First Communion service checklist

A First Communion service involves more than the ceremony itself. You need to confirm the church arrangements, register communicants, prepare invitations and service booklets, and give children time to practise readings, prayers and music. The reception also needs a firm guest count, dietary information, chilled drinks, table settings and a clear plan for the cake and pastries. Use this checklist to keep the service and gathering on track without leaving clothing checks, flowers or the photo moment until the last minute.

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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 the date with the church
2 people
Reserve the parish hall
Register communicants
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Compile the service booklets
3 people
Print the prayer booklets
2 people
Brief communicants
2 people
Practice readings and prayers
4 people
Practice the music and singing
5 people
Plan the photo moment
2 people
Finalize catering count
2 people
Do the shopping
3 people
Chill drinks
2 people
Pick up cake and pastries
2 people
Set out tableware and linen
2 people
Prepare name badges
2 people
Check church pews and entrance
2 people
Place floral arrangements
2 people
Prepare the altar table
2 people
Place missals
2 people
Welcome communicants
3 people
Carry out the final clothing check
2 people
Open and ventilate the room
2 people
Set up tables and chairs
4 people
Set up the buffet and drinks table
3 people
Prepare coffee and tea
2 people

Event

Welcome guests
4 people
Lead First Communion service
6 people
Guide communicants
3 people
Take group photo
3 people
Guide guests to the hall
2 people
Serve aperitifs and snacks
4 people
Refill drinks
2 people
Set up the buffet
4 people
Serve the buffet and dessert
5 people
Cut the cake
2 people
Refill coffee and tea
2 people
See guests off
2 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the room
3 people
Clear the church space
2 people
Pack leftover food
2 people
Remove decorations
2 people
Return materials
2 people
Archive photos and documents

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Changing room screen
Coat rackqty 2

Tableware

Dinner platesqty 70
Dessert platesqty 70
Coffee cupsqty 70
Water glassesqty 80
Wine glassesqty 70
Knivesqty 70
Forksqty 70
Spoonsqty 70
Serving spoonsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Kitchen knivesqty 4
Serving plattersqty 12
Serving spoonsqty 10
Cake serversqty 2
Bread cutting boardsqty 2

Equipment

Coolersqty 4
Extension cordsqty 3

Decorations

White tableclothsqty 8
Napkinsqty 80
Flower arrangementsqty 6
Balloonsqty 60
Balloon standsqty 4
Welcome sign
Name badgesqty 70
Candlesqty 12
Candle holdersqty 6

Catering

Service bookletsqty 45
Communion certificatesqty 25
Pensqty 12
Gift bagsqty 25
Serving trays with lidsqty 8
Groceries

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Bucketsqty 3
Mopsqty 3
Spongesqty 6

Tips

Confirm the church date and parish hall before sending invitations. Without both bookings, you cannot give families a reliable arrival time or reception location.
Set the catering deadline at least 7 days before the service. Use the final count to plan plates, cups, glasses, cutlery, drinks and any recorded dietary requirements.
Schedule at least two practice sessions for readings, prayers, music and singing. Brief communicants on where to stand, when to move and what to do during the photo moment.
Prepare the service booklets several days ahead, then print enough copies for every communicant, participating family member and a small number of spares. Keep the printed booklets separate from the reception materials.
Complete the final clothing check before welcoming communicants. Check the church entrance, pews, altar table, missals and floral arrangements on the day, before families begin arriving.

Frequently asked questions

How far in advance should I start planning a First Communion service?: Start 8 to 12 weeks before the service. Confirm the church and parish hall first, then allow time for registration, invitations, rehearsals, booklets and catering.
When should First Communion invitations be sent?: Send invitations 6 to 8 weeks before the service, once the date, church and reception arrangements are confirmed. Set an RSVP deadline about 3 weeks before the event so you can process registrations and collect dietary requirements.
How many First Communion service booklets should I print?: Print one booklet for each communicant and active participant, plus around 10% spare copies. For 30 communicants, printing 33 to 36 booklets gives you replacements for damaged or forgotten copies.
When should I finalise catering for a First Communion reception?: Finalise the catering count 7 to 10 days before the service. Chill drinks the day before, and pick up the cake and pastries on the agreed collection day so they are ready for the reception.

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