How to organize a Start Sunday from planning to welcome

A Start Sunday combines worship, food, children’s activities and a shared program, so the order of preparation matters. Begin with the date, church hall and program before inviting anyone. Then collect registrations, dietary requirements and volunteer availability early enough to plan catering and supervision. In the final week, focus on printed materials, sound checks, name badges, food packing and the welcome table. This approach keeps the day calm and prevents last-minute gaps.

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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
3 people
2
Reserve the church hall and grounds
3
Design invitations
2 people
4
Send invitations
2 people
5
Open registrations
6
Process registrations
2 people
7
Collect dietary requirements
8
Send the program to participants
9
Prepare liturgy and texts
2 people
10
Select music and songs
3 people
11
Confirm speakers and pastor
12
Put together the children's program
2 people
13
Assign tasks to volunteers
2 people
14
Calculate catering quantities
2 people
15
Order catering
16
Reserve tables and chairs
17
Check sound equipment
2 people
18
Create presentation and song lyrics
2 people
19
Brief the children's supervisors
2 people
20
Prepare name badges
2 people
21
Prepare the welcome table
2 people
22
Do the shopping
3 people
23
Collect fresh produce
2 people
24
Pack diet meals separately
2 people
25
Print program booklets
2 people
26
Sort name tags
27
Check rooms
2 people
28
Clean the church hall
4 people
29
Set up tables and chairs
6 people
30
Set tables
4 people
31
Set up buffet tables
3 people
32
Chill drinks
2 people
33
Set up the coffee and tea station
2 people
34
Store food chilled
2 people
35
Hang decorations
3 people
36
Set up the stage and speaking area
3 people
37
Connect sound equipment
2 people
38
Test lighting and presentation
2 people
39
Set up the children's room
3 people

Event

40
Staff the welcome desk
2 people
41
Register visitors
3 people
42
Hand out name badges
2 people
43
Guide visitors to the hall
2 people
44
Receive childcare
3 people
45
Guide the opening service
5 people
46
Accompany music and singing
4 people
47
Run the presentation
48
Supervise the children's program
5 people
49
Serve coffee and tea
4 people
50
Serve snacks
4 people
51
Approach new visitors
4 people
52
Announce program items
53
Present municipal activities
4 people
54
Facilitate discussion groups
8 people
55
Serve the buffet
6 people
56
Distribute diet meals
2 people
57
Refill drinks
3 people
58
Keep the buffet tidy
2 people
59
Restock plates and cutlery
2 people
60
Supervise the children during the meal
3 people
61
Deliver farewell speech
62
Guide visitors to the exit
2 people

Aftercare

63
Pack leftover food
3 people
64
Put refrigerated items back
2 people
65
Dismantle buffet and kitchen
4 people
66
Wash dishes and cutlery
4 people
67
Clear tables and chairs
6 people
68
Turn off the sound equipment
2 people
69
Remove decorations
3 people
70
Collect and sort waste
4 people
71
Clean halls and toilets
4 people
72
Return borrowed materials
2 people
73
Store leftover materials
2 people
74
Collect lost and found items
75
Send thank-you message to volunteers

What to bring

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

Furniture

Tablesqty 12
Chairsqty 100
Buffet tablesqty 4
Dressing room racksqty 2

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 100
Glassesqty 120
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Pitchersqty 6
Serving traysqty 8
Cutting boardsqty 6
Chef's knifeqty 4
Small bowlsqty 20
Serving plattersqty 12
Food warmersqty 6
Coolersqty 4
Food containersqty 12

Equipment

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

Decorations

Tableclothsqty 12
Buntingqty 6
Balloonsqty 100
Balloon pumpqty 2
Flower arrangementsqty 8
Chalkboardsqty 4
Name badgesqty 120
Table numbersqty 12

Lighting

Mood lightingqty 6
Battery lanternsqty 8

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Vacuum cleanerqty 2

Catering

Groceries

Tips

Set the date, program and church hall first. Send invitations only after you know the main schedule, registration deadline and whether the grounds are available.
Close registrations at least 7 days before Start Sunday. Use the final numbers to calculate catering, prepare name badges and pack diet meals separately.
Assign volunteers with specific start times, not just general duties. Brief children’s supervisors before the event and designate separate people for welcome, food and technical support.
Schedule the sound and presentation check before guests arrive. Test the wireless microphones, speakers, audio mixer, laptop and projector together, including the song lyrics and presentation.
Finish food and room setup in stages. Reserve tables and chairs early, collect fresh produce close to the event, and keep coffee equipment, serving ware and food warmers ready at the buffet.

Frequently asked questions

How far in advance should I plan a Start Sunday?: Start planning at least 6 to 8 weeks ahead. Confirm the church hall, program, speakers, pastor and children’s activities first, then allow time for invitations and registrations.
When should Start Sunday registrations close?: Close registrations about 7 days before the event. That gives you enough time to process the list, collect dietary requirements, order catering and print the right number of program booklets.
How much catering should I order for Start Sunday?: Base the order on the final registration count, then add roughly 5 to 10 percent for unexpected guests and larger portions. Keep diet meals clearly separated and labelled before the buffet opens.
When should I test the sound equipment for Start Sunday?: Do a full sound check at least 1 day before the event, and repeat a short check 60 to 90 minutes before people arrive. Test every microphone, speaker, cable, presentation slide and song lyric.

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.