VBS Volunteer Information

VBS Volunteer Information

Thank you for volunteering your time and talents for Vacation Bible School 2021! We are grateful for your service and truly appreciate your willingness to share your many gifts with our children. VBS would not be successful without our volunteers!

We hope that the information posted here and on the main VBS page will answer any questions you may have about your week at VBS. The VBS page features general schedules, our carpool line drop off/pick up procedures, activity lists, snack menu and other items of interest to campers and their parents. We hope you will take time to read this information.

This Volunteer page features details about each group’s schedule, Group Leader and Activity Leader responsibilities, and more.

We will do our best to assign volunteers to their preferences. We appreciate your flexibility and your willingness to pitch in and make VBS a great success.

Volunteer Assignment Descriptions

Logistics – Carpool drop off/pick up organization, craft transportation and distribution system, name tags, water stations, allergy bracelet system

Age/Grade Group Leaders – familiarize yourself with the daily lessons before arriving to VBS, greet campers as they arrive in the morning and engage in suggested icebreakers, shepherd the group around to the various stations per the schedule, be available to help at the various stations if those leaders need assistance, attend to campers’ needs, encourage campers to drink water

Craft – support and assist the craft lead to help with the craft of the day (each day will reflect the theme), set-up and clean-up the craft station, support and assist campers

Recreation – assist in implementing planned recreation activities for campers that encourage team building and cooperation, set-up and clean-up recreation equipment as needed for daily activities

Servicesupport and assist the service lead to help with the activities of the day, set-up and clean-up the service station, support and assist campers

Science – support and assist the science lead to help with the activities of the day, set-up and clean-up the science station, support and assist campers

Music – sing camp songs and work with campers as they learn about the instruments at camp; assist music leader as necessary

Snack – provide snack to all campers and volunteers, set-up and clean-up snack station in Dogwood

At Camp New Hope

We want to make your experience with VBS as easy and as rewarding as possible. We will provide copies of vital information (allergies, schedules, maps, etc.) at each station at Camp New Hope for your convenience.

Included in that information will be contact information for Nancy Myer (UPC Staff Associate for Children’s Ministries), Megan Crunkleton (Co-Coordinator), and Lucy McMillan (Co-Coordinator). You may contact us at any time if you need assistance or have questions at any point. Nancy, Megan, and Lucy will have their cell phones at Camp New Hope as well, and they will check in with you frequently throughout the day.

We are here to help and support you, so please let us know what we can do!

Handling an Emergency

In the event of a medical emergency, remain calm but call for onsite help immediately:

Megan Crunkleton – 919.593.4498

Lucy McMillan – 919.260.8928

Nancy Myer – 317.753.2131

If possible, bring the child to the Craft Pavilion for additional assistance.

If you need to call 911, make it easy for the ambulance to find you.  

New Hope Camp & Conference Center

4805 N Carolina 86, Chapel Hill, NC 27514


VBS Format

VBS 2021 will meet Monday through Thursday at Camp New Hope. Campers will arrive beginning at 8:25 a.m. and be dismissed at 12:00 p.m. We ask that volunteers arrive by 8:15 a.m. each day.

All VBS classes will come together as a group at the beginning and end of camp days for an All Camp Gathering. These gatherings provide a chance for different age groups to interact with and get to know one another. We hope it will foster an even greater sense of community.

Each group of children (4-year-olds – 3rd grade) will rotate through five different stations (Crafts, Recreation, Service, Science, and Music) over the course of their camp day.  Each group’s schedule will be the same each day at Camp New Hope. Group Leaders will remain with their classes the entire day, but at each station, additional volunteers will lead the activities and crafts.  4th and 5th graders will follow their own schedules. For the full daily schedule, click here.

Included in that information will be contact information for Nancy Myer (UPC Staff Associate for Children’s Ministries), Megan Crunkleton (Co-Coordinator), and Lucy McMillan (Co-Coordinator). You may contact us at any time if you need assistance or have questions at any point. Nancy, Megan, and Lucy will have their cell phones at Camp New Hope as well, and they will check in with you frequently throughout the day.

We are here to help and support you, so please let us know what we can do!

Snacks, Water, & Allergies

Snacks will be served mid-morning to all ages at the same time.


Children will bring water bottles with them each day. If you are a Group Leader, please encourage the children in your group to drink water. We want to make sure everyone stays well hydrated and healthy.

Children who have food or other allergies will wear bracelets. If you are a VBS Logistics Volunteer or a Group Leader, please assist in identifying these children and making sure they wear their bracelets. Logistics volunteers will try to assist during check-in. Group Leaders, please check your rosters each day to make sure children with allergies are identified.

If a child with allergies requires an Epi-pen, inhaler or other medication on-site, it should be clearly labeled and given to the Group Leader and placed in the Group Leader backpack. Please communicate to Megan or Lucy if you have a child with medications in your group.

If you are volunteering at Camp New Hope and have children participating in VBS, you may bring your children to the Recreation field (see map) at 8:15 a.m. We will provide childcare and games for children of volunteers from 8:15-8:25.  The childcare workers will take the children to their group gathering spots at 8:25 a.m.

Volunteer Parking

On days you volunteer at Camp New Hope, we ask that you park in the paved parking lot near New Hope Presbyterian Church and walk down to the VBS camp area (see map).

COVID Precautions

UPC VBS 2021 COVID Protocol Guidelines
Subject to change based on CDC and NCDHHS recommendations

During this global pandemic, it is a priority to keep all UPC VBS volunteers and participants safe by preventing the spread of COVID-19. We know from the CDC that outdoor spaces reduce the risk of COVID-19 spread. All of the activities at UPC VBS 2021 will be outside. In addition, we will be implementing and requiring preventative practices to further reduce the spread of the virus by implementing the following protocols:

Limited Registration

UPC VBS 2021 will be open for registration to UPC and NHPC members and regular visitors of those congregations only. Each age group will be limited to a maximum of 10 (4th and 5th grade cohort will be limited to a maximum of 16).

