Family Service checklist and planning guide

A Family Service brings worship, children’s activities and a shared meal together, so several groups need clear instructions at the same time. Start by confirming the date and location, then arrange registrations, volunteers, childcare and the service programme. Food, dietary requirements and technical equipment need their own deadline rather than being left until the final week. Use this checklist to coordinate the preparation and arrive at the day with the room, programme and meal ready.

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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
Determine the service theme
3 people
Draft invitations
2 people
Send invitations
2 people
Open registrations
Make reservations
Book musicians
Put together the children's program
3 people
Find volunteers for registration
Look for catering volunteers
Collect dietary requirements
Process registrations
2 people
Organize childcare
2 people
Choose the liturgy and songs
2 people
Assign the reading of the texts
2 people
Put together the meal menu
2 people
Send the program to the volunteers
Make worksheets for children
2 people
Prepare presentation
2 people
Gather music files
Check the shopping list
2 people
Do the shopping
3 people
Label diet products separately
2 people
Chill drinks
2 people
Set out bread and toppings
2 people
Prepare children's activities
2 people
Print attendance list

Event

Open room
2 people
Set up tables
4 people
Set out chairs
4 people
Set up the reception table
2 people
Set up kids' corner
3 people
Hang decorations
3 people
Connect sound equipment
2 people
Test presentation and songs
2 people
Prepare coffee and tea
3 people
Welcome visitors
4 people
Hand out programs
2 people
Lead the family service
4 people
Supervise the children's program
4 people
Refill drinks
2 people
Serve snacks
3 people
Set up the meal buffet
4 people
Serve the meal
5 people
Supervise the children during the meal
3 people
Collect tableware
3 people
Lead the closing session
3 people
Wave goodbye to visitors
3 people

Aftercare

Clear away food and drinks
4 people
Wash dishes
4 people
Clear tables and chairs
5 people
Turn off the sound equipment
2 people
Clear the children's area
3 people
Remove decorations
3 people
Collect waste
3 people
Clean the room
4 people
Clean the restrooms
2 people
Lock up the venue
2 people
Return materials
2 people
Collect lost and found items
Check and store leftovers
2 people
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Children's chairsqty 6
Coat racksqty 2

Tableware

Dinner platesqty 75
Bowlsqty 75
Dessert platesqty 75
Coffee cupsqty 60
Glassesqty 80
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Food warmersqty 4
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 4
Serving plattersqty 12
Soup potsqty 2

Equipment

Wireless microphonesqty 2
Speakersqty 2
Audio mixer
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4

Church supplies

Biblesqty 20
Music foldersqty 8
Programsqty 75
Name stickersqty 80
Pensqty 30

Children's activities

Colored pencilsqty 12
Coloring pagesqty 80
Children’s Biblesqty 10
Play matsqty 4

Decorations

Tableclothsqty 8
Paper garlandsqty 10
Flower arrangementsqty 4
Menusqty 8

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6
Waste binsqty 4

Catering

Groceries

Tips

Set the date, location and service theme before drafting invitations. Open registrations only after you know what information you need, including dietary requirements and childcare requests.
Give invitations a clear response deadline, ideally 2–3 weeks before the service. This leaves time to process registrations, confirm numbers and make reservations or volunteer schedules.
Plan the children’s programme alongside the worship service, not afterwards. Prepare worksheets, assign readings and songs, and send the full programme to volunteers before the final week.
Separate catering decisions into two checks: collect dietary requirements during registration, then label diet-specific products separately when shopping and setting up the meal.
Test microphones, speakers, the mixer, projector and screen before people arrive. Check extension cords and power strips as part of the room setup, and chill drinks in time for serving.

Frequently asked questions

How far in advance should I send Family Service invitations?: Send invitations about 3–4 weeks before the service and set a registration deadline 2–3 weeks beforehand. That gives you enough time to confirm attendance, dietary requirements, childcare and volunteer needs.
When should I organise childcare for a Family Service?: Arrange childcare as soon as registrations open, then confirm the final number of children 1–2 weeks before the service. This allows you to prepare the children’s programme and assign enough helpers.
When should I buy food and drinks for a Family Service?: Check the shopping list after registrations close and shop during the final week. Chill drinks at least several hours before serving, and keep diet-specific products clearly labelled from the moment they arrive.
How early should I test the sound and projector?: Test the wireless microphones, speakers, audio mixer and projector at least 1–2 days before the service, then do a short check in the room on the day itself. This catches missing cables, power issues and visibility problems before the programme starts.

Start this plan in Lizzt

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