Easter Vigil planning checklist

An Easter Vigil brings together a liturgical program, readings, music, refreshments, and a careful church-hall setup. Start with the venue and service structure, then confirm speakers, readers, musicians, and registrations before printing anything. Food requirements and technical equipment need early attention because missing details are difficult to fix on the day. Use this checklist to move from planning to rehearsal, shopping, setup, and a safe Easter bonfire area in a clear order.

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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

Reserve church hall
Set the liturgical program
2 people
Confirm speakers
Select lectures
2 people
Assign readers
Confirm musicians
Plan choir rehearsal
Send invitations
2 people
Process registrations
Collect dietary requirements
Print programs
2 people
Print program booklets
2 people
Reserve sound equipment
Check the shopping list
Order Easter candle
Do the shopping
2 people
Collect liturgical materials
2 people
Compile lectures
Prepare music files
Clean the church hall
3 people
Set up chairs
4 people
Set up tables
3 people
Set up the altar
2 people
Prepare the baptismal font
2 people
Set up the Easter bonfire area
3 people
Set up lights and candles
2 people
Set up sound equipment
2 people
Test microphones
2 people
Set up the musical instruments
2 people
Lay out program booklets
2 people
Set up coffee station
2 people
Set up the reception table
2 people
Conduct a safety check
2 people

Event

Receive participants
4 people
Hand out programs
2 people
Lead the Easter Vigil
4 people
Hand Out Candles
3 people
Provide lectures
6 people
Provide musical accompaniment
6 people
Safely extinguish candles
3 people
Serve coffee and tea
3 people
Serve Easter bread and cookies
3 people
Refill drinks
2 people
Guide visitors
2 people
Support the evening program
4 people
Guide departures and the exit
3 people

Aftercare

Chill leftovers
2 people
Tear down audio equipment
2 people
Pack instruments
2 people
Clear away chairs and tables
4 people
Clear away liturgical materials
2 people
Wash dishes
3 people
Collect waste
2 people
Clean the church hall
3 people
Extinguish the Easter fire completely
2 people
Lock up the venue
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Chairsqty 100
Tablesqty 8
Tableclothsqty 8

Tableware

Coffee cupsqty 100
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Pouring jugsqty 6
Coolersqty 4

Equipment

Mixer
Speakersqty 2
Microphonesqty 4
Microphone standsqty 4
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 6

Lighting

LED lampsqty 12
Lanternsqty 8
Candle holdersqty 100

Decorations

Easter branchesqty 6
White table runnersqty 8
Flower vasesqty 8

Paperwork

Program bookletsqty 110
Lectern
Music standsqty 8

Safety

Fire extinguishersqty 2
Bucketsqty 4
Fire blanketsqty 2

Cleaning

Waste binsqty 6
Broom setsqty 3
Mop headsqty 3

Catering

Groceries

Tips

Reserve the church hall and confirm access times at least 6–8 weeks ahead. You need enough time for the altar, baptismal font, chairs, tables, and Easter bonfire area to be prepared without rushing.
Set the liturgical program before choosing readings or printing program booklets. Confirm speakers, assign readers, and compile the lectures at least 2 weeks before the vigil so corrections can still be made.
Confirm musicians and schedule the choir rehearsal no later than 7 days before the event. Prepare music files, check the lectern and music stands, and test every microphone, stand, cable, extension cord, and power strip before guests arrive.
Close registrations and collect dietary requirements 5–7 days in advance. Use the final number to check coffee cups, glasses, plates, cutlery, serving trays, coffee machines, kettles, thermos flasks, and coolers.
Finish cleaning and the main room setup on the day of the vigil, leaving a separate safety check for the bonfire area. Keep fire extinguishers accessible, test the sound system and lighting, and place the Easter candle and liturgical materials where they can be reached without crossing the service route.

Frequently asked questions

How far in advance should I start planning an Easter Vigil?: Start 6–8 weeks before the vigil. Reserve the church hall first, then finalize the liturgical program, speakers, readers, musicians, registrations, and equipment in that order.
When should Easter Vigil readings and music be finalized?: Finalize the lectures, assigned readers, and music at least 2 weeks before the event. Hold the choir rehearsal and complete the audio check during the final 7 days.
When should I collect dietary requirements for an Easter Vigil?: Ask for dietary requirements when sending invitations and close the final count 5–7 days before the vigil. That gives you time to adjust shopping and serving quantities.
What should I check on the day of an Easter Vigil?: Allow at least 2–3 hours for cleaning, chairs, tables, altar, baptismal font, lighting, sound equipment, and the bonfire area. Complete a final fire-safety and microphone test before participants arrive.

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