How to organise a Taizé weekend

A Taizé weekend needs a clear rhythm: arrival, shared meals, prayer, silence, small groups and rest. Start with the date and programme, then secure accommodation before inviting people. Registration should cover dietary needs and emergency contacts, not just names. In the final week, prepare worship materials, assign groups, check food and test the sound equipment. This order prevents the common problems: missing room keys, unclear sleeping arrangements and a prayer service that runs without the right books or cables.

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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
Set the date and program
2 people
2
Reserve the venue and sleeping areas
2 people
3
Create registration form
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Collect emergency contacts
8
Check participant list
2 people
9
Create group assignments
2 people
10
Develop the prayer program
2 people
11
Select Bible verses
2 people
12
Select songs
3 people
13
Prepare hymn books
2 people
14
Draft silence instructions
15
Prepare welcome packs
2 people
16
Check the shopping list
2 people
17
Order groceries
2 people
18
Collect materials
3 people
19
Test equipment
2 people
20
Pick up room keys
21
Pick up groceries
2 people
22
Check fresh produce
2 people
23
Chill drinks
2 people
24
Clean rooms
3 people
25
Set up sleeping areas
4 people
26
Set up chairs and tables
4 people
27
Set up the prayer room
3 people
28
Place candles and cloths
2 people
29
Set up sound equipment
2 people
30
Test microphones
2 people
31
Set up the reception desk
2 people
32
Lay out name badges
33
Prepare coffee and tea
2 people
34
Set out fruit and bread
2 people

Event

35
Staff the registration table
2 people
36
Welcome participants
3 people
37
Assign sleeping places
2 people
38
Serve welcome drinks
2 people
39
Give the opening speech
40
Lead the introduction round
3 people
41
Lead the Bible discussion
4 people
42
Serve dinner
5 people
43
Refill drinks
2 people
44
Lead evening prayer
3 people
45
Lead the silence service
3 people
46
Serve tea and the evening snack
2 people
47
Close the prayer room
2 people
48
Prepare breakfast
3 people
49
Serve breakfast
4 people
50
Lead morning prayer
3 people
51
Facilitating group discussions
5 people
52
Prepare lunch
4 people
53
Serve lunch
5 people
54
Lead the afternoon service
3 people
55
Guide creative reflection
4 people
56
Lead closing ceremony
4 people
57
Give the closing speech
58
See participants off
3 people

Aftercare

59
Collect waste
3 people
60
Wash dishes
4 people
61
Clean the kitchen
3 people
62
Clean the room
3 people
63
Clear sleeping areas
4 people
64
Put furniture back
4 people
65
Remove decorations
2 people
66
Disconnect equipment
2 people
67
Inventory materials
2 people
68
Return borrowed items
2 people
69
Lock up the venue
2 people

What to bring

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

Furniture

Chairsqty 50
Tablesqty 8
Coat racksqty 3
Tableclothsqty 8

Tableware

Dinner platesqty 50
Bowlsqty 50
Breakfast platesqty 50
Mugsqty 50
Drinking glassesqty 50
Forksqty 50
Knivesqty 50
Spoonsqty 50
Serving spoonsqty 8
Scissorsqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Serving plattersqty 10
Serving trays with lidsqty 6
Water jugsqty 8
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 3
Bread cutting boardqty 2

Equipment

Portable speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Audio cablesqty 4
Extension cordsqty 4
Power stripsqty 4
Laptop
Projection screen
Projector
Power banksqty 4

Lighting

LED lampsqty 6
String lightsqty 3
Glass candle lanternsqty 12
Tealight holdersqty 20

Decorations

Cross
Colored clothsqty 8
Flower vasesqty 6
Name card holdersqty 50
Cork notice boardsqty 2

Catering

Coolersqty 4
Thermos bottlesqty 6
Bread basketsqty 6
Coffee filtersqty 2
Sugar bowlsqty 4
Milk jugsqty 4
Napkin holdersqty 6
Groceries

Sleeping gear

Sleeping matsqty 45
Blanketsqty 45
Cushionsqty 45
Towelsqty 45

Cleaning

Waste binsqty 6
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Washing-up bowlsqty 4
Spongesqty 12
Rubber glovesqty 6
Hand soap dispensersqty 4
Toilet brushesqty 4

Tips

Set the date and programme before sending invitations. Include arrival and departure times, meal times, prayer services, group sessions and periods of silence so participants know what the weekend will feel like.
Reserve the venue and sleeping areas before opening registration. Confirm how many beds, rooms, chairs and tables are available, and make the sleeping plan before participants arrive.
Use the registration form to collect dietary requirements and emergency contacts. Check the list once registrations close, then make group assignments early enough to share them with the welcome packs.
Prepare the prayer programme at least one week ahead. Choose the Bible verses and songs, prepare the hymn books, and write short silence instructions so every service can start without last-minute explanations.
Test portable speakers, microphones, stands, audio cables, extension cords and power strips before the weekend. On arrival, pick up the keys, clean the rooms, set up sleeping areas, check fresh produce and chill the drinks before the first guests arrive.

Frequently asked questions

How far in advance should I organise a Taizé weekend?: Set the date and reserve the venue at least 8 to 12 weeks ahead. Open registration as soon as sleeping capacity and the basic programme are confirmed.
What should a Taizé weekend programme include?: Plan at least three shared prayer services per full day, with meals, small-group time and quiet periods between them. Add clear arrival and departure times so the weekend does not become rushed.
When should I collect dietary requirements and emergency contacts?: Ask for both details on the registration form and set a response deadline at least 10 days before arrival. Check the final participant list and pass the relevant food information to the people preparing meals.
How do I prepare accommodation for a Taizé weekend?: Make the sleeping assignment 3 to 5 days before the weekend, using the confirmed participant list. Clean the rooms and set up beds before arrival, then keep a small number of spare sleeping places if the venue allows it.

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.