Daily health checks for all volunteers and participants.

Upon arrival to Camp New Hope, each volunteer and participant will be asked the following questions and have their temperature taken by a touchless thermometer. For younger participants, the parent can answer the screening questions. If the answer is “Yes” to any of the questions or if the volunteer or participant has a temperature higher than 100.4, the volunteer or participant will not be allowed to attend VBS for the day.

Health questions:

1. Have you had close contact (within 6 feet for at least 15 minutes or more) in the last 14 days with someone diagnosed with COVID-19, or has any health department or health care provider been in contact with you and advised you to quarantine?

2. In the last 24 hours, have you had any of these symptoms?
Fever or chills
Shortness of breath or difficulty breathing
Muscle or body aches
New loss of taste or smell
Nausea or vomiting

3. In the last 14 days, have you or someone in your household been diagnosed with COVID-19?

4. Are you or anyone in your household waiting on the results from a COVID-19 test?

Staggered Arrival Times and Cohorts

8:15am – 8:25am – Volunteer arrival time
8:25am – 8:40am – Rising 2nd, 3rd, 4th and 5th grade arrival time
8:40am – 8:55am – 4-year olds, rising kindergarten, rising 1st grade arrival time

If a family has multiple participants with children in grades that fall in different arrival times, the family can decide which arrival time slot to use for the entire family.

Groups will be made up of the same participant cohorts each day of VBS.


All volunteers and participants are required to wear a mask during VBS except when eating/drinking in which case they will be distanced 6’ from others. Volunteers will help participants identify times and spaces where they can take a “mask break”; these will be places that are 6’ distanced from other people.
Cloth face coverings must have at least two layers of material to be effective in reducing emission of particles. Gaiters and masks with valves are not permitted.

When singing, volunteers and participants will be masked and spaced 6’ apart.

Water Bottles

All volunteers and participants will be expected to bring their own (labeled with first and last name) water bottle to VBS everyday. If it needs to be refilled, there will be water stations available. If a volunteer or participant prefers, they can also bring a backpack to carry their water bottle and any other personal belongings.


All snacks for children will be individually wrapped.

Maintaining a Healthy Environment

Frequently touched surfaces will be sanitized between use as much as possible. Use of shared supplies will be limited when possible, or cleaned between use.

Hand sanitizer with 60%+ alcohol will be available at all stations and group leaders will have with them at all times. Group leaders will also have disposable gloves in their group backpacks.

Hands will be sanitized or washed at arrival in the morning, prior to moving to a new area, after using the restroom, and prior to eating, as well on an as needed basis. Volunteers will encourage washing hands for at least 20 seconds.


Where possible, portable fans will be used to increase circulation of outdoor air.

Additional Information for Group Leaders

General Information for Group Leaders

We will provide each team of Group Leaders with a backpack. This backpack will travel with you and your students, and it will contain a roster (including contact and allergy information), first aid supplies, and portable snacks. You will also have some room to store other items children in your group might bring.

You do not need to transport any crafts or art projects from station to station. CRAFTS WILL BE COLLECTED BY VBS VOLUNTEERS AND KEPT UNTIL THURSDAY, WHEN THEY WILL BE SENT HOME ALL AT ONCE. Parents utilizing the carpool line will receive these items there; parents who choose to walk up and pick up their children may retrieve their child’s craft bag from the area near the Storytelling Tent.

Please familiarize yourself with the story for the day before arriving at VBS.

Group Leader teams will consist of at least two adults. We also hope to place at least one Youth Volunteer with each age group.

Carpool Line Protocol

For a full description of the carpool line drop off/pick up system, please see the map, diagram and explanation on the main VBS page.

Ideally, one Group Leader will participate each day in the morning and afternoon carpool lines at Camp New Hope. In the morning, this Group Leader will wait near the carpool line in a designated area as children in his/her group arrive. The Group Leader will verify the children’s attendance, distribute nametags, and verify allergy information where needed. After a few children have gathered, a Youth Volunteer will take the group of children to the official gathering spot at the morning All-Camp Gathering, where the other Group Leader(s) will wait for their arrival.

In the afternoon, Group Leaders should remain with their group in designated areas as children are picked up for the day. As children are picked up by their parents or called for carpool line, please indicate on your roster sheet that they have been picked up for the day.

Schedule Information

For the full daily schedule, click here.

As Group Leaders, the children will look to you for guidance and assistance throughout the day.

Because our carpool line begins at 8:25 a.m., we ask that you arrive at your group gathering station or your carpool line area no later than 8:15 a.m. each morning. Childcare will be available for children of volunteers beginning at 8:15 a.m.

As Group Leaders, you are also responsible for keeping your group on schedule at Camp New Hope. To ensure smooth transitions between stations, please be aware of the time and allow a few minutes for cleanup and rotation before heading on to the next station.

Special Information for 4th & 5th Grade Leaders

Please note: These details are subject to change.

4th and 5th graders will continue to meet at the Back Pavilion Monday-Thursday at Camp New Hope after the All Camp Gathering.  All of your supplies will be provided for you in your shelter. We believe we have packed adequate supplies; however, if you find you need something at any time, please come to the Craft Pavilion.

Parents may pick up their children in the carpool line at the front of camp, or they may park at New Hope Presbyterian Church and walk up.

VBS logistics volunteers will transport your campers’ crafts to the front part of camp, where they will be available to take home.

Thank you again for dedicating your time and talents to VBS at UPC.

Let us know what we can do to make your experience the best it can be.