Sunday service checklist: what to arrange and when

A Sunday service runs more smoothly when the practical details are settled before the doors open. This checklist covers the full run-up: confirming the date, invitations and registrations, planning the service, coordinating speakers and musicians, preparing the church, and welcoming visitors. Leave time for dietary information, childcare, printed programs and a proper microphone test. On the day, work from the service order rather than trying to remember each task as people 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 times
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm the guest speaker
Confirm musicians
Select songs and texts
2 people
Prepare the order of service
2 people
Collect announcements
Print programs
2 people
Reserve the church space
Coordinate babysitting
Check the shopping list
Do the shopping
2 people
Set out the coffee and tea set
2 people
Prepare coffee and tea
2 people
Clean the church hall
3 people
Set up chairs
3 people
Set up tables for reception
2 people
Set up the liturgical table
2 people
Test sound and microphones
2 people
Set out the musical instruments
2 people
Place programs
2 people
Set up entrance and wayfinding signs
2 people

Event

Open the doors and welcome visitors
3 people
Register attendance
2 people
Lead the Sunday service
4 people
Support the collection
2 people
Serve coffee and tea
3 people
Refill drinks
2 people
Refill snacks
2 people
Inform visitors
2 people
Supervise children's activities
2 people
Lead closing prayer
2 people
Wave goodbye to visitors
2 people

Aftercare

Collect tableware
3 people
Wash dishes
2 people
Clear the coffee corner
2 people
Put chairs and tables back
3 people
Switch off equipment
2 people
Clean the church hall
3 people
Collect and remove waste
2 people
Remove decorations and signage
2 people
Return borrowed materials
Collect lost and found items

What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Dressing tablesqty 2

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 70
Teaspoonsqty 70
Serving spoonsqty 6
Coffee potsqty 4
Teapotsqty 3
Milk jugsqty 4
Sugar bowlsqty 4

Kitchen

Serving traysqty 6
Cutting boardsqty 3
Bread knivesqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Lighting

Table lampsqty 4

Decorations

Tableclothsqty 8
Crossesqty 2
Flower arrangementsqty 4
Name badgesqty 40

Catering

Coolersqty 3
Pitchersqty 6
Pouring bottlesqty 6
Thermos flasksqty 4
Serving plattersqty 8
Bread basketsqty 4
Sugar dispensersqty 4
Water dispensersqty 2
Collection bowlsqty 2
Children's cupsqty 20
Children's platesqty 20
Groceries

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Vacuum cleaner
Cleaning glovesqty 6

Tips

Confirm the date and service times before sending invitations. Set a clear registration deadline so you can collect dietary requirements and plan seating and refreshments without last-minute changes.
Finish the order of service, song list, readings and announcements several days before Sunday. This gives the guest speaker and musicians time to check what they need and prevents programs being printed at the last minute.
Schedule the sound check before the congregation arrives, not during the final welcome preparations. Test every microphone, stand, speaker, extension cord and power strip, then keep a spare microphone available if possible.
Plan the reception for the actual number of registered guests. Set out cups, glasses, plates, teaspoons, serving spoons, coffee pots and teapots before brewing coffee and tea; arrange milk, sugar and serving trays where guests can reach them.
Reserve time for the parts people often overlook: cleaning the hall, placing wayfinding signs and programs, setting up chairs and tables, coordinating babysitting, and opening the doors early enough to welcome visitors.

Frequently asked questions

How far in advance should I plan a Sunday service?: Confirm the date, church space and main participants at least 4 weeks ahead. Send invitations and set the registration deadline early enough to process responses, dietary requirements and childcare needs before the final week.
When should the order of service be finalized?: Finalize the order of service, songs, texts and announcements at least 5 to 7 days before Sunday. Print the programs only after the guest speaker and musicians have confirmed their parts.
How early should we arrive for a Sunday service?: Allow at least 2 hours for room setup, the liturgical table, reception tables, signs and equipment. Complete the microphone and speaker test before doors open, with extra time for unexpected cable or power issues.
How much coffee and tea should I prepare for a Sunday service?: For the reception, plan around 2 cups per person if it lasts about 30 to 45 minutes, with extra hot water for tea. Use the registration count plus roughly 10% to cover visitors and second servings.

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.