Palm Sunday celebration checklist

A Palm Sunday celebration combines a service, a procession or palm distribution, music, children’s activities and refreshments. This checklist helps you work through the details in the right order, from scheduling officiants and ordering palm sticks to printing the service sheets and setting up the hall. Allow time for registrations, dietary requirements and accessibility checks rather than leaving them until the final day. The complete plan includes 52 tasks and 39 items to arrange.

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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

Prepare liturgy
2 people
Schedule officiants
2 people
Choose music and songs
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Determine visitor count
Reserve church hall
Order palm sticks
Prepare children's activity
2 people
Decorate palm sticks
4 people
Print the order of service
Prepare the lyrics
2 people
Do the shopping
2 people
Prepare soup
3 people
Set out pastries and bread
2 people
Chill drinks
2 people
Check accessibility
2 people
Clean the church hall
3 people
Test the equipment
2 people
Set out collection bowls

Event

Open hall
2 people
Set up chairs
4 people
Set up altar table
2 people
Set out palm sticks
2 people
Hang decorations
3 people
Connect sound and music
2 people
Prepare coffee and tea
3 people
Set up the reception table
2 people
Welcome visitors
4 people
Hand out service order
2 people
Hand out palm sticks
3 people
Lead the Palm Sunday procession
5 people
Carry out Palm Sunday celebration
6 people
Guide children's story
2 people
Handle the collection
3 people
Serve coffee and tea
4 people
Serve soup and bread
5 people
Refill drinks
2 people
Collect tableware
3 people
Support the evening program
4 people
Wave goodbye to visitors
3 people

Aftercare

Remove decorations
3 people
Clear away chairs and tables
4 people
Wash dishes
3 people
Collect waste
2 people
Clean the church hall
3 people
Switch off the equipment
2 people
Safely store collection money
2 people
Chill leftover food
2 people
Return materials
2 people
Take out the trash
2 people

What to bring

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

Furniture

Chairsqty 90
Tablesqty 10
Clothes racksqty 2
Stoolsqty 6

Tableware

Coffee cupsqty 90
Glassesqty 90
Soup bowlsqty 90
Platesqty 90
Cutlery setsqty 90
Serving spoonsqty 8
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Soup kettlesqty 3
Thermos flasksqty 8
Water jugsqty 8
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Oven mittsqty 4

Decorations

Palm sticksqty 90
Colored ribbonsqty 100
Paper flowersqty 120
Altar clothsqty 3
Flower arrangementsqty 4
Cross

Lighting

Candlesqty 24
Candlesticksqty 8

Equipment

Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Cleaning

Waste binsqty 6
Broomsqty 2
Dustpan and brushqty 2
Mopsqty 3
Cleaning bucketsqty 3

Catering

Groceries

Tips

Order palm sticks early enough to allow for delivery and count them against your expected attendance, with a small buffer for children and visitors. Keep ribbons and other decoration materials ready before the decorating session.
Prepare the order of service and song lyrics several days before the celebration, then print enough copies for the expected congregation plus a few spares. Test the microphones and stands during the same rehearsal rather than on the morning itself.
Confirm the visitor count before shopping and preparing soup. Use the number of registrations and dietary requirements to plan bowls, plates, cutlery, bread and pastries without discovering shortages after the service.
Set up chairs, the altar table, collection bowls and palm sticks before opening the hall. Leave a clear route for visitors with mobility needs and check that entrances, seating and toilets are accessible.
Chill drinks and prepare serving areas before guests arrive, while keeping soup preparation and hot equipment separate from the children’s activity. A final hall check 30 minutes before opening can catch missing cups, candles or printed sheets.

Frequently asked questions

How far in advance should I plan a Palm Sunday celebration?: Start the main planning at least 4–6 weeks before Palm Sunday. Schedule officiants, reserve the church hall, choose music and order palm sticks first; printing and food preparation can follow once registrations are clearer.
How many palm sticks should I order for Palm Sunday?: Order one palm stick per expected attendee, then add about 10% for children, visitors and damaged items. Confirm the quantity after registrations close, ideally at least 1–2 weeks before the celebration.
When should I collect dietary requirements for Palm Sunday refreshments?: Ask for dietary requirements when sending invitations or opening registrations, and set a response deadline 7–10 days before the event. Use the final count to plan soup, bread, pastries and serving equipment.
When should the church hall be set up for Palm Sunday?: Complete the main setup the day before where possible, including chairs, tables, the altar table and decorations. On the day, allow at least 60–90 minutes for equipment testing, food setup, palm sticks and the final accessibility check.

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.