Planning Calendar

Use this planning calendar as a step-by-step guide for planning your Hero HeadQuarters. See the Director’s Guide for even more details.

Director's Planning Calendar

5 to 6 Months Before Hero HeadQuarters

  • Pray that God will have His hand on every aspect of your program.
  • Select a director and codirector(s).
  • Order Hero HeadQuarters Starter Kit or Power Pak.
  • Determine how you will use Hero HeadQuarters. The materials are flexible, and you can choose how (and where) to have VBS. Consider the options suggested in the Director’s Guide.
  • Set goals!
  • Set the dates!
  • Set the times!
  • Begin to build excitement within the children’s ministry team!

4 Months Before Hero HeadQuarters

  • Continue praying for Hero HeadQuarters.
  • Meet with your codirector(s).
  • Attend a VBS preview at your local Christian bookstore. Check for a preview location near you, or call 1-800-543-1353.
  • Recruit coordinators, teachers, and site leaders.
  • Set your budget.
  • Choose which service or mission projects kids will participate in at Hero HeadQuarters. Set goals. Plan to incorporate this into your Power Projects time.
  • Plan your publicity campaign. Recruit a publicity director and use the Publicity CD.

3 Months Before Hero HeadQuarters

  • Continue praying for Hero HeadQuarters.
  • Meet with your codirector(s).
  • Order Hero HeadQuarters materials. (See Hero HeadQuarters Planbook.)
  • Begin recruiting backstage crew guides and additional volunteers as needed.
  • Organize staff.
  • Plan the preregistration event and closing program.
  • Begin the publicity campaign.

2 Months Before Hero HeadQuarters

  • Continue praying for Hero HeadQuarters.
  • Meet with your codirector(s).
  • Plan the daily schedule.
  • Make room assignments.
  • Work with your supply coordinator and other leaders to create lists for gathering craft, refreshment, decorating, and other supplies.
  • Arrange needed transportation.
  • Continue your publicity campaign.
  • Continue recruiting crew guides and additional volunteers.
  • Plan the training sessions you will lead for teachers, site leaders, and crew guides.
  • Discuss your plans for follow-up.

1 Month Before Hero HeadQuarters

  • Continue praying for Hero HeadQuarters
  • Meet with your codirector(s).
  • Hold scheduled training sessions for teachers, site leaders, and crew guides.
  • Meet with each teacher or site leader.
  • Continue your publicity campaign.
  • Continue working with the appropriate leaders on the preregistration event and closing program.
  • Begin preregistration.
  • Check donated supplies and purchase additional supplies as needed.
  • Finalize decorating plans for Hero HeadQuarters (main assembly area), classrooms, and other sites.
  • Finalize plans for set-up.
  • Discuss your plans for follow-up.

As Hero HeadQuarters Nears

  • Continue praying for Hero HeadQuarters.
  • Check and double-check planning calendar lists.
  • Continue your publicity campaign. Hold a Hero HeadQuarters preregistration event.
  • Check your preregistration count. Make sure you have planned adequately for supplies. Prepare It's Your Serve Name Tags.
  • Prepare Name Tags and Lanyards.
  • Decorate Hero HeadQuarters assembly area, classrooms, and other sites.
  • Plan and set up your registration area. Be prepared to check in children who are walk-ins, as well as those who have preregistered.

During Hero HeadQuarters

  • Continue praying for Hero HeadQuarters.
  • Coordinate the program.
  • Be enthusiastic! Smile!
  • Keep good records.
  • Lead or attend staff devotions.
  • Communicate daily information needed by staff.
  • Set up a first-aid site. Keep registration forms with emergency information near this location.
  • Be available to answer questions.
  • Assist with all discipline problems and emergency situations. Have someone available to run errands.
  • Send home information about service or mission projects.
  • Advertise the closing program and Backstage Bash follow-up event.
  • Prepare and distribute certificates and other award items.
  • Make sure volunteers clean their areas after the last day’s activities.

After Hero HeadQuarters

  • Give thanks to God for all that was accomplished through Hero HeadQuarters.
  • Gather leftover supplies and return borrowed items to their owners.
  • Implement your follow-up event.
  • Evaluate Hero HeadQuarters.
  • Let people at your church know what happened at and as a result of Hero HeadQuarters.
  • Express appreciation to all staff.
  • Compile all records. Include publicity samples, financial records, staff and student lists. Note adjustments that may be needed in schedules or other areas of concern.
  • Begin praying for your next summer ministry event that will touch the lives of young people!