How to organise a Together in Connection event

A Together in Connection event combines a shared programme with music, texts, hospitality and time for conversation. Start by fixing the theme, programme and venue before arranging invitations or catering. Then confirm the leader or speaker, musical accompaniment and the texts needed for the programme. Registrations and dietary requirements determine the final catering quantities, while the last days are mainly for printing, shopping, room setup and testing the sound system.

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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
Define the theme and program
2 people
2
Reserve venue
3
Confirm the leader or speaker
4
Arrange musical accompaniment
5
Design invitations
2 people
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Collect liturgy and texts
2 people
10
Print the program
2 people
11
Select music and songs
2 people
12
Assign volunteers for reception
13
Assign catering volunteers
14
Check equipment and connections
2 people
15
Prepare name badges
2 people
16
Confirm catering quantities
17
Check the shopping list
2 people
18
Do the shopping
2 people
19
Collect fresh produce
2 people
20
Check the space and toilets
2 people
21
Set up chairs
4 people
22
Set up tables
3 people
23
Set up the reception table
2 people
24
Hang decorations
3 people
25
Set up sound and microphones
2 people
26
Set out the musical instruments
2 people
27
Prepare coffee and tea
3 people
28
Prepare snacks and sandwiches
4 people
29
Chill drinks
2 people
30
Prepare the program and songbooks
2 people
31
Carry out the final technical test
2 people

Event

32
Welcome guests
4 people
33
Distribute program
2 people
34
Assist with themed service
4 people
35
Provide musical performances
3 people
36
Serve coffee and tea
3 people
37
Serve snacks and sandwiches
3 people
38
Refill drinks
2 people
39
Serve dietary meals separately
2 people
40
Support the evening program
3 people
41
Serve dessert and coffee
3 people
42
Guide departures and the exit
3 people

Aftercare

43
Collect food and waste
3 people
44
Wash dishes
3 people
45
Put furniture back
4 people
46
Remove decorations
3 people
47
Switch off and store equipment
2 people
48
Clean the room
4 people
49
Clean the restrooms
2 people
50
Take out the trash
2 people
51
Return borrowed items
2 people
52
Distribute leftover food
2 people

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Tableclothsqty 8
Changing room rack

Tableware

Coffee cupsqty 60
Glassesqty 80
Platesqty 80
Dessert platesqty 60
Knivesqty 70
Forksqty 70
Spoonsqty 70
Serving spoonsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Kitchen knivesqty 4
Serving plattersqty 8
Serving traysqty 6
Coolersqty 3

Equipment

Portable speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 4
Music standsqty 4

Decorations

Themed clothsqty 4
Candlesqty 30
Candle holdersqty 15
Flower arrangementsqty 6
Name badgesqty 60
Table numbersqty 8

Lighting

LED string lightsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 6
Vacuum cleaner
Broom and dustpanqty 2

Catering

Groceries

Tips

Set the programme before sending invitations. Confirm the leader or speaker, musical accompaniment, selected songs and required texts first, so the invitation can include an accurate schedule.
Close registrations before confirming catering quantities. Use the final registration list to record dietary requirements and check that plates, glasses, cups and serving equipment match the expected attendance.
Treat the sound check as a separate job, not a quick setup task. Test the portable speakers, wireless microphones, microphone stands, extension cords and power strips in the room before guests arrive.
Prepare the reception table and name badges before the first arrival. Assign reception volunteers in advance, and keep the registration list and badges together so check-in does not delay the opening programme.
Finish the room layout before decorating. Check the space and toilets, place chairs and tables, then add tablecloths, themed cloths, candles, candle holders and flowers without blocking walkways or access to the microphones.

Frequently asked questions

When should I send invitations for a Together in Connection event?: Send them after the theme, programme, venue and main contributors are confirmed. Aim for at least 3 to 4 weeks before the event, leaving enough time to process registrations and collect dietary requirements.
When should I confirm catering quantities?: Set a registration deadline about 7 days before the event, then confirm quantities from the final attendee list. This gives you time to check the shopping list, buy supplies and collect fresh produce close to the event.
How early should the room and sound equipment be set up?: Allow at least 2 hours before guests arrive for chairs, tables, reception, catering and decorations. Test speakers and microphones during that setup period, rather than discovering connection or power problems at the start.
What do organisers often forget for this type of event?: They often confirm food but forget dietary requirements, serving equipment or the final programme printout. Check these items 3 to 7 days beforehand, and keep spare time on the event day for missing connections or last-minute room changes.

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.