How to organise a children's church service

A children’s church service runs smoothly when registration, safeguarding, teaching and refreshments are planned as one sequence. Start by reserving the rooms and opening registration, then use the numbers and dietary requirements to shape the programme and shopping. Prepare the Bible story, songs and craft activity before printing materials. On the day, set up the reception area, children’s tables, chairs and cushions first, then check the music and assemble the craft kits before families 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

1
Send invitations
2 people
2
Open registrations
3
Reserve rooms
4
Assign volunteers
2 people
5
Process registrations
6
Collect dietary requirements
7
Develop the children's program
3 people
8
Select songs
2 people
9
Prepare Bible story
2 people
10
Choose a craft activity
2 people
11
Make a shopping list
2 people
12
Order groceries
13
Confirm registrations
14
Prepare name badges
2 people
15
Print handouts
2 people
16
Print programs
17
Check materials
2 people
18
Pick up groceries
2 people
19
Wash fruit and vegetables
2 people
20
Distribute snacks
2 people
21
Assemble craft kits
3 people
22
Test the music
2 people
23
Set up tables
4 people
24
Set up chairs and cushions
4 people
25
Set up the reception table
2 people
26
Hang decorations
3 people
27
Set up craft tables
3 people
28
Chill drinks
2 people
29
Set out coffee and tea
2 people
30
Set out snacks
3 people
31
Brief reception team
2 people

Event

32
Register children
4 people
33
Welcome parents
2 people
34
Lead the children’s church service
4 people
35
Guide children to activity
4 people
36
Guide the craft activity
8 people
37
Refill drinks
2 people
38
Serve snacks
4 people
39
Check allergies
2 people
40
Lead the closing song
3 people
41
Safely hand over children
4 people
42
Inform parents
2 people

Aftercare

43
Collect used materials
4 people
44
Wash dishes
3 people
45
Clear tables and chairs
4 people
46
Collect waste
2 people
47
Clean rooms
4 people
48
Check toilets
2 people
49
Remove decorations
3 people
50
Put materials back
3 people
51
Collect lost property
52
Take out the trash
2 people
53
Return borrowed items
2 people
54
Store unused groceries
2 people

What to bring

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

Furniture

Chairsqty 80
Children’s tablesqty 8
Adult tablesqty 4
Reception desk
Floor cushionsqty 40
Coat racksqty 2

Tableware

Reusable cupsqty 80
Reusable platesqty 80
Reusable cutleryqty 80
Pouring jugsqty 6
Serving bowlsqty 8
Serving traysqty 6

Decorations

Children's bannersqty 2
Tableclothsqty 12
Paper garlandsqty 10
Name badgesqty 80

Equipment

Portable speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 3
Kitchen knivesqty 6
Cutting boardsqty 4
Serving spoonsqty 8

Activities

Children's scissorsqty 20
Glue Sticksqty 30
Colored pencilsqty 20
Markersqty 20
Paint setsqty 10
Paintbrushesqty 40
Apronsqty 20
Children’s Biblesqty 60
Worksheetsqty 80
Colored paperqty 10
Storage cratesqty 8

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Open registration early enough to process names, contact details and dietary requirements before you buy food. Send a confirmation once the final list is known, rather than relying on informal replies.
Assign volunteers to specific jobs, including reception, room supervision, snacks, music and craft support. Give each person a clear arrival time so setup does not fall to the programme leaders.
Plan the service in short sections: welcome, songs, Bible story, activity, snack and closing. Prepare the handouts and printed programme after the order is settled, so families receive accurate information.
Buy food only after registrations and dietary requirements are checked. Wash fruit and vegetables before serving, and keep cups, plates, cutlery, serving bowls and jugs ready at the refreshment point.
Set up a visible reception table with name badges before doors open. Test portable speakers, extension cords and power strips during setup, and keep children’s scissors, glue and colouring materials together in ready-to-use craft kits.

Frequently asked questions

How far in advance should I plan a children's church service?: Start planning at least 4 weeks before the service. Reserve rooms and assign volunteers first, then open registration so you have time to process numbers, collect dietary requirements and order groceries.
How many volunteers do I need for a children's church service?: Set volunteer numbers according to your church’s safeguarding rules and the number and ages of children. Assign roles at least 2 weeks ahead, with separate cover for reception, supervision, refreshments, music and crafts.
When should I prepare the children's church programme?: Choose the songs, Bible story and craft activity about 2 weeks before the service. Assemble craft kits and check all materials no later than the day before, then keep the running order with the printed programmes.
What should I set up before children arrive?: Finish the reception table, name badges, chairs, cushions, children’s tables and craft stations before arrival. Test the music and prepare refreshments at least 30 minutes beforehand so volunteers can focus on welcoming families.

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