Opening service checklist: organise everything in the right order

An opening service combines a church service with a reception, so several details need to line up on the same day. Start with the date, liturgy, officiant and venues before sending invitations. Then track registrations, dietary requirements, music, readings, catering and speeches. In the final week, test the microphones, speakers, mixer, laptop and projector, and confirm who is responsible for each part of the welcome and setup.

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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

Set the date and liturgy
2 people
Confirm the officiant and guests
Reserve church hall
Reserve the reception area
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Coordinate the program
3 people
Select songs and texts
2 people
Print liturgy
Assemble the welcome team
Create churchwarden instructions
Book catering
Confirm musicians
Test the equipment
2 people
Collect speeches
Arrange the guest table
2 people
Distribute parking information
Check the shopping list
2 people
Do the shopping
2 people
Sort liturgies
2 people
Set out clothing and materials
2 people
Clean the church hall
3 people
Set up chairs
4 people
Set up tables
3 people
Set up the pulpit and liturgy table
2 people
Place floral arrangements
2 people
Hang up decorations
3 people
Set up the sound system
2 people
Test microphones
2 people
Set out the musical instruments
2 people
Lay out liturgies
3 people
Set up the reception table
2 people
Prepare coffee and tea
3 people
Set up catering
3 people
Brief the welcome team
2 people

Event

Receive the Officiant
Welcome musicians
Welcome visitors
4 people
Distribute program
3 people
Open the doors
2 people
Lead the processional service
5 people
Accompany music and singing
4 people
Operate equipment
2 people
Guide guests to the reception
3 people
Pour drinks
4 people
Serve snacks
4 people
Refill drinks
2 people
Refill coffee and tea
2 people
Check dietary requirements
Host the guestbook
Say goodbye to guests
3 people

Aftercare

Collect tableware
3 people
Collect waste
3 people
Clear away food and drinks
2 people
Dismantle furniture
4 people
Remove decorations
3 people
Tear down audio equipment
2 people
Wash dishes
3 people
Clean the church hall
4 people
Clean the restrooms
2 people
Return materials
2 people
Return rental items
2 people
Collect lost and found items
Store leftovers
2 people

What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 12
Tableclothsqty 12
Coat racksqty 2
Changing room screensqty 2

Tableware

Coffee cupsqty 160
Small platesqty 160
Glassesqty 180
Platesqty 180
Pastry forksqty 180
Coffee spoonsqty 160
Serving traysqty 12
Water jugsqty 12

Decorations

Flower arrangementsqty 10
Table décorqty 12
Welcome sign
Guest book
Pensqty 6
Name badgesqty 180
Ribbonsqty 4

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Portable music standsqty 6
Laptop
Projector
Projection screen
Spare batteriesqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 4
Serving spoonsqty 8
Serving tongsqty 8
Cutting boardsqty 3
Kitchen knivesqty 4
Oven mittsqty 2
Ice packsqty 12

Cleaning

Waste binsqty 8
Vacuum cleaner
Mop setqty 2
Cleaning bucketsqty 3
Cleaning clothsqty 20
Hand broomsqty 3
Toilet brushesqty 4
Hand soap dispensersqty 4

Lighting

Standing lampsqty 4
Mood lightingqty 4

Catering

Groceries

Tips

Confirm the church hall and reception area before invitations go out. You need both spaces fixed before you can give guests reliable arrival, parking and reception information.
Set a firm deadline for registrations and dietary requirements, ideally 7–10 days before the service. Give the caterer the final guest count and menu requirements together, rather than sending updates piecemeal.
Treat the liturgy as a production document: finalise songs and texts, print the required copies, and sort them in order before the day. Prepare a few extra copies for late changes or misplaced papers.
Test all presentation and sound equipment at the actual venue, not just at home. Check the wireless microphones, stands, speakers, mixer, extension cords, power strips, laptop, projector and screen at least 2–3 days beforehand.
Make the setup sequence visible to the welcome team and churchwardens. Chairs, tables, tablecloths, coat racks, signage, the guest book and name badges should be assigned to specific people so they are not left until guests arrive.

Frequently asked questions

How far in advance should I send opening service invitations?: Send invitations once the date, liturgy, officiant and venues are confirmed, usually 6–8 weeks before the service. Set the registration deadline 7–10 days before the event so catering and seating can be finalised.
When should I confirm the catering numbers for an opening service?: Collect registrations and dietary requirements until 7–10 days before the service. Confirm the final number and dietary information with the caterer no later than 5 days beforehand.
How early should we test the sound and projection equipment?: Test the wireless microphones, speakers, mixer, laptop, projector and screen 2–3 days before the service. Do a short on-site rehearsal again on the day, before guests arrive.
When should the church hall and reception area be set up?: Complete the main cleaning and furniture setup on the day before, if access allows. Finish chairs, tables, table décor, welcome signage and guest-book materials at least 60 minutes before the first guests arrive.

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.