How to organise a baptism information evening

A baptism information evening needs more than a room and a speaker. Start by fixing the date, booking the church hall and building a programme with realistic timings. Then manage invitations and registrations early, including dietary requirements, so you know how many leaflets, chairs and refreshments to prepare. On the day, allow time to test the presentation, arrange the reception table and prepare coffee and tea before guests arrive.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set the date and program
2 people
2
Reserve church hall
3
Confirm speakers
4
Work out the program and times
2 people
5
Draft invitations
6
Send invitations
2 people
7
Open the registration form
8
Process registrations
9
Process registrations
10
Collect dietary requirements
11
Confirm registrations
12
Assemble information leaflets
2 people
13
Check the presentation
2 people
14
Prepare question forms
15
Check the shopping list
16
Do the shopping
2 people
17
Chill drinks
2 people
18
Prepare materials
2 people

Event

19
Open the church hall
2 people
20
Check the hall and entrance
2 people
21
Set up tables
3 people
22
Set up chairs
3 people
23
Set up the reception table
2 people
24
Test presentation
2 people
25
Prepare coffee and tea
2 people
26
Prepare snacks
2 people
27
Lay out brochures and name badges
2 people
28
Receive and register guests
3 people
29
Serve coffee and tea
2 people
30
Handle welcome and opening
31
Provide baptism information
2 people
32
Refill break drinks
2 people
33
Serve snacks
2 people
34
Moderate the Q&A
2 people
35
Explain practical next steps
36
Answer personal questions
3 people
37
See off guests
2 people

Aftercare

38
Wash dishes
2 people
39
Clear the coffee station
2 people
40
Put tables and chairs back
3 people
41
Collect waste
2 people
42
Clean the room
2 people
43
Switch off equipment
44
Lock up the venue
2 people
45
Store leftover materials
2 people
46
Return borrowed materials
2 people
47
Follow up on unanswered questions

What to bring

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

Furniture

Chairsqty 50
Tablesqty 6
Reception desk
Speaker table

Tableware

Coffee cupsqty 50
Water glassesqty 50
Platesqty 50
Cutlery setsqty 50
Serving traysqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving jugsqty 3
Coolersqty 2

Equipment

Laptop
Projector
Projection screen
Extension cordsqty 3
Power stripsqty 3
Laser pointer

Decorations

Tableclothsqty 6
Name badgesqty 50
Pensqty 30
Wayfinding signsqty 4
Arrow stickersqty 12

Catering

Information leafletsqty 50
Questionnairesqty 50
Groceries

Cleaning

Waste binsqty 4
Broom and dustpan
Mop and bucket
Cleaning glovesqty 4

Lighting

Table lampsqty 4

Tips

Set the programme before sending invitations. Include the arrival time, welcome, speaker slots, questions and closing time, and leave at least 15 minutes for late arrivals or discussion.
Open registration as soon as the invitations go out and confirm places before the evening. Use the final registration count to plan chairs, name badges, information leaflets and refreshments.
Ask for dietary requirements during registration, not at the reception table. Check the responses at least 3 days beforehand so shopping and serving arrangements can be adjusted.
Test the laptop, projector, screen, extension cords and presentation in the church hall on the day. A short test before guests arrive catches missing adapters, power problems and unreadable slides.
Prepare the room in arrival order: wayfinding signs and entrance first, then the reception table, seating and speaker table. Start coffee and tea early enough to serve the first guests without interrupting the welcome.

Frequently asked questions

How far in advance should I organise a baptism information evening?: Set the date and reserve the church hall at least 6 weeks in advance. Confirm speakers and send invitations early enough to leave 2 to 3 weeks for registrations.
How long should a baptism information evening last?: Plan for around 90 minutes to 2 hours, including the welcome, presentations and questions. Keep the final 15 to 20 minutes available for questions rather than filling every minute with slides.
When should I confirm registrations for the baptism information evening?: Process registrations as they arrive and send final confirmations about 3 days before the event. This gives you a reliable number for chairs, leaflets, name badges and drinks.
How much coffee and tea should I prepare for a baptism information evening?: Prepare at least one hot drink per guest for the arrival period, plus extra for speakers and organisers. Set out water as well, and chill drinks before the hall opens so serving does not delay the programme.

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.