Catechism evening checklist

A catechism evening needs more than a lesson plan. You also need a confirmed date and theme, a reliable attendance list, printed worksheets, Bibles and pens, and a room ready for teaching and group work. Plan refreshments around the break, test the laptop and projector before participants arrive, and confirm access to the room in advance. This checklist puts the work in a useful order, from registrations and shopping to welcoming the group and cleaning up.

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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 the date and theme
Send invitations
Process registrations
Collect dietary requirements
Create an attendance list
Prepare teaching materials
Print worksheets
Lay out Bibles and pens
Reserve a room
Arrange key and access
Check the shopping list
Do the shopping
2 people
Chill drinks
Set out coffee and tea
Set up tables
2 people
Set up chairs
2 people
Connect the technical equipment
Test presentation
Hand out worksheets

Event

Welcome participants
2 people
Register attendance
Handle the opening
Teach catechism
Supervise the group assignment
2 people
Serve break drinks
2 people
Refill drinks
Lead the questions and discussion
Close the evening
See participants off
2 people

Aftercare

Collect tableware
2 people
Wash dishes
2 people
Clear tables and chairs
2 people
Disconnect equipment
Collect waste
Clean the room
2 people
Store leftover food
Lock up the venue

What to bring

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

Furniture

Tablesqty 6
Chairsqty 35
Tableclothsqty 6

Equipment

Laptop
Projector
Projection screen
Extension cordsqty 2
Power stripsqty 2
Presentation remote
Flip chart
Flipchart markersqty 6

Tableware

Coffee cupsqty 35
Drinking glassesqty 35
Platesqty 35
Teaspoonsqty 35
Serving spoonsqty 4

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 3
Coolersqty 2
Serving plattersqty 6
Pitchersqty 3
Cutting boardsqty 2
Knivesqty 3

Cleaning

Washing-up bowlsqty 2
Cleaning clothsqty 6
Broom
Dustpan and brush
Mop

Catering

Groceries

Tips

Confirm the date, theme, room access, and expected attendance before sending invitations. Ask for dietary requirements during registration so you can shop once rather than add last-minute items.
Prepare the teaching materials several days ahead. Print the worksheets, check the presentation on the actual laptop and projector, and set out one Bible and pen per participant if that is your format.
Plan the room for both teaching and the group assignment. Allow at least 30 minutes before the start to arrange tables and chairs, connect extension cords and power strips, and test the presentation.
Prepare coffee and tea before participants arrive, then keep drinks hot in thermos flasks. Chill cold drinks early enough that they are ready for the break instead of relying on a last-minute trip to the shop.
Keep a short closing window after the session for washing cups and glasses, wiping tables, sweeping, and mopping if needed. Check the room before leaving and return the key according to the access arrangement.

Frequently asked questions

How far in advance should I send catechism evening invitations?: Send invitations at least 2–3 weeks before the evening. Close registrations about 5 days beforehand so you can finalise the attendance list, dietary requirements, worksheets, seating, and groceries.
What should I prepare for a catechism evening lesson?: Prepare the presentation, printed worksheets, Bibles, pens, and any flip-chart material at least 2 days before the event. Test the presentation again in the room on the day, ideally 60–90 minutes before the start.
How early should I arrive to set up a catechism evening?: Allow 45–60 minutes for room setup. That gives you time to arrange tables and chairs, connect the laptop and projector, prepare coffee and tea, lay out materials, and resolve access or equipment problems.
How much coffee and tea do I need for a catechism evening?: For a short break, plan roughly 1 hot drink per person, plus 10–15% extra. Have the coffee maker or kettles running 10–15 minutes before the break, and keep spare cups, teaspoons, and drinking glasses available.

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