How to organise a First Communion service

Start with the church date, then build the rest of the First Communion service around the number of communicants and the available parish hall. Registrations, invitations and dietary details determine your final catering count, while rehearsals keep readings, prayers and music on track. In the final days, prepare the service booklets, check clothing and arrange the church entrance, pews and altar table. Leave the reception setup until the practical details are confirmed.

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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
Confirm the date with the church
2 people
2
Reserve the parish hall
3
Register communicants
2 people
4
Draft invitations
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Compile the service booklets
3 people
9
Print the prayer booklets
2 people
10
Brief communicants
2 people
11
Practice readings and prayers
4 people
12
Practice the music and singing
5 people
13
Plan the photo moment
2 people
14
Finalize catering count
2 people
15
Do the shopping
3 people
16
Chill drinks
2 people
17
Pick up cake and pastries
2 people
18
Set out tableware and linen
2 people
19
Prepare name badges
2 people
20
Check church pews and entrance
2 people
21
Place floral arrangements
2 people
22
Prepare the altar table
2 people
23
Place missals
2 people
24
Welcome communicants
3 people
25
Carry out the final clothing check
2 people
26
Open and ventilate the room
2 people
27
Set up tables and chairs
4 people
28
Set up the buffet and drinks table
3 people
29
Prepare coffee and tea
2 people

Event

30
Welcome guests
4 people
31
Lead First Communion service
6 people
32
Guide communicants
3 people
33
Take group photo
3 people
34
Guide guests to the hall
2 people
35
Serve aperitifs and snacks
4 people
36
Refill drinks
2 people
37
Set up the buffet
4 people
38
Serve the buffet and dessert
5 people
39
Cut the cake
2 people
40
Refill coffee and tea
2 people
41
See guests off
2 people

Aftercare

42
Collect waste
3 people
43
Wash dishes
3 people
44
Clear tables and chairs
4 people
45
Clean the room
3 people
46
Clear the church space
2 people
47
Pack leftover food
2 people
48
Remove decorations
2 people
49
Return materials
2 people
50
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 before sending invitations, then reserve the parish hall for the full service and reception schedule. A date change affects registrations, rehearsals, catering and printed booklets.
Set a registration deadline early enough to process names and dietary requirements before you finalize the catering count. Use that final number for food, drinks, name badges and seating rather than relying on invitation estimates.
Prepare the prayer or service booklets in two stages: compile the content first, then print only after readings, prayers and music have been practiced and approved. Keep a few spare copies at the entrance.
Schedule a rehearsal for communicants and a separate practice for readings, prayers, music and singing. A short final clothing check on the day catches missing items before the welcome begins.
Set up the church before guests arrive: check the pews and entrance, place missals and floral arrangements, and prepare the altar table. At the reception, allow time for tables, linen, tableware, chilled drinks, cake and pastries to be put out.

Frequently asked questions

When should I send First Communion invitations?: Send them after the church date, hall booking and initial communicant list are confirmed. Set the RSVP deadline at least 3 to 4 weeks before the service so registrations and dietary requirements can be processed before catering is finalized.
How many weeks before First Communion should we start rehearsals?: Begin readings, prayers and music practice about 3 to 4 weeks before the service. Hold a final rehearsal during the last week, while keeping the clothing check and arrival briefing for the event day.
When should I finalize the catering for a First Communion reception?: Finalize the catering count after the RSVP deadline and dietary information have been checked, usually 7 to 10 days before the service. Buy non-perishable supplies first and collect the cake and pastries close to the reception.
What should be prepared at the church before the First Communion service?: Before guests arrive, check the entrance and pews, place missals, arrange the altar table and position the floral arrangements. Finish this setup at least 30 to 45 minutes before the welcome so there is time for a final clothing check.

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