Children’s Church Service Checklist

Use this checklist to organise a children’s church service in a clear order, from opening registration to preparing the rooms. Plan the children’s programme, Bible story, songs and craft before buying supplies or printing handouts. Registration details also affect snacks, name badges, seating and volunteer numbers, so confirm them early. The final setup depends on small details people often leave late: testing speakers, assembling craft kits, washing fruit and vegetables, and arranging a reception table.

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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

Send invitations
2 people
Open registrations
Reserve rooms
Assign volunteers
2 people
Process registrations
Collect dietary requirements
Develop the children's program
3 people
Select songs
2 people
Prepare Bible story
2 people
Choose a craft activity
2 people
Make a shopping list
2 people
Order groceries
Confirm registrations
Prepare name badges
2 people
Print handouts
2 people
Print programs
Check materials
2 people
Pick up groceries
2 people
Wash fruit and vegetables
2 people
Distribute snacks
2 people
Assemble craft kits
3 people
Test the music
2 people
Set up tables
4 people
Set up chairs and cushions
4 people
Set up the reception table
2 people
Hang decorations
3 people
Set up craft tables
3 people
Chill drinks
2 people
Set out coffee and tea
2 people
Set out snacks
3 people
Brief reception team
2 people

Event

Register children
4 people
Welcome parents
2 people
Lead the children’s church service
4 people
Guide children to activity
4 people
Guide the craft activity
8 people
Refill drinks
2 people
Serve snacks
4 people
Check allergies
2 people
Lead the closing song
3 people
Safely hand over children
4 people
Inform parents
2 people

Aftercare

Collect used materials
4 people
Wash dishes
3 people
Clear tables and chairs
4 people
Collect waste
2 people
Clean rooms
4 people
Check toilets
2 people
Remove decorations
3 people
Put materials back
3 people
Collect lost property
Take out the trash
2 people
Return borrowed items
2 people
Store unused groceries
2 people

What to bring

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

Furniture

Chairsqty 80
Children’s tablesqty 8
Adult tablesqty 4
Reception desk
Floor cushionsqty 40
Coat racksqty 2

Tableware

Reusable cupsqty 80
Reusable platesqty 80
Reusable cutleryqty 80
Pouring jugsqty 6
Serving bowlsqty 8
Serving traysqty 6

Decorations

Children's bannersqty 2
Tableclothsqty 12
Paper garlandsqty 10
Name badgesqty 80

Equipment

Portable speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 3
Kitchen knivesqty 6
Cutting boardsqty 4
Serving spoonsqty 8

Activities

Children's scissorsqty 20
Glue Sticksqty 30
Colored pencilsqty 20
Markersqty 20
Paint setsqty 10
Paintbrushesqty 40
Apronsqty 20
Children’s Biblesqty 60
Worksheetsqty 80
Colored paperqty 10
Storage cratesqty 8

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Open registrations early enough to collect dietary requirements and confirm attendance before ordering groceries. Use the final registration count to prepare name badges, handouts, programmes and snack portions.
Assign volunteers before the service week and give each person one clear role, such as reception, music, Bible story, craft supervision or snacks. Plan at least one responsible adult for each activity area.
Finish the children’s programme before printing anything. Select the songs, prepare the Bible story and choose the craft first, then check that scissors, glue, colouring supplies and paint are available for every group.
Test the portable speakers and music before children arrive, including extension cords and power strips. A short sound check is easier to fix before the room is full.
Set up the reception table, children’s tables, adult tables, chairs and floor cushions before the service begins. Prepare snacks with clean cutting boards and kitchen knives, wash fruit and vegetables, and keep drinks ready in reusable cups and pouring jugs.

Frequently asked questions

How far in advance should I organise a children’s church service?: Start planning at least 4 weeks ahead. Open registrations early, reserve the rooms, assign volunteers and develop the programme before the final week, when printing and shopping take place.
When should I order food for a children’s church service?: Order groceries after registrations are confirmed, usually 5 to 7 days before the service. This gives you time to account for dietary requirements and pick up fresh fruit and vegetables close to the event.
How many volunteers do I need for a children’s church service?: Plan one responsible adult for each activity or supervision area, plus at least one person at reception and one person coordinating the service. Add volunteers when the group is large enough that one adult cannot safely supervise a table or room.
When should I prepare craft kits and name badges?: Assemble craft kits and prepare name badges 1 to 2 days before the service. Check the materials at the same time, then place the kits and badges where volunteers can reach them during setup.

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