How One Small Church Is Reimagining Children's Ministry Safety

In the heart of our community stands a small yet vibrant church, a congregation of about 100 people, where nearly half of the attendees are children under the age of 12. Recently, I had the privilege of sitting down with one of the church’s deacons and engaging in a thoughtful conversation about a challenge that many small churches face: how to uphold the high standards of Plan to Protect® when resources are limited and meeting ratios seem daunting.

The Challenge of Ratios in a Small Church Setting

For those unfamiliar, Plan to Protect® is a leading standard in safeguarding programs for children and vulnerable persons, outlining best practices and policies to reduce the risk of harm and ensure a safe environment. One of its core recommendations is maintaining a ratio of two screened and trained adults in every classroom. This not only provides accountability and oversight but also ensures that children are always protected, no matter the circumstance.

But for this church—like so many others with small congregations and big hearts—the mathematics of the ratio are challenging. With 100 people on a Sunday, and 40 of those being children under age 12, it’s easy to see how staffing every classroom with two fully screened and trained adults can feel nearly impossible. In many small churches, adults are already serving in multiple ministries or carrying other responsibilities, making volunteer recruitment a constant concern.

The leadership team, along with the deacon, is deeply committed to safeguarding and recognizes the non-negotiable importance of protecting their youngest members. Yet, they are feeling stretched thin and wondering if there’s a sustainable way to live up to Plan to Protect® without burning out the faithful few who serve week after week.

Working Toward Good Practice: Rethinking Volunteer Roles

As we talked, I listened to the passion and care the deacon has for the children in their midst—and also the practical struggles. I suggested a few ways they might adapt their approach, seeking to bridge the gap between the gold standard of two adults per classroom and the reality of their available volunteers.

Hall Monitors and Open Door Policies

One of the first recommendations I made was to consider screening and training additional hall monitors. These volunteers, while not stationary in a classroom, would roam the church hallways, periodically checking in on each classroom, ensuring that the doors remain open and that a visible adult presence is always nearby. This added layer of accountability helps maintain a safer environment, even when only one screened and trained adult is able to be inside the classroom itself.

This approach has several benefits:

• Increases overall adult presence in the children’s wing, deterring inappropriate behavior and providing quick access to help if ever needed.
• Allows flexibility in how volunteers are deployed, maximizing the impact of those who are available.
• Keeps volunteer requirements manageable for a small congregation.

One Screened and Trained Adult Per Classroom with a Hall Monitor

While best practice is always two adults in each room, an exception can be made in smaller church settings when hall monitors and open doors are utilized. In this scenario, each classroom would have at least one vetted adult, and with the hall monitor’s oversight, the church can meet the spirit of Plan to Protect® good practice, prioritizing both safety and feasibility.

Large Group and Breakouts: Maximizing Impact and Minimizing Risk

Another alternative I proposed was transitioning to a large group and breakouts model. Instead of splitting the children immediately into smaller classrooms, all the children would initially gather in a single, larger space for a time of teaching, worship, or storytelling. This model not only makes supervision easier—since more adults can be present in one space—but it also fosters a sense of unity and excitement among the children.

Once the large group session concludes, the children can be divided into smaller breakout groups (in the large room) for age-appropriate discussion and activities. Here, the breakout leaders apply the story or lesson to the children’s real lives, based on their developmental level.

This model has several strategic benefits:

• Reduces the number of rooms needing separate adult supervision, making ratios easier to maintain.
• Creates opportunities to recruit leaders with specific skill sets: storytellers and teachers for the large group, and mentors or relational volunteers for the breakouts.
• Allows children to engage with both dynamic teaching and age-specific discussion, enhancing both safety and discipleship.

Identifying and Recruiting Volunteer Strengths

To make this model work, I encouraged the deacon and their team to identify volunteers who shine in different areas:

• Large group leaders: Those who can captivate a room, tell a story with energy, or lead songs and games. These individuals bring the Gospel to life for a crowd of young listeners.
• Breakout leaders: Individuals who are highly relational, patient, and passionate about mentoring children. They help kids connect the big story to their everyday experiences and spiritual growth.

By deploying volunteers according to their gifts, not only does the program become more sustainable, but it also ensures a greater impact in the lives of children.

Rotational Volunteer Scheduling: Overlap for Continuity and Safety

A final piece of advice I shared was on how to structure the volunteer schedule. Rather than asking volunteers to serve every single Sunday, which often leads to burnout, I suggested dividing the team into three groups. Each group would serve for two weeks, followed by a week off. Most adults would not want a different person in the pulpit each Sunday, nor do children.  This ensures that:

• There’s always an overlap between the groups, allowing for continuity and stronger relationships between volunteers and children.
• Young children see a familiar face, leaving them more comfortable separating from their parents.
• No volunteer is overcommitted, reducing fatigue and increasing retention.
• Classroom management and safeguarding remain consistent, as familiar faces are always present.

This rotational model is especially helpful for small churches, as it keeps the load manageable and the quality of care high. Children benefit from seeing the same leaders regularly while also interacting with a broader group of caring adults.

Upholding the Spirit of Plan to Protect®

As we wrapped up our conversation, the deacon expressed genuine relief and excitement. The practical solutions we discussed not only seemed doable but also aligned with the heart of Plan to Protect®: to create environments where children are safe, valued, and able to flourish. While best practice remains two trained and screened adults in every classroom, these adaptations allow the church to maintain good practice, safeguarding children even when resources are stretched.

Ultimately, upholding the spirit of Plan to Protect® is about more than ratios and rigid policies —it’s about fostering a culture of vigilance, care, and intentionality. It’s about equipping volunteers, supporting families, and ensuring that every child who walks through the church doors is met with a safe, loving, and nurturing environment.

Conclusion: A Call to Creative Faithfulness

Safeguarding in small churches will always require creativity, flexibility, and a willingness to adapt. But with thoughtful planning, intentional recruitment, and a commitment to best (and good!) practices, even the smallest congregation can rise to the challenge. The conversation with this deacon is a testament to what’s possible when leadership is willing to think outside the box and prioritize both safety and the spiritual development of their youngest members.

If you’re a church leader facing similar challenges, know that you’re not alone. With a bit of ingenuity and a lot of heart, you can create a children’s ministry where every child is protected, cherished, and given the opportunity to grow in faith—no matter the size of your church.