Easter Celebration Checklist

An Easter celebration needs more than a service outline. You need to confirm the venue, worship team, speaker, volunteers, children’s programme, registrations, food requirements, and printed materials in the right order. Start with the date and programme, then secure the people and room before opening registration. In the final week, test the microphones, finish the liturgy, check dietary information, and prepare both durable supplies and fresh produce.

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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
Confirm the officiant
Confirm musicians
Reserve venue
Draft invitations
2 people
Send invitations
2 people
Open registrations
Recruit volunteers
2 people
Put together the children's program
2 people
Select Easter story
2 people
Select songs
2 people
Test the equipment
2 people
Collect dietary requirements
Process registrations
2 people
Organize childcare
2 people
Finalise the liturgy
2 people
Check texts
2 people
Prepare program sheets
2 people
Print program leaflets
2 people
Make name badges
2 people
Gather Easter decorations
2 people
Check the shopping list
2 people
Do the shopping
3 people
Set up non-perishable supplies
2 people
Collect fresh produce
2 people
Check rooms
2 people
Set up chairs
4 people
Set up tables
3 people
Set up the stage table
2 people
Place the cross and cloths
2 people
Place flower arrangements
2 people
Decorate Easter branches
3 people
Place candles
2 people
Connect sound equipment
2 people
Test microphones
2 people
Set up the musical instruments
3 people
Set up the presentation
2 people
Set up kids' corner
3 people
Prepare children's craft materials
2 people
Set up coffee station
3 people
Prepare the buffet
4 people
Prepare snacks
4 people
Chill drinks
2 people
Lay out program leaflets
2 people
Set up the reception desk
2 people
Check toilets
2 people
Brief volunteers
2 people

Event

Welcome guests
4 people
Hand out program sheets
3 people
Open the childcare area
3 people
Assist with Easter celebration
4 people
Serve coffee and tea
4 people
Serve snacks
3 people
Refill drinks
2 people
Supervise children's activities
4 people
Supervise Easter egg hunt
4 people
Restock the buffet
3 people
Guide guests to the buffet
2 people
Collect tableware
3 people
Keep Track of the Coffee Station
2 people
Guide departures and the exit
3 people

Aftercare

Remove decorations
3 people
Put furniture back
4 people
Wash dishes
4 people
Clean the kitchen
3 people
Collect waste
3 people
Clean rooms
4 people
Pack away the sound equipment
2 people
Chill leftovers
2 people
Collect lost and found items
Take out the trash
2 people
Return materials
2 people
Return rental items
2 people

What to bring

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

Furniture

Chairsqty 80
Tablesqty 10
Buffet tablesqty 3
Foldable tablesqty 3
Children's chairsqty 8
Coat racksqty 4

Tableware

Dinner platesqty 90
Pastry platesqty 90
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 80
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving plattersqty 16
Serving trays with lidsqty 6
Carafesqty 8
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Coolersqty 4
Ice cube traysqty 4
Coffee machinesqty 2
Kettlesqty 2
Bread basketsqty 6
Buffet cutting boardsqty 6

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 6
Laptop

Decorations

Easter branchesqty 8
Artificial flowersqty 20
Flower vasesqty 10
Easter egg decorationsqty 60
Yellow table runnersqty 10
White tableclothsqty 10
Easter garlandsqty 8
Wooden cross
White clothsqty 4
Candle holdersqty 6
Easter basketsqty 8
Table numbersqty 10

Lighting

LED light stringsqty 6
LED candlesqty 20
Spare batteriesqty 24

Catering

Groceries

Tips

Confirm the venue, speaker, musicians, and programme before sending invitations. If the main venue is unavailable, keep a reserve option in place rather than waiting until registration has opened.
Open registrations only after you know how many adults and children the room can accommodate. Collect dietary requirements during registration, then process the list before buying fresh food.
Plan the children’s programme and childcare at the same time as the main service. Assign volunteers to specific age groups and include children’s chairs, name badges, and a clear handover process.
Finish the Easter story, songs, liturgy, and spoken texts before formatting the programme sheets. Print them only after the final proofread, so changes do not leave you short on copies.
Test the wireless microphones and other equipment before the event, not on the morning itself. Set out coffee machines, kettles, thermos flasks, serving dishes, glasses, and buffet tables together so refreshments can be served without last-minute searching.

Frequently asked questions

How far in advance should I plan an Easter celebration?: Set the date, programme, venue, speaker, and musicians at least 8–12 weeks ahead. Open registration once those core details are confirmed, leaving the final 7 days for printing, shopping, and technical checks.
When should Easter celebration invitations be sent?: Send invitations as soon as the date, venue, programme outline, and registration method are ready—usually 6–8 weeks before the celebration. Include a registration deadline at least 10 days before the event so you can process numbers and dietary requirements.
How many volunteers do I need for an Easter celebration?: Assign at least one named volunteer to each operational area: welcome and registration, children’s activities, childcare, refreshments, room setup, and technical support. Add one coordinator for every 8–10 volunteers so questions do not all reach one person.
When should I buy food and prepare Easter refreshments?: Check the shopping list and buy shelf-stable items 3–5 days before the celebration. Collect fresh produce and chill drinks within 24 hours of serving, after registrations and dietary requirements have been reviewed.

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