Baptism Information Evening Checklist

Use this checklist to organise a baptism information evening in a clear order, from setting the date and booking the church hall to welcoming guests. It covers invitations, registration, dietary requirements, speakers, handouts, questions, refreshments and the presentation setup. Start planning at least four to six weeks ahead so you have time to confirm attendance and prepare the programme. On the day, allow enough time to arrange the room, test the equipment and prepare coffee and tea before guests arrive.

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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

Set the date and program
2 people
Reserve church hall
Confirm speakers
Work out the program and times
2 people
Draft invitations
Send invitations
2 people
Open the registration form
Process registrations
Process registrations
Collect dietary requirements
Confirm registrations
Assemble information leaflets
2 people
Check the presentation
2 people
Prepare question forms
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Prepare materials
2 people

Event

Open the church hall
2 people
Check the hall and entrance
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the reception table
2 people
Test presentation
2 people
Prepare coffee and tea
2 people
Prepare snacks
2 people
Lay out brochures and name badges
2 people
Receive and register guests
3 people
Serve coffee and tea
2 people
Handle welcome and opening
Provide baptism information
2 people
Refill break drinks
2 people
Serve snacks
2 people
Moderate the Q&A
2 people
Explain practical next steps
Answer personal questions
3 people
See off guests
2 people

Aftercare

Wash dishes
2 people
Clear the coffee station
2 people
Put tables and chairs back
3 people
Collect waste
2 people
Clean the room
2 people
Switch off equipment
Lock up the venue
2 people
Store leftover materials
2 people
Return borrowed materials
2 people
Follow up on unanswered questions

What to bring

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

Furniture

Chairsqty 50
Tablesqty 6
Reception desk
Speaker table

Tableware

Coffee cupsqty 50
Water glassesqty 50
Platesqty 50
Cutlery setsqty 50
Serving traysqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving jugsqty 3
Coolersqty 2

Equipment

Laptop
Projector
Projection screen
Extension cordsqty 3
Power stripsqty 3
Laser pointer

Decorations

Tableclothsqty 6
Name badgesqty 50
Pensqty 30
Wayfinding signsqty 4
Arrow stickersqty 12

Catering

Information leafletsqty 50
Questionnairesqty 50
Groceries

Cleaning

Waste binsqty 4
Broom and dustpan
Mop and bucket
Cleaning glovesqty 4

Lighting

Table lampsqty 4

Tips

Set the date, programme and speaking arrangements before sending invitations. Allow 30–45 minutes for the main information session, plus time for questions and refreshments.
Open registration when the invitations go out and set a clear response deadline, ideally 7–10 days before the evening. Use the final list to confirm attendance and collect dietary requirements.
Prepare information leaflets and question forms at least 3 days in advance. Print a few extra copies—around 10% more than the confirmed number of guests—to cover last-minute attendees.
Test the laptop, projector, screen, presentation and laser pointer in the church hall on the day, using the same extension cords and power strips planned for the event. A 30-minute technical check prevents delays at the start.
Plan refreshments by counting cups, glasses, plates and cutlery against the confirmed guest list, then chill drinks and prepare coffee and tea before opening the hall. Keep serving trays, thermos flasks and waste bins where volunteers can reach them.

Frequently asked questions

How far in advance should I plan a baptism information evening?: Set the date and reserve the church hall 4–6 weeks ahead. Send invitations soon after the programme and speakers are confirmed, with registrations closing 7–10 days before the evening.
What should be included in a baptism information evening programme?: Allow about 30–45 minutes for the main presentation, followed by 15–30 minutes for questions. Confirm the speakers, prepare the presentation and provide information leaflets before the event.
How many copies of the baptism information leaflet do I need?: Prepare one leaflet per registered household or attendee, depending on how you distribute the information. Print around 10% extra, so a group of 40 people would need approximately 44 copies.
When should I set up the church hall for the information evening?: Open the hall at least 60–90 minutes before guests arrive. Use that time to check the entrance, arrange tables and chairs, set up the reception table, test the presentation and prepare coffee and tea.

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