Eucharistic Celebration Checklist

Use this checklist to organise a Eucharistic celebration in the right order, from booking the church and confirming the officiant to preparing the altar, communion table and program sheets. The plan also covers invitations, registrations, dietary requirements, prayer intentions, music, readings and sound checks. Leave time for tasks people often postpone, such as confirming readers, counting communion participants and testing instruments. On the day, the church, sacristy, worship materials and refreshment area should be ready 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

Reserve the church space
Confirm the officiant
Confirm musicians
Send invitations
2 people
Process registrations
Collect dietary requirements
Collect prayer intentions
Record liturgical theme
2 people
Select songs
2 people
Select lectures
2 people
Confirm readers
Prepare prayers
2 people
Prepare the program sheet
Print program sheets
2 people
Determine communion numbers
Do the shopping
2 people
Collect the flower arrangements
Clean the church and sacristy
3 people
Prepare the communion table
2 people
Lay out liturgical books
Dress the altar
2 people
Place floral arrangements
2 people
Set up chairs and tables
4 people
Test sound system
2 people
Set up the musical instruments
2 people
Lay out program leaflets
2 people
Prepare coffee and tea
3 people
Set up the reception table
2 people

Event

Open church
2 people
Welcome visitors
4 people
Hand out program sheets
2 people
Place collection baskets
Assist at the Eucharist service
6 people
Handle the collection
4 people
Hand out Communion
6 people
Guide visitors to reception
3 people
Serve coffee and tea
4 people
Serve pastries and fruit
3 people
Refill drinks
2 people
Inform visitors
2 people

Aftercare

Dismantle reception table
3 people
Collect tableware
3 people
Collect waste
2 people
Wash dishes
3 people
Clean liturgical vessels
2 people
Clear the altar
2 people
Clear away chairs and tables
4 people
Pack away the sound equipment
2 people
Clean the church
3 people
Clean the restrooms
2 people
Store leftovers
2 people
Put out waste bins
2 people
Lock up the church
2 people
Return materials
2 people

What to bring

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

Furniture

Chairsqty 120
Tablesqty 12
Changing room rackqty 2
Pulpit or lectern

Tableware

Communion traysqty 6
Communion plate
Gobletqty 2
Water jugsqty 2
Wine pitcher
Coffee cupsqty 100
Tea glassesqty 50
Pastry platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Equipment

Wireless microphoneqty 2
Microphone standsqty 2
Musical instrumentsqty 2
Extension cordsqty 4
Power stripsqty 4
Coffee machinesqty 3
Kettlesqty 2
Coolersqty 2

Kitchen

Serving tongsqty 6
Pouring jugsqty 8
Cutting boardsqty 3
Cake serversqty 3
Thermos flasksqty 8

Decorations

Altar clothsqty 2
Lectern runner
Flower arrangementsqty 4
Processional cross
Altar cross
Candlesqty 12
Candlesticksqty 6
Nativity scene or theme board
Table floral arrangementsqty 4

Catering

Groceries

Tips

Confirm the officiant, musicians, readers and liturgical theme before finalising the program sheet. Allow at least 7 days for everyone to review their part and report changes.
Use registration responses to determine communion numbers and collect dietary requirements. Finish this count before shopping so food, drinks, cups and serving equipment match the expected attendance.
Print the program sheets at least 2 days before the celebration, then place them with the lectern, liturgical books and prepared prayers. Keep a small spare stack available at the entrance.
Test the wireless microphone, microphone stands, musical instruments, extension cords and power strips before guests arrive. A 30-minute sound check is usually enough to find dead batteries, loose cables or poor positioning.
Complete the church and sacristy setup in two stages: clean first, then prepare the communion table, dress the altar and place the flower arrangements. Finish this work at least 60 minutes before the service starts.

Frequently asked questions

How far in advance should I plan a Eucharistic celebration?: Start booking the church space and confirming the officiant at least 6 to 8 weeks ahead. Send invitations and open registrations once the date, service details and key participants are confirmed.
When should I confirm the number of people receiving communion?: Close or review registrations 3 to 7 days before the celebration. Use that final number to prepare communion trays, the communion plate, goblet and any related supplies.
When should the Eucharistic celebration program be printed?: Print the program sheets 1 to 2 days before the service, after songs, lectures, prayers and readers have been confirmed. Prepare around 5% extra copies for late registrations or damaged sheets.
How early should the church be set up before the service?: Allow at least 60 minutes for cleaning, altar preparation, floral arrangements, chairs, tables and the communion table. Schedule a separate 30-minute sound and instrument check before guests enter.

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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.