Jubilee Mass and Reception Checklist

A Jubilee Mass with a reception has two linked parts: the liturgy and the gathering afterwards. This checklist takes you from confirming the church and reception space through registrations, prayer intentions, music, booklets, catering and final setup. Plan guest numbers early, because dietary requirements affect the food order and table layout. Leave time to check readings, test microphones and prepare coffee, tea and chilled drinks before guests arrive.

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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

Confirm date and location
2 people
Collect prayer intentions
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm number of guests
Reserve the church space
Reserve the reception area
Secure musicians and singers
2 people
Compile the mass booklet
2 people
Print the prayer booklets
2 people
Check the readings and prayers
2 people
Set out candles and liturgical materials
2 people
Place catering order
Check the shopping list
2 people
Do the shopping
2 people
Prepare snacks and sandwiches
4 people
Chill drinks
2 people
Prepare the coffee and tea station
2 people
Clean the reception area
2 people
Set up tables and chairs
4 people
Set up buffet tables
3 people
Lay out crockery and cutlery
2 people
Hang decorations
3 people
Test sound system
2 people
Set out the musical instruments
2 people
Set up the reception table
2 people
Check the liturgical area
2 people
Brief volunteers
2 people

Event

Welcome guests
3 people
Hand out funeral booklets
2 people
Lead the anniversary mass
4 people
Support the collection
3 people
Take group photo
2 people
Guide guests to the reception
2 people
Serve coffee and tea
4 people
Serve snacks and sandwiches
4 people
Announce speech
Give the speech
2 people
Refill drinks
2 people
Restock the buffet
2 people
Collect used dishes
3 people
Empty trash bins
2 people
See off guests
3 people

Aftercare

Clear away food and drinks
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Clean the reception area
3 people
Leave the church space tidy
2 people
Pack away the sound equipment
2 people
Dispose of waste
2 people
Return rental items
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 3
Coat racksqty 2

Tableware

Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 90
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Scissorsqty 3

Equipment

Microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 4

Decorations

Flower arrangementsqty 6
Tableclothsqty 10
Napkin holdersqty 10
Festive garlandsqty 8
Welcome sign
Name badgesqty 90

Lighting

LED light stringsqty 4
Table lampsqty 6

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Dustpan and brushqty 2

Catering

Groceries

Tips

Confirm the date, church space and reception area before sending invitations. Aim to have the guest list and dietary requirements settled at least 7 days before the event so catering quantities can be checked.
Treat the Mass booklet, prayer booklets, readings and prayers as one print job. Finish the final proof at least 5 days beforehand, then print enough copies for every registered guest plus around 10% extra.
Book musicians and singers early, and arrange a sound check before the service. Test each microphone, speaker, stand, extension cord and power strip in the actual church space rather than assuming the equipment will work.
Set up the reception in serving order: buffet tables first, then plates, cutlery, serving platters and tongs, followed by food and drinks. Chill drinks for at least 4 hours and prepare the coffee and tea station before the Mass ends.
Do not leave the welcome table and coat area until the last minute. Put out the welcome sign, name badges and coat racks before guests arrive, and check that tables, chairs, tablecloths, decorations and lighting leave clear walking routes.

Frequently asked questions

How far in advance should I plan a Jubilee Mass and reception?: Start planning at least 8 weeks before the date. Confirm the church, reception area, musicians and singers first, then send invitations once the main arrangements are secure.
When should I confirm the number of guests for a Jubilee Mass reception?: Set a registration deadline 10 to 14 days before the event. Confirm the final guest count and dietary requirements with the caterer at least 7 days before serving day.
How many copies of the Mass booklet should I print?: Print one copy for each registered guest, plus about 10% spare copies. For 80 guests, prepare approximately 88 booklets so late registrations and damaged copies are covered.
When should I prepare the reception food and drinks?: Do the shopping and check serving equipment 1 to 2 days beforehand. Prepare snacks and sandwiches on the day, chill drinks for at least 4 hours, and set up coffee, tea and water before guests enter the reception area.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.