Communion Service Checklist

Use this checklist to organise a communion service in the right order, from invitations and registration through the liturgy, reception, and room setup. Start by confirming attendance and dietary requirements, then align the liturgy, songs, food, and table arrangements. In the final days, print the liturgy, order communion bread, check tableware, and prepare name badges. On the day, allow time for chairs, tables, communion elements, coffee, tea, and the registration desk 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

Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm registrations
Align the liturgy
2 people
Select songs
2 people
Make reservations
Check the shopping list
Do the shopping
2 people
Order communion bread
Print the liturgy
2 people
Lay out hymnals
2 people
Make name badges
2 people
Check tableware
2 people
Fill coolers
2 people
Prepare bread and drinks
3 people
Set up tables
4 people
Set up chairs
4 people
Set the tables
3 people
Set the dinner table
3 people
Set out tableware
3 people
Prepare coffee and tea
2 people
Decorate the room
3 people
Set up the reception table
2 people

Event

Staff the registration desk
2 people
Welcome guests
3 people
Hand out liturgies
2 people
Break the communion bread
2 people
Serve communion
6 people
Refill drinks
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Guide guests
2 people
Collect used dishes
3 people
Support the evening program
3 people
Serve the final drinks
2 people
See guests out
3 people

Aftercare

Take down tables and chairs
4 people
Wash dishes
3 people
Store leftovers safely
2 people
Collect waste
2 people
Clean the room
3 people
Clean the restrooms
2 people
Remove decorations
2 people
Return materials
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 60
Dinner table
Reception desk

Tableware

Platesqty 60
Coffee cupsqty 60
Water glassesqty 60
Cutlery setsqty 60
Communion traysqty 4
Communion cupsqty 60
Pouring jugsqty 4

Kitchen

Serving plattersqty 6
Serving tongsqty 4
Cutting boardsqty 2
Bread knivesqty 3
Serving spoonsqty 4
Coolersqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coffee thermosesqty 4

Decorations

Tableclothsqty 6
Candlesqty 6
Candlesticksqty 6
Flower arrangementsqty 3
Cross

Print materials

Liturgiesqty 60
Name badgesqty 60
Songbooksqty 60

Cleaning

Waste binsqty 4
Mop set
Broomqty 2
Dustpan and brushqty 2
Reusable cleaning clothsqty 12

Catering

Groceries

Tips

Close registrations early enough to follow up on missing details. Confirm dietary requirements at least 5–7 days before the service so shopping and food preparation are based on final numbers.
Order the communion bread several days ahead rather than treating it as a same-day purchase. Check the quantity against confirmed registrations and allow extra portions for unexpected guests.
Print the liturgy and prepare songbooks before the day itself. Keep a few spare printed copies at the registration desk in case someone forgets theirs or more people attend than expected.
Complete the room setup in stages: place tables and chairs first, then tablecloths, tableware, communion trays, cups, and pouring jugs. Aim to finish the main layout at least 60 minutes before the service.
Prepare drinks before guests arrive, but keep coffee and tea service practical. Fill coolers, set out water glasses, and have coffee machines, kettles, and thermoses ready so the reception does not depend on last-minute setup.

Frequently asked questions

How far in advance should I send communion service invitations?: Send invitations about 3–4 weeks before the service. Set a registration deadline 7 days before the event, leaving time to confirm attendance, collect dietary requirements, and plan food and seating.
When should I order communion bread?: Order communion bread at least 3–5 days in advance. Use the confirmed registration count and include a small reserve so the service is not short if a few additional guests arrive.
How early should I set up for a communion service?: Begin the main room setup 2–3 hours before the service. Have tables, chairs, communion items, printed materials, and the registration desk ready at least 60 minutes before guests arrive.
How many people should staff the registration desk?: Plan for at least 1 person for up to 30 attendees and 2 people for larger groups. Staff the desk from 30 minutes before the service until most guests have arrived, with name badges and the registration list ready.

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