How to Plan Vacation Bible School (VBS) Shirts Your Church Will Love
VBS is the single biggest apparel order most churches place all year. 200 kids. 75 volunteers. 20 staff. Everyone in matching shirts. And somehow, every year, someone is scrambling two weeks before the event asking "wait, did anyone order the shirts?"
This guide walks you through the entire VBS shirt planning process — from design timeline to print method to how many extras to order — so you can nail it this year without the stress.
Start Planning VBS Shirts 8 Weeks Out (Minimum)
The number one VBS shirt mistake is starting too late. Here's the timeline that works:
8 weeks before VBS: Finalize your VBS theme and design direction. If you're using a published curriculum (Lifeway, Group, Orange), you already have a visual theme to work from. If you're doing a custom theme, now is when your design team or your printer's design team creates the artwork concept.
6 weeks before: Approve the final shirt design. Lock in colors, shirt style, and the design itself. This is also when you collect size counts from your volunteer coordinators and kids registration system.
5 weeks before: Place the order. A standard screen print turnaround is 7–10 business days for production, plus a few days for shipping. Placing at 5 weeks gives you a full 2-week buffer for surprises.
3 weeks before: Shirts arrive. Sort by size, bag them by volunteer team or classroom, and store them until distribution day.
1 week before: Distribute to volunteers at your VBS training night. Kids get theirs on Day 1 of VBS.
If you're reading this and VBS is in 3 weeks — don't panic. Rush production exists. But you'll pay more and have fewer options. The 8-week timeline is what eliminates stress.
Choosing the Right Shirt for VBS
For Kids (Youth Sizes)
Go with a standard cotton tee like the Gildan 5000 or Fruit of the Loom. These are affordable, durable, and available in every color. Kids are going to spill juice on these shirts, drag them through craft glue, and wear them to bed for the next six months. Don't overthink it — go with a reliable, budget-friendly blank.
Pro tip: Order youth sizes XS through XL and add a few adult smalls for bigger kids. Nothing ruins a kid's day like being the one without a shirt that fits.
For Volunteers and Staff
Your volunteer team is wearing this shirt for five straight days. Comfort matters. Consider a soft-style tee like the Bella+Canvas 3001 or Next Level 6210. These are a few dollars more per shirt but volunteers will actually want to wear them — during VBS and after.
For leadership and staff who want a more polished look, dry-fit polos or embroidered tees set them apart from the general volunteer team while keeping the branded look.
Design Tips for VBS Shirts That Get Worn All Summer
The best VBS shirts don't end up in the donation pile. They become the kid's favorite shirt. Here's what makes the difference:
Front design: Keep it bold, simple, and readable. Your church name, VBS theme, and year. Kids should be able to read it from across a playground. Avoid tiny text or overly complex illustrations that get lost on a shirt.
Back design: This is where you can get creative. A fun graphic, a key scripture verse, or a list of volunteer names. The back is prime real estate — use it.
Colors that pop: Bright colors work best for VBS — safety orange, royal blue, lime green, hot pink. They photograph well for social media, they're easy to spot in a crowd, and kids love them. Avoid white shirts for kids — they'll be filthy by lunch on Day 1.
Include your church name and city. Every VBS shirt worn in public is an advertisement for your church. "Adventure VBS 2026 — Bayside Church, Roseville, CA" turns every kid at the pool into a walking invitation.
How Many Shirts to Order
Here's the ordering formula most churches use:
Kids: Order based on pre-registration numbers + 10–15% buffer for walk-ups and registration growth. If you're expecting 200 kids, order 225–230 shirts.
Volunteers: Order exact count based on confirmed volunteer list + 5 extras in common adult sizes (M, L, XL).
Staff: Exact count. These are usually a different style or color to distinguish leadership.
Extras for visitors: Order 10–20 extra adult shirts in M/L/XL. Parents who drop off their kids on Day 1 and see the energy will want a shirt. First-time church visitors who come for the VBS showcase night will want a shirt. These extras turn into conversation starters and connection opportunities.
Size distribution guide for kids: Youth XS: 5% · Youth S: 20% · Youth M: 30% · Youth L: 25% · Youth XL: 15% · Adult S: 5%. Adjust based on the age range of your VBS program.
Screen Printing vs. Heat Transfers for VBS
Screen printing wins for most VBS orders. Once you're ordering 50+ shirts in the same design, screen printing is more cost-effective per shirt and produces a more durable print. The ink bonds directly with the fabric and survives hundreds of wash cycles.
Heat transfers win when: you have fewer than 15 shirts to print, your design has more than 4 colors or requires photographic detail, you need same-day or next-day turnaround, or you want individual names on each shirt.
The hybrid approach: Some churches screen print the main VBS design on the front and use heat transfer to add individual names or team assignments on the back. Ask your printer if they offer this combo — it gives you the durability of screen printing with the personalization of heat transfer.
Working with a Local Printer vs. an Online Church Shirt Company
You've probably seen the ads — "Free VBS shirt design! Free shipping!" Companies like MinistryGear, VBSTshirts.com, and Concordia Supply specialize in church shirts and offer a streamlined online experience. So why work with a local printer instead?
Speed. A local shop can turn around a rush order in 2–3 days. An online company ships from across the country and can't accommodate last-minute changes.
Touch and feel. You can walk into a local shop, hold the shirt, see the print quality, and approve the proof in person. No surprises when the box arrives.
Relationship. A local printer remembers your church. They have your logo on file, they know your preferred shirt brand, and when you call in August for fall event shirts, they already know your style.
Flexibility. Need to add 15 more youth mediums three days before VBS? A local printer can make it happen. Try that with an online order.
Community. Supporting a local business keeps money in your community. Many churches prioritize local vendors — and your printer may even attend your church.
Your VBS Shirt Checklist
☐ Finalize VBS theme and design direction (8 weeks out)
☐ Collect volunteer count and size preferences from team leads
☐ Request pre-registration numbers from kids ministry coordinator
☐ Choose shirt style for kids, volunteers, and staff
☐ Approve final design proof from printer (6 weeks out)
☐ Place order with size breakdown and quantities (5 weeks out)
☐ Confirm delivery date and shipping method
☐ Receive and sort shirts by size/team (3 weeks out)
☐ Distribute to volunteers at training night (1 week out)
☐ Set aside extras for walk-ups and visitors
☐ Take photos and post to church social media during VBS
Ready to Order Your VBS Shirts?
Oh Shirt Yeah is a full-service custom apparel shop based in Vacaville, California. We handle screen printing, embroidery, heat transfers, vinyl, and graphic design — all in-house at our 10,000 sq ft production facility.
We work with churches across Northern California and ship nationwide. Whether you need 50 VBS shirts or 500, we'll get them to you on time and looking great.
15-piece minimum for screen printing. 6-piece minimum for embroidery. Rush available.
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