How to organise an Alpha weekend

An Alpha weekend works best when you treat it as a small residential event rather than a single programme day. Start by fixing the date and venue, then build the registration process around room assignments, dietary requirements and emergency contacts. Once numbers are known, confirm speakers, group activities, meals and technical needs in that order. The final week is for printing, sorting materials and checking reservations; on arrival, allow time to inspect rooms before participants come in.

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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 location
2 people
2
Send invitations
2 people
3
Open the registration form
4
Process registrations
2 people
5
Collect dietary requirements
6
Register emergency contacts
7
Create room assignments
2 people
8
Print the program
9
Confirm speakers
10
Compile the music program
2 people
11
Create group assignments
2 people
12
Prepare worksheets
2 people
13
Check presentations
2 people
14
Confirm reservations
15
Check the shopping list
2 people
16
Do the shopping
3 people
17
Set up non-perishable supplies
2 people
18
Check refrigerated products
2 people
19
Print participant list
20
Sort materials by room
3 people

Event

21
Open venue
2 people
22
Check rooms
2 people
23
Set up tables and chairs
4 people
24
Set up the reception table
2 people
25
Connect the technical equipment
2 people
26
Test presentations
2 people
27
Set out coffee and tea
2 people
28
Receive participants
3 people
29
Hand out keys and information
2 people
30
Lead the introduction game
2 people
31
Prepare dinner
4 people
32
Serve dinner
4 people
33
Refill drinks
2 people
34
Prepare session room
3 people
35
Lead the alpha session
3 people
36
Guide small groups
6 people
37
Serve evening snacks
2 people
38
Wrap up the evening program
2 people
39
Prepare breakfast
4 people
40
Serve breakfast
4 people
41
Replenish the breakfast buffet
2 people
42
Guide the morning program
3 people
43
Provide coffee break
2 people
44
Guide small groups
6 people
45
Prepare lunch
4 people
46
Serve lunch
4 people
47
Guide the afternoon activity
4 people
48
Supervise outdoor games
4 people
49
Prepare dinner
4 people
50
Serve dinner
4 people
51
Lead the evening session
3 people
52
Lead the prayer session
2 people
53
Prepare Sunday breakfast
4 people
54
Serve Sunday breakfast
4 people
55
Lead the morning service
4 people
56
Guide final group discussions
6 people
57
Prepare lunch packs
3 people
58
Hand out lunch packages
2 people
59
Lead the closing program
3 people
60
Hand out feedback forms
2 people
61
Check out participants
3 people

Aftercare

62
Collect waste
3 people
63
Wash dishes
3 people
64
Clean the kitchen
3 people
65
Clean rooms
4 people
66
Put furniture back
4 people
67
Disconnect equipment
2 people
68
Chill leftover food
2 people
69
Collect lost and found items
70
Hand over keys and venue
2 people
71
Inventory materials
2 people
72
Test and store equipment
2 people
73
Return borrowed materials
2 people
74
Send thank-you message

What to bring

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

Furniture

Tablesqty 10
Chairsqty 40
Buffet tablesqty 3
Coat racksqty 2

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable mugsqty 50
Reusable glassesqty 50
Reusable cutleryqty 50
Serving plattersqty 12
Serving utensilsqty 12

Catering

Thermos flasksqty 6
Water jugsqty 8
Coolersqty 4
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2
Groceries

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2
Mixing bowlsqty 4
Serving spoonsqty 8
Kitchen tongsqty 4
Oven glovesqty 4
Aluminum foilqty 3

Equipment

Laptopsqty 2
Projector
Projection screen
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 6

Lighting

LED lightsqty 6

Decorations

Name badgesqty 45
Tableclothsqty 10
Welcome sign
Directional signsqty 8
Balloonsqty 80
Balloon ribbonqty 2
Tapeqty 4
Pensqty 50
Markersqty 12
Flipchart padsqty 4
Sticky notesqty 12
Biblesqty 40
Worksheetsqty 45

Sports equipment

Footballsqty 2
Frisbeesqty 4
Conesqty 20
Skipping ropesqty 6

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Tips

Set the date and venue before opening registration. The venue affects room assignments, catering, seating and technical setup, so do not promise places until those details are confirmed.
Close or review registrations early enough to create room and group assignments. Use the final participant list to check dietary requirements and emergency contacts rather than relying on informal messages.
Confirm speakers and presentations at least 7 days before the weekend. Check every laptop, projector, screen, speaker and microphone together at the venue, because adapters, cables and power access are easy to overlook.
Plan food in two stages: buy non-perishable supplies first, then check refrigerated products on the final day. Prepare serving platters, utensils, thermos flasks, water jugs and coolers before the first meal, not while people are waiting.
On setup day, print the programme and participant list, sort worksheets and other materials by room, and inspect each room before arranging tables and chairs. Leave a clear buffer of at least 60 minutes for reception and technical setup.

Frequently asked questions

How far in advance should I organise an Alpha weekend?: Fix the date and location at least 8 to 12 weeks ahead, especially if accommodation or several rooms are involved. Open registration once the venue, basic programme and room capacity are confirmed.
When should Alpha weekend registration close?: Close registration 10 to 14 days before the weekend if possible. That gives you time to process registrations, collect dietary requirements and emergency contacts, assign rooms and groups, and print the final participant list.
How much time is needed to set up an Alpha weekend venue?: Allow at least 2 hours before the first arrival for room checks, tables and chairs, the reception table, materials and technical equipment. Add another 60 minutes if the venue is unfamiliar or several rooms need separate setups.
When should I check the food and shopping for an Alpha weekend?: Check the shopping list 5 to 7 days beforehand and buy non-perishable supplies early. Check refrigerated products on the final day, then prepare the serving equipment and cold storage before the first meal.

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.