How to organise a Sunday service

Start by fixing the service date, opening time and expected attendance. Then confirm the guest speaker, musicians and any childcare before sending invitations and collecting registrations or dietary requirements. Build the order of service early enough to select songs, texts and announcements, then use the final week for printing and practical checks. On the day, set up the room, test every microphone, prepare refreshments and open the doors before guests 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
Confirm date and times
2
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Confirm the guest speaker
6
Confirm musicians
7
Select songs and texts
2 people
8
Prepare the order of service
2 people
9
Collect announcements
10
Print programs
2 people
11
Reserve the church space
12
Coordinate babysitting
13
Check the shopping list
14
Do the shopping
2 people
15
Set out the coffee and tea set
2 people
16
Prepare coffee and tea
2 people
17
Clean the church hall
3 people
18
Set up chairs
3 people
19
Set up tables for reception
2 people
20
Set up the liturgical table
2 people
21
Test sound and microphones
2 people
22
Set out the musical instruments
2 people
23
Place programs
2 people
24
Set up entrance and wayfinding signs
2 people

Event

25
Open the doors and welcome visitors
3 people
26
Register attendance
2 people
27
Lead the Sunday service
4 people
28
Support the collection
2 people
29
Serve coffee and tea
3 people
30
Refill drinks
2 people
31
Refill snacks
2 people
32
Inform visitors
2 people
33
Supervise children's activities
2 people
34
Lead closing prayer
2 people
35
Wave goodbye to visitors
2 people

Aftercare

36
Collect tableware
3 people
37
Wash dishes
2 people
38
Clear the coffee corner
2 people
39
Put chairs and tables back
3 people
40
Switch off equipment
2 people
41
Clean the church hall
3 people
42
Collect and remove waste
2 people
43
Remove decorations and signage
2 people
44
Return borrowed materials
45
Collect lost and found items

What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Dressing tablesqty 2

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 70
Teaspoonsqty 70
Serving spoonsqty 6
Coffee potsqty 4
Teapotsqty 3
Milk jugsqty 4
Sugar bowlsqty 4

Kitchen

Serving traysqty 6
Cutting boardsqty 3
Bread knivesqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Lighting

Table lampsqty 4

Decorations

Tableclothsqty 8
Crossesqty 2
Flower arrangementsqty 4
Name badgesqty 40

Catering

Coolersqty 3
Pitchersqty 6
Pouring bottlesqty 6
Thermos flasksqty 4
Serving plattersqty 8
Bread basketsqty 4
Sugar dispensersqty 4
Water dispensersqty 2
Collection bowlsqty 2
Children's cupsqty 20
Children's platesqty 20
Groceries

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Vacuum cleaner
Cleaning glovesqty 6

Tips

Confirm the speaker and musicians before you publish the programme. Ask for song choices, texts and technical requirements at least two weeks ahead so the order of service does not change at the last minute.
Close registrations and dietary requests several days before the service. This gives you time to adjust refreshments, name badges, seating and any reception supplies instead of estimating on the morning itself.
Print the programmes only after announcements, readings and song numbers are final. Keep a small spare stack at the entrance; visitors often take one, and late changes are harder to explain verbally.
Schedule room setup before the doors open, not during arrival. Allow at least 60 minutes to arrange chairs, prepare the liturgical table and reception tables, place signs and check that extension cords and power strips are safe.
Run the sound check with the actual microphones, stands and speakers at least 30 minutes before the service. Test each person who will speak or sing, because a working microphone does not guarantee usable volume from every position.

Frequently asked questions

How far in advance should I plan a Sunday service?: Fix the date and reserve the church space at least four to six weeks ahead. Confirm the speaker, musicians and childcare within the following week, then send invitations once the main programme is stable.
When should I send invitations for a Sunday service?: Send them two to three weeks before the service. Set a registration deadline about five days beforehand so you can collect dietary requirements and estimate seating and refreshments.
How many chairs and coffee cups do I need for a Sunday service?: Prepare one chair and one coffee cup per expected guest, plus around 10% extra for visitors and replacements. For 80 expected guests, that means about 88 chairs and cups, unless children or a separate seating plan changes the count.
How early should volunteers arrive for a Sunday service?: Have the setup team arrive at least 60 minutes before the doors open. The welcome team should be ready 20 to 30 minutes beforehand, with signs, programmes and refreshments already in place.

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