Alpha weekend checklist: what to arrange and when

An Alpha weekend needs more than a program and a venue. You need a clear registration process, room assignments, dietary information, working presentations and enough time to set up before participants arrive. Start with the date and location, then move through registrations, content, catering and logistics in that order. This checklist brings the planning together so you can see what still needs confirming and what must be ready on the day.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Register emergency contacts
Create room assignments
2 people
Print the program
Confirm speakers
Compile the music program
2 people
Create group assignments
2 people
Prepare worksheets
2 people
Check presentations
2 people
Confirm reservations
Check the shopping list
2 people
Do the shopping
3 people
Set up non-perishable supplies
2 people
Check refrigerated products
2 people
Print participant list
Sort materials by room
3 people

Event

Open venue
2 people
Check rooms
2 people
Set up tables and chairs
4 people
Set up the reception table
2 people
Connect the technical equipment
2 people
Test presentations
2 people
Set out coffee and tea
2 people
Receive participants
3 people
Hand out keys and information
2 people
Lead the introduction game
2 people
Prepare dinner
4 people
Serve dinner
4 people
Refill drinks
2 people
Prepare session room
3 people
Lead the alpha session
3 people
Guide small groups
6 people
Serve evening snacks
2 people
Wrap up the evening program
2 people
Prepare breakfast
4 people
Serve breakfast
4 people
Replenish the breakfast buffet
2 people
Guide the morning program
3 people
Provide coffee break
2 people
Guide small groups
6 people
Prepare lunch
4 people
Serve lunch
4 people
Guide the afternoon activity
4 people
Supervise outdoor games
4 people
Prepare dinner
4 people
Serve dinner
4 people
Lead the evening session
3 people
Lead the prayer session
2 people
Prepare Sunday breakfast
4 people
Serve Sunday breakfast
4 people
Lead the morning service
4 people
Guide final group discussions
6 people
Prepare lunch packs
3 people
Hand out lunch packages
2 people
Lead the closing program
3 people
Hand out feedback forms
2 people
Check out participants
3 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Clean the kitchen
3 people
Clean rooms
4 people
Put furniture back
4 people
Disconnect equipment
2 people
Chill leftover food
2 people
Collect lost and found items
Hand over keys and venue
2 people
Inventory materials
2 people
Test and store equipment
2 people
Return borrowed materials
2 people
Send thank-you message

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 10
Chairsqty 40
Buffet tablesqty 3
Coat racksqty 2

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable mugsqty 50
Reusable glassesqty 50
Reusable cutleryqty 50
Serving plattersqty 12
Serving utensilsqty 12

Catering

Thermos flasksqty 6
Water jugsqty 8
Coolersqty 4
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2
Groceries

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2
Mixing bowlsqty 4
Serving spoonsqty 8
Kitchen tongsqty 4
Oven glovesqty 4
Aluminum foilqty 3

Equipment

Laptopsqty 2
Projector
Projection screen
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 6

Lighting

LED lightsqty 6

Decorations

Name badgesqty 45
Tableclothsqty 10
Welcome sign
Directional signsqty 8
Balloonsqty 80
Balloon ribbonqty 2
Tapeqty 4
Pensqty 50
Markersqty 12
Flipchart padsqty 4
Sticky notesqty 12
Biblesqty 40
Worksheetsqty 45

Sports equipment

Footballsqty 2
Frisbeesqty 4
Conesqty 20
Skipping ropesqty 6

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Tips

Set the date and venue before opening registration. Allow at least 2–3 weeks between sending invitations and the registration deadline so you can process replies, collect dietary requirements and register emergency contacts.
Close registrations before assigning rooms and groups. Use the final participant list to create room assignments, group assignments and printed lists; doing this too early usually means reworking all three.
Check food and drinks against the final headcount, including dietary requirements. Move refrigerated products into coolers only when needed, and prepare thermos flasks, water jugs and serving equipment before the first meal.
Test every presentation with the actual laptop, projector, screen, speakers and microphones at least 1 day before the weekend. On site, allow 30–60 minutes for connecting equipment and checking sound and projection.
Plan the venue setup in two passes: prepare non-perishable supplies and sort materials by room in advance, then open the venue and set up tables, chairs and the reception table on the day. Keep the printed program and participant list at reception.

Frequently asked questions

How far in advance should I organize an Alpha weekend?: Start at least 6–8 weeks before the weekend. Confirm the date and location first, then open registration early enough to leave 2–3 weeks for replies, dietary requirements and emergency contacts.
When should Alpha weekend registration close?: Close registration about 10–14 days before the event. That gives you time to process registrations, create room and group assignments, print the participant list and buy the right quantities of food and drinks.
How much time do I need to set up an Alpha weekend venue?: Reserve at least 2 hours for the on-site setup. Use that time to check rooms, arrange tables and chairs, prepare reception, sort materials and connect the technical equipment before participants arrive.
When should I check the food and equipment for an Alpha weekend?: Check the shopping list and technical setup 2–3 days beforehand, and test presentations at least 1 day before. Buy refrigerated products as late as practical, then check them again when the venue opens.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.