I once gave a volunteer permission to purchase hot dogs and buns for a summer picnic for his small group. I figured he would shop like me, head to the discount store and purchase eight packs each of the $1.49 buns and dogs. (They all taste the same, just don’t read the ingredients!)
Total cost $23.84.
He did not shop like me. He went to the local butcher shop and bought store-made hot dogs at $8.00 per package and specialty buns at $5.00 per pack. Total cost $104.00 not including fancy mustard and name brand soda! (Who buys name brand!!!)
He probably could have served T-bone steaks for less!
O.K., not really. We both just have differing shopping philosophies.
The gourmet menu was my fault because I failed to give him any guardrails to work with. He should have been given a budget.
Why budget your summer?
Summer Spending Adds Up Quickly
Between Vacation Bible School, youth camps, mission trips, outreach events, and extra staffing, summer can become one of the most expensive seasons of the year. Without a plan, costs can quietly spiral.
It is very easy for a $500 VBS to end up costing $5000! You need a budget!
Giving Patterns Often Change
Attendance (and giving) often dips due to vacations. A budget helps your church prepare for lower income while expenses are increasing—a dangerous combination if ignored.
It Prevents “Last-Minute Scrambling”
Without a budget, leaders tend to make quick decisions under pressure—often leading to overspending or underfunded events.
Supports Ministry Effectiveness
A budget ensures that resources are aligned with ministry priorities, not just reacting to whatever comes up. It helps you invest in what matters most.
Youth Pastor: “Hey, let’s host monster truck car smashing event!”
Lead Pastor: “Sounds great, but how does that specifically advance the Kingdom in the ways we are called to reach our community?”
Youth Pastor: “Never mind…”
Builds Trust and Accountability
When leaders present a clear summer plan, it builds confidence with your finance committee, board, and congregation. It shows stewardship—not guesswork.
Tips for Preparing a Strong Summer Budget
1. Start with a List of All Activities
Write out everything planned for summer:
- VBS
- Youth camps
- Mission trips
- Community outreach events
- Special services or guest speakers
If it’s happening, it needs to be in the budget. No budget, no event.
2. Break Each Event into Detailed Costs
Don’t just estimate totals. Get actual numbers—break it down:
- Supplies/materials
- Food/snacks
- Transportation
- Lodging (if applicable)
- Marketing/promotions
- Staffing or stipends
This avoids “hidden costs” that sneak in later.
3. Estimate Conservative Income
If events include fees or donations:
- Use realistic (slightly conservative) participation numbers
- Don’t assume maximum turnout
It’s better to have a surplus than a shortfall.
4. Factor in Lower Summer Giving
Look at last year’s data:
- Did giving dip in June–August?
- By how much?
Plan your summer spending with that reality in mind—not your best-case scenario.
5. Build in a Cushion (Contingency Fund)
Unexpected costs will happen:
- Last-minute supply runs
- Higher attendance than expected
- Equipment issues
A good rule: add 5–10% contingency to major events.
I’ve always added a line to my budgets called “incidentals.” Trust me, there will always be incidentals!
6. Assign Ownership to Each Budget Area
Each event or ministry should have a point person responsible for staying on budget.
Budgets without ownership usually get ignored.
7. Compare to Prior Years
Ask:
- What did we overspend on last year?
- What worked well?
- Where did we underestimate?
Use real history—not guesses—to improve accuracy.
8. Align with Your Church’s Mission
Not every event needs the same level of funding.
Ask:
- Which activities have the greatest ministry impact?
- Where should we invest more intentionally?
Make every spend dollar really count!
9. Set Clear Spending Limits Up Front
Communicate:
- Approved budget amounts
- Approval process for overages
This prevents awkward conversations later.
10. Review Mid-Summer
Don’t “set it and forget it.”
Do a quick check:
- Are we on track?
- Do we need to adjust future events?
Simple Framework You Can Use
For each event, build something like this:
- Event Name:
- Estimated Attendance:
- Total Budget:
- Supplies:
- Food:
- Travel:
- Other:
- Expected Income (if any):
- Net Cost to Church:
Follow Up After Each Event
Creating the budget is only half the job—reviewing it afterward is where real improvement happens.
After each summer event:
- Compare actual spending vs. budgeted amounts
- Identify where you were over or under budget
- Ask why there were differences (attendance, pricing, planning gaps, etc.)
This step turns your budget from a one-time tool into a learning system.
Why This Matters
- Improves Future Accuracy
Each review makes next year’s budget more realistic and easier to build. - Highlights Hidden Costs
You’ll often discover expenses you didn’t originally think about. - Strengthens Accountability
Ministry leaders become more mindful when they know spending will be reviewed. - Builds Financial Confidence
Your finance team and leadership gain trust in the process when they see follow-through.
Simple Post-Event Questions to Ask
- Did we stay within budget? If not, why?
- Were there any unexpected expenses?
- Did attendance match our assumptions?
- What would we do differently next time?
- Did we spend these resources wisely?
Practical Tip
Keep a simple “budget vs. actual” report for each event and save it. Over time, this becomes one of your most valuable planning tools.
Bottom line:
A budget without follow-up is just a guess.
A budget with follow-up becomes a strategy.
Final Thought
A summer budget isn’t about limiting ministry—it’s about fueling it wisely.
When churches plan ahead, they:
- Reduce stress
- Avoid financial surprises
- Maximize impact during one of the most opportunity-filled seasons of the year