register participants who join your program midweek.
Be sure Family Leaders have their daily supplies.
At the end of each day, gather all the Roman denarii from your shopkeepers and Family Leaders. Redistribute the coins into each Family Leader’s basket so there are enough denarii for each person to have 3 for the following session.
Give each Family Leader a daily schedule.
Photocopy the daily schedules in the Director’s Manual. Each day hand out a daily schedule so Families know the order in which they’ll do the day’s activities. (To make things easier, we recommend photocopying each day’s schedule on a different color paper.)
Attend Extollo each day.
These activities will give you a good indication of how Rome is proceeding. They also provide opportunities for children to see you and identify you as the Director. You’ll have fun!
Give announcements during Extollo.
During the course of the program, you may need to change schedules, shops, or Family assignments. You also may have personal messages or lost-and-found items to deliver to participants. Each day, check with the Extollo Leader to schedule any announcements you’d like everyone to hear.
Peek into as many activities as you can.
While you don’t need to hover over the Families or make your leaders nervous, it’s important to know that leaders are following your guidelines.
Help your staff be the best it can be.
Your helpful presence will let staff members know they’re not alone. Plus, you can make sure they’re following the program so it will be powerful. Remember, leaders need to follow the leader guides because each activity plays an important role in the overall learning experience.
Make sure all staff members are present each day.
Arrange for substitutes if necessary. If you’re in a pinch for Family Leaders, ask the Extollo Leader to fill in—or appoint yourself Family Leader for a day.
Make sure staff members have the supplies they need each day.
Have a runner available to collect or purchase additional supplies if necessary. Family Leaders may need more colored sashes or student books.
Help with discipline problems as necessary.
Combined-age Families encourage kids to work together instead of squabble, and Family Leaders can handle minor problems. So your job is easy!
Meet with staff members after each day’s program.
Check in with all staff to see what went smoothly and what could be improved for future days. Be prepared to change schedules, rooms, or procedures. Work together to make any necessary changes to ensure that everything runs smoothly.
Stock and maintain a first-aid site.
Keep a good supply of adhesive bandages, sunscreen, and first-aid ointment on hand, along with phone numbers for local clinics and hospitals. You may also want to keep photocopies of registration forms near your first-aid site. You can use the forms to check for allergies or other health concerns. Be sure to tell your Family Leaders of any allergies or special needs, too.
Keep an eye on Roman Families.
You may notice that some Family Leaders just aren’t tuning into their Family members and you need to reassign a few volunteers to more suitable jobs. Or if a Family Leader is struggling with a group that suddenly grew, you’ll know to split the Family into two more manageable groups. A heads-up attitude will make this experience the best for each person involved.
After Your Rome VBS
Provide Rome@Home family devotional booklets.
Trust us, after experiencing Rome together, families will want this resource! Be sure to have plenty on hand for families. We’ve also found that it’s a good idea to have several of the Extollo Music CDs on hand, too. Countless families requested their own CDs after experiencing this high-quality music at Rome.
Collect reusable leftover supplies.
Store the supplies in your church’s supply closet or resource room for use in future Holy Land Adventure programs or other children’s ministry events. If you borrowed supplies, such as tents, material, or pottery, return them to their owners.
Leave areas decorated for your next church service.
If outreach was an emphasis during Rome, you’ll be pleased when visitors who attended Rome come to your church. They’ll feel more comfortable returning to a familiar environment. Also, church members will enjoy getting a glimpse of your awesome Bible-times city!
Follow up with visitors.
Encourage Family Leaders to make personal contact with the members of their Families within two weeks after Rome. Use the additional follow-up ideas in the Director’s Manual.
Report on your program.
During the next worship service after your VBS, invite center leaders, Family Leaders, and families who attended Rome to share their favorite experiences. Encourage kids and adults to display their Marketplace projects. You may even want to invite the Extollo Leader to lead everyone in singing one or two favorite songs. When others see how much fun Rome can be, your recruiting will be a breeze next year! In fact, they may even sign up for next year’s Holy Land Adventure on the spot!
Present a slide show or video, or post photos from your program.
Kids (and their parents) love seeing themselves on the “big screen.” And colorful photos will bring back memories of a terrific time. Set the whole production to music for an even greater effect.
Meet with your entire staff to evaluate your program.
Celebrate your exciting Bible-times adventure! Make written notes of good ideas that could be used for next year’s program. Note any problems that came up and how they were solved. Brainstorm about ways to avoid similar problems in the future. Include notes of how you adapted the materials to fit your church. Record the names of Family Leaders and other staff members who are interested in helping again next year. Bring the photocopiable Rome evaluation forms included in the Director’s Manual, and have staff members fill them out.
Thank your staff members for all their hard work.
Photocopy and fill out thank-you certificates in the Director’s Manual for staff members and other volunteers.
Fill out the Rome Evaluation.
Tear out the evaluation form in the Director’s Manual, and fill it out completely. Send your completed form to Group Publishing (or fill it out online at www.group.com/vbs). This helps us plan for the future. You may also want to give a copy of the form to your church pastor, Christian education director, children’s minister, or VBS committee.