Together in Connection service checklist

A Together in Connection service needs more than a theme and a speaker. You also need a workable programme, confirmed music, printed texts, volunteers, catering quantities, and a room that is ready before people arrive. Use this checklist to move from planning to setup in the right order. Pay particular attention to registrations, dietary requirements, microphones, name badges, and the reception table—these are easy to leave until the last minute.

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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

Define the theme and program
2 people
Reserve venue
Confirm the leader or speaker
Arrange musical accompaniment
Design invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Collect liturgy and texts
2 people
Print the program
2 people
Select music and songs
2 people
Assign volunteers for reception
Assign catering volunteers
Check equipment and connections
2 people
Prepare name badges
2 people
Confirm catering quantities
Check the shopping list
2 people
Do the shopping
2 people
Collect fresh produce
2 people
Check the space and toilets
2 people
Set up chairs
4 people
Set up tables
3 people
Set up the reception table
2 people
Hang decorations
3 people
Set up sound and microphones
2 people
Set out the musical instruments
2 people
Prepare coffee and tea
3 people
Prepare snacks and sandwiches
4 people
Chill drinks
2 people
Prepare the program and songbooks
2 people
Carry out the final technical test
2 people

Event

Welcome guests
4 people
Distribute program
2 people
Assist with themed service
4 people
Provide musical performances
3 people
Serve coffee and tea
3 people
Serve snacks and sandwiches
3 people
Refill drinks
2 people
Serve dietary meals separately
2 people
Support the evening program
3 people
Serve dessert and coffee
3 people
Guide departures and the exit
3 people

Aftercare

Collect food and waste
3 people
Wash dishes
3 people
Put furniture back
4 people
Remove decorations
3 people
Switch off and store equipment
2 people
Clean the room
4 people
Clean the restrooms
2 people
Take out the trash
2 people
Return borrowed items
2 people
Distribute leftover food
2 people

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Tableclothsqty 8
Changing room rack

Tableware

Coffee cupsqty 60
Glassesqty 80
Platesqty 80
Dessert platesqty 60
Knivesqty 70
Forksqty 70
Spoonsqty 70
Serving spoonsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Kitchen knivesqty 4
Serving plattersqty 8
Serving traysqty 6
Coolersqty 3

Equipment

Portable speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 4
Music standsqty 4

Decorations

Themed clothsqty 4
Candlesqty 30
Candle holdersqty 15
Flower arrangementsqty 6
Name badgesqty 60
Table numbersqty 8

Lighting

LED string lightsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 6
Vacuum cleaner
Broom and dustpanqty 2

Catering

Groceries

Tips

Confirm the leader, speaker, and musical accompaniment before sending invitations. Their availability affects the programme, printed texts, song choices, and the timing of the service.
Close registrations early enough to use the final numbers for catering and seating. Collect dietary requirements at the same time, then confirm quantities before shopping and collecting fresh produce.
Print the programme before the event day and keep spare copies at the reception table. Check that the liturgy, readings, and song texts match the final version.
Test microphones, portable speakers, stands, extension cords, and power strips in the actual room at least one day beforehand. A sound check during setup leaves little time to solve connection problems.
Assign separate volunteers for reception and catering, and give them arrival times rather than only job titles. Prepare name badges, coffee equipment, tableware, serving trays, and coolers before guests enter.

Frequently asked questions

How far in advance should I organise a Together in Connection service?: Start at least 6 to 8 weeks ahead so you can reserve the venue, confirm the leader