How to organise an ecumenical service

An ecumenical service needs more coordination than a single-congregation service because several traditions, leaders and groups share the programme. Start by confirming the date, venue and officiants, then build the liturgy around the available musicians, readings, prayers and songs. Registrations, dietary requirements and accessibility affect the meal and room layout, so collect them before finalising numbers. The final week is for printing, equipment checks, signage, shopping and assigning clear volunteer roles.

Organize this event for free with Lizzt

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
Confirm officiants
2 people
3
Book musicians and choir
2 people
4
Prepare the program and liturgy
3 people
5
Select Bible verses
2 people
6
Choose songs
3 people
7
Prepare prayers and reflection
3 people
8
Collect the intercessions
2 people
9
Send invitations
2 people
10
Process registrations
2 people
11
Collect dietary requirements
2 people
12
Confirm number of participants
2 people
13
Reserve meal and catering
2 people
14
Plan the room layout
2 people
15
Check accessibility
2 people
16
Prepare children's program
3 people
17
Assign volunteers
2 people
18
Create texts and song sheets
2 people
19
Print song sheets
2 people
20
Prepare name badges
2 people
21
Make route and welcome signs
2 people
22
Check the shopping list
2 people
23
Do the shopping
3 people
24
Collect fresh produce
2 people
25
Chill drinks
2 people
26
Prepare meal
5 people
27
Prepare vegetarian portions
2 people
28
Set aside special diet meals
2 people
29
Open hall
2 people
30
Clean the hall and entrance
3 people
31
Set up chairs
4 people
32
Set up tables
4 people
33
Prepare altar table
2 people
34
Prepare liturgical materials
2 people
35
Test sound
3 people
36
Set up the musical instruments
3 people
37
Lay out song sheets and programs
2 people
38
Set up the coffee and tea station
3 people
39
Set up buffet
4 people
40
Set up the name table and reception point
2 people
41
Place welcome signs
2 people
42
Brief volunteers
3 people

Event

43
Welcome visitors
4 people
44
Hand out programs
2 people
45
Supervise children's activities
3 people
46
Assist with the ecumenical service
4 people
47
Provide musical accompaniment
5 people
48
Support the collection
2 people
49
Serve coffee and tea
4 people
50
Refill drinks
2 people
51
Host informal gathering
3 people
52
Open the buffet
2 people
53
Serve the meal
6 people
54
Serve diet meals
2 people
55
Replenish the buffet and tables
3 people
56
Collect dishes and cutlery
3 people
57
Serve coffee and tea again
3 people
58
Support the evening program
3 people
59
Handle farewell and announcements
2 people
60
Guide visitors to the exit
2 people

Aftercare

61
Collect waste
3 people
62
Wash dishes
4 people
63
Clean the kitchen
3 people
64
Clear buffet and coffee station
3 people
65
Clear away chairs and tables
4 people
66
Restore the liturgical space
2 people
67
Pack up sound equipment and instruments
3 people
68
Clean the hall and restrooms
4 people
69
Package leftover food
2 people
70
Empty and clean coolers
2 people
71
Return materials
3 people
72
Return borrowed items
2 people

What to bring

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

Furniture

Chairsqty 120
Tablesqty 15
Buffet tablesqty 4
Stoolsqty 8
Clothing rackqty 2
Waste binsqty 8

Tableware

Dinner platesqty 130
Deep platesqty 130
Dessert platesqty 130
Coffee cupsqty 100
Water glassesqty 150
Wine glassesqty 120
Knivesqty 150
Forksqty 150
Spoonsqty 150
Coffee spoonsqty 100
Serving plattersqty 18
Serving tongsqty 12
Carafesqty 15
Thermos flasksqty 8

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Music standsqty 6
Laptop
Projection screen
Projector

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 6
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 8
Measuring cupsqty 4
Serving spoonsqty 12
Baking dishesqty 8
Aluminum foilqty 4
Food storage containersqty 20

Decorations

Tableclothsqty 15
Candlesqty 40
Candlesticksqty 12
Flower arrangementsqty 8
Welcome signsqty 6
Table signsqty 15
Name badgesqty 120

Lighting

LED lampsqty 8
Mood lightingqty 6

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom and dustpanqty 3
Cleaning glovesqty 8

Catering

Groceries

Tips

Confirm the officiants and musicians before writing the final order of service. Their availability determines who leads readings, prayers, music and the reflection, and changes late in the process can affect the whole programme.
Set a deadline for registrations at least 10 days before the service. Use the final count to confirm catering, dietary requirements, seating, name badges and the number of printed song sheets.
Test the sound and projection setup in the actual room at least 3 days beforehand. Check the wireless microphones, mixer, speakers, laptop, projector, screen, extension cords and power strips together rather than separately.
Walk through the room as a guest who uses a wheelchair or has limited mobility. Check the entrance, seating, toilets, route signs and access to the meal area before assigning the final room layout.
Assign volunteers to specific time slots instead of giving them general duties. Have separate people welcome guests, guide seating, support the children's programme, manage microphones and handle the buffet and drinks.

Frequently asked questions

How long does it take to organise an ecumenical service?: Allow 6 to 8 weeks for a service involving multiple churches, musicians and a shared meal. Confirm the date, venue and officiants first; leave the final 7 days for printing, shopping and technical checks.
When should I send invitations for an ecumenical service?: Send invitations 4 to 6 weeks before the service and set the registration deadline 10 to 14 days beforehand. This gives you time to collect dietary requirements and confirm catering numbers.
How many song sheets should I print?: Print one song sheet per registered participant, plus about 10% extra for late arrivals and damaged copies. If 80 people register, prepare approximately 88 sheets.
When should I test the microphones and projector?: Do a full equipment test 2 to 3 days before the service, then repeat a short check 60 minutes before guests arrive. Test every microphone position, the music stands, slides, cables and power connections in the final room layout.

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.