hi i come from a church that avg 250 each year for VBS we have the teachers fill out a list of supplies needed and have them turn it in by a certain date those sheets are given to the director who then use a church credit card to purchase all supplies for VBS we do not reimburse teachers for any extra supplies so they have to put it on the list we all have a line item in or budget for VBS when the director goes to buy all the supplies she is able to save alot of money because she can buy in bulk for instance instead of having all the teachers buy little bags of sand she bought a big bag of sand and everyone used it.. this works very well for our church.