Start Sunday planning checklist

A Start Sunday brings together a church service, shared meal, music, children’s activities and a full welcome programme. The easiest way to keep it manageable is to work backwards from the date and assign each part to a named person. Book the church hall and grounds early, then coordinate registrations, dietary requirements, speakers, music, catering and equipment. Leave the final days for printing, shopping, packing and briefing volunteers rather than making major decisions.

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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 program
3 people
Reserve the church hall and grounds
Design invitations
2 people
Send invitations
2 people
Open registrations
Process registrations
2 people
Collect dietary requirements
Send the program to participants
Prepare liturgy and texts
2 people
Select music and songs
3 people
Confirm speakers and pastor
Put together the children's program
2 people
Assign tasks to volunteers
2 people
Calculate catering quantities
2 people
Order catering
Reserve tables and chairs
Check sound equipment
2 people
Create presentation and song lyrics
2 people
Brief the children's supervisors
2 people
Prepare name badges
2 people
Prepare the welcome table
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Pack diet meals separately
2 people
Print program booklets
2 people
Sort name tags
Check rooms
2 people
Clean the church hall
4 people
Set up tables and chairs
6 people
Set tables
4 people
Set up buffet tables
3 people
Chill drinks
2 people
Set up the coffee and tea station
2 people
Store food chilled
2 people
Hang decorations
3 people
Set up the stage and speaking area
3 people
Connect sound equipment
2 people
Test lighting and presentation
2 people
Set up the children's room
3 people

Event

Staff the welcome desk
2 people
Register visitors
3 people
Hand out name badges
2 people
Guide visitors to the hall
2 people
Receive childcare
3 people
Guide the opening service
5 people
Accompany music and singing
4 people
Run the presentation
Supervise the children's program
5 people
Serve coffee and tea
4 people
Serve snacks
4 people
Approach new visitors
4 people
Announce program items
Present municipal activities
4 people
Facilitate discussion groups
8 people
Serve the buffet
6 people
Distribute diet meals
2 people
Refill drinks
3 people
Keep the buffet tidy
2 people
Restock plates and cutlery
2 people
Supervise the children during the meal
3 people
Deliver farewell speech
Guide visitors to the exit
2 people

Aftercare

Pack leftover food
3 people
Put refrigerated items back
2 people
Dismantle buffet and kitchen
4 people
Wash dishes and cutlery
4 people
Clear tables and chairs
6 people
Turn off the sound equipment
2 people
Remove decorations
3 people
Collect and sort waste
4 people
Clean halls and toilets
4 people
Return borrowed materials
2 people
Store leftover materials
2 people
Collect lost and found items
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 and programme first, then reserve the church hall and grounds before sending invitations. Aim to have the basic schedule ready at least 8 weeks before Start Sunday so registrations can open with clear information.
Close or review registrations 10–14 days before the event. Use the final numbers to calculate catering, prepare name badges, separate diet meals and send the programme to participants.
Confirm the pastor, speakers, music and children’s supervisors no later than 2 weeks beforehand. Send them the running order, texts, song lyrics and presentation details so last-minute changes do not affect the service.
Build the room plan around the buffet, welcome table, children’s programme and presentation. Check tables, chairs, microphones, speakers, mixer, laptop and projector at least 7 days ahead, then test the sound and slides on site if possible.
Shop for fresh produce close to the event, but collect shelf-stable items earlier. Pack plates, cups, cutlery, serving equipment, coffee machines, kettles, thermos flasks, coolers and food containers by area so volunteers can set up without searching.

Frequently asked questions

How far in advance should I start planning Start Sunday?: Start the main planning 8–12 weeks before the date. Reserve the church hall and grounds first, then open registrations once the programme and practical information are clear.
When should Start Sunday registrations close?: Close registrations or set a final review date 10–14 days before the event. That gives you time to calculate food quantities, collect dietary requirements and prepare name badges and diet meals.
When should I confirm speakers and the pastor for Start Sunday?: Confirm them at least 2 weeks before Start Sunday. Send the programme, liturgy, texts and speaking times together, and schedule a final check of any presentation or song lyrics during the last week.
How early should I test the sound equipment and projector?: Check the microphones, stands, speakers, audio mixer, laptop and projector at least 7 days beforehand. Test the complete setup on site before the event, and keep a short sound check on the final setup schedule.

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.