Ecumenical Service Planning Checklist

An ecumenical service brings several churches, traditions and practical teams together, so small gaps can affect the whole day. Use this checklist to work from the date and officiants through the liturgy, music, registrations, room setup and shared meal. Allow time for Bible readings, songs, prayers, children’s activities and intercessions to be agreed across contributors. The tasks and equipment list below also helps you catch details that are often left until the final week, such as microphones, song sheets, dietary requirements and accessible routes.

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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 officiants
2 people
Book musicians and choir
2 people
Prepare the program and liturgy
3 people
Select Bible verses
2 people
Choose songs
3 people
Prepare prayers and reflection
3 people
Collect the intercessions
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Confirm number of participants
2 people
Reserve meal and catering
2 people
Plan the room layout
2 people
Check accessibility
2 people
Prepare children's program
3 people
Assign volunteers
2 people
Create texts and song sheets
2 people
Print song sheets
2 people
Prepare name badges
2 people
Make route and welcome signs
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Chill drinks
2 people
Prepare meal
5 people
Prepare vegetarian portions
2 people
Set aside special diet meals
2 people
Open hall
2 people
Clean the hall and entrance
3 people
Set up chairs
4 people
Set up tables
4 people
Prepare altar table
2 people
Prepare liturgical materials
2 people
Test sound
3 people
Set up the musical instruments
3 people
Lay out song sheets and programs
2 people
Set up the coffee and tea station
3 people
Set up buffet
4 people
Set up the name table and reception point
2 people
Place welcome signs
2 people
Brief volunteers
3 people

Event

Welcome visitors
4 people
Hand out programs
2 people
Supervise children's activities
3 people
Assist with the ecumenical service
4 people
Provide musical accompaniment
5 people
Support the collection
2 people
Serve coffee and tea
4 people
Refill drinks
2 people
Host informal gathering
3 people
Open the buffet
2 people
Serve the meal
6 people
Serve diet meals
2 people
Replenish the buffet and tables
3 people
Collect dishes and cutlery
3 people
Serve coffee and tea again
3 people
Support the evening program
3 people
Handle farewell and announcements
2 people
Guide visitors to the exit
2 people

Aftercare

Collect waste
3 people
Wash dishes
4 people
Clean the kitchen
3 people
Clear buffet and coffee station
3 people
Clear away chairs and tables
4 people
Restore the liturgical space
2 people
Pack up sound equipment and instruments
3 people
Clean the hall and restrooms
4 people
Package leftover food
2 people
Empty and clean coolers
2 people
Return materials
3 people
Return borrowed items
2 people

What to bring

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

Furniture

Chairsqty 120
Tablesqty 15
Buffet tablesqty 4
Stoolsqty 8
Clothing rackqty 2
Waste binsqty 8

Tableware

Dinner platesqty 130
Deep platesqty 130
Dessert platesqty 130
Coffee cupsqty 100
Water glassesqty 150
Wine glassesqty 120
Knivesqty 150
Forksqty 150
Spoonsqty 150
Coffee spoonsqty 100
Serving plattersqty 18
Serving tongsqty 12
Carafesqty 15
Thermos flasksqty 8

Equipment

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

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 6
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 8
Measuring cupsqty 4
Serving spoonsqty 12
Baking dishesqty 8
Aluminum foilqty 4
Food storage containersqty 20

Decorations

Tableclothsqty 15
Candlesqty 40
Candlesticksqty 12
Flower arrangementsqty 8
Welcome signsqty 6
Table signsqty 15
Name badgesqty 120

Lighting

LED lampsqty 8
Mood lightingqty 6

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom and dustpanqty 3
Cleaning glovesqty 8

Catering

Groceries

Tips

Confirm the officiants, musicians and choir before finalising the programme. Give contributors a firm deadline for readings, prayers, reflections and intercessions so the liturgy can be assembled without last-minute changes.
Set the registration deadline at least 7 days before the service if a meal is included. Use the final participant count to confirm catering, dietary requirements, seating and the number of printed song sheets.
Test the sound and projection setup in the actual room at least 2 hours before people arrive. Check the wireless microphones, mixer, speakers, laptop, projector, screen, stands, extension cords and power strips together rather than separately.
Plan the welcome route for people arriving from different churches. Put signs at every decision point, prepare name badges, and check accessible entrances, seating, toilets and routes before assigning volunteers.
Finish shopping and chill drinks no later than the day before when possible. Keep serving platters, tongs, carafes, thermos flasks and tableware together with the buffet layout so volunteers are not searching for them during the meal.

Frequently asked questions

How far in advance should I plan an ecumenical service?: Start at least 8 to 12 weeks ahead. This gives officiants, musicians and the choir time to confirm availability, while the programme, songs, Bible verses, invitations and catering can be developed in a sensible order.
When should registrations for an ecumenical service close?: Close registrations about 7 days before the service if food is being served. Use the final number to confirm the meal, dietary requirements, room layout, name badges and printed materials.
How early should we arrive to set up an ecumenical service?: Allow at least 2 hours for room and technical setup. Arrange chairs and tables, check accessibility, test microphones and projection, place signs and prepare the welcome area before participants arrive.
How many song sheets should I print for an ecumenical service?: Print one song sheet per registered participant, plus 5 to 10 extra copies for visitors, musicians and damaged sheets. Finalise the songs and texts before printing so you do not need a second full print run.

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