Consecration Service and Reception Checklist

A consecration service involves two settings, two kinds of preparation and a tight handover between them. Confirm the church, officiant and confirmand first, then build the liturgical program, invitations and reception arrangements around that fixed information. In the final week, check ceremonial clothing, service books, music, seating and dietary requirements. On the day itself, allow time for church setup, fresh catering collection and reception tables 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

Confirm date and location
2 people
Confirm officiant and confirmand
Draw up the liturgical program
2 people
Record musical contributions
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Book the reception room
Order catering
2 people
Arrange drinks and tableware
Have the program printed
Have a welcome sign made
Determine seating plan and wheelchair spaces
2 people
Check ceremonial attire
2 people
Check Bible and liturgical books
Gather music files
Coordinate speeches
2 people
Check the shopping list
Do the shopping
2 people
Pick up fresh catering
2 people
Lay out clothing
Clean the reception area
3 people
Set up chairs in the church
4 people
Set up reception tables
3 people
Set up altar table and lectern
2 people
Place the cross and Bible
Place candlesticks and candles
2 people
Place flower arrangements
2 people
Connect the sound system
2 people
Test microphones
2 people
Test music playback
Lay out the programs
2 people
Set up the reception table
2 people
Prepare coffee and tea
2 people
Set out snacks
3 people

Event

Welcome the guest of honor
2 people
Welcome guests
4 people
Guide the last seats
2 people
Conduct the consecration service
6 people
Support musical contributions
3 people
Guide the photo moment
2 people
Guide guests to the reception
3 people
Serve drinks
4 people
Serve snacks
4 people
Refill coffee and tea
2 people
Refill drinks
2 people
Serve diet meals separately
2 people
Guide toasts and speeches
2 people
Inform guests about departure

Aftercare

Pack leftovers safely
3 people
Collect tableware
4 people
Sort and remove waste
3 people
Clear tables and chairs
4 people
Turn off the sound equipment
2 people
Clean the church and reception area
4 people
Store liturgical materials
2 people
Return borrowed items
2 people
Return leftover catering
Clean and store clothing
2 people
Store unused materials
2 people

What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 12
Reception desk
Dressing table
Coat racksqty 2

Tableware

Dinner platesqty 120
Pastry platesqty 120
Coffee cupsqty 120
Water glassesqty 140
Wine glassesqty 120
Coffee spoonsqty 120
Table knivesqty 120
Table spoonsqty 120
Cake forksqty 120
Serving plattersqty 16
Serving tongsqty 8
Carafesqty 12

Decorations

Tableclothsqty 12
Chair coversqty 20
Flower arrangementsqty 8
Welcome sign
Menu Card Holdersqty 12
Name card holdersqty 120
Cross
Candlesticksqty 6
Altar cloth
Lectern

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Audio cablesqty 6
Extension cordsqty 6
Power stripsqty 6
Laptop
USB stickqty 2

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Serving spoonsqty 8
Cake knifeqty 2
Labelsqty 120
Kitchen scalesqty 2

Lighting

LED string lightsqty 4
LED lanternsqty 6

Catering

Groceries

Tips

Set the date and location before sending invitations. Include the service start time, reception details and an RSVP deadline so dietary requirements and seating can be processed in time.
Finish the liturgical program and musical contributions at least 7 days before the service. This leaves time to print the program, gather music files and check microphones, stands and speakers.
Collect dietary requirements with the registrations, then give the final numbers to the caterer no later than the agreed catering deadline. Keep a written copy at the reception desk for whoever is coordinating the meal.
Make the seating plan before arranging chairs. Mark wheelchair spaces and keep clear routes between the entrance, reception desk, tables and service area rather than trying to adjust the layout after guests arrive.
Use the final day for fresh catering pickup and room cleaning, not for decisions. Lay out clothing, ceremonial books and altar items in advance, and set up church chairs, the altar table, lectern and reception tables before the service starts.

Frequently asked questions

How far in advance should I plan a consecration service and reception?: Start at least 8 to 12 weeks before the service. Confirm the date, location, officiant and confirmand first; then book the reception room and catering before sending the final invitations.
When should invitations for a consecration service be sent?: Send them about 6 to 8 weeks before the service, with an RSVP deadline around 3 weeks beforehand. That gives you time to process registrations, collect dietary requirements and prepare the seating plan.
What should be checked one week before a consecration service?: Check the printed liturgical program, ceremonial attire, Bible and liturgical books, music files, speeches and sound equipment 7 days before. Confirm the catering numbers and reception setup at the same time.
How early should the church and reception room be set up?: Allow at least 2 hours before guests arrive for chairs, the altar table, lectern, reception tables, tableware and signage. Collect fresh catering as close to serving time as practical, while leaving enough time for arranging platters and drinks.

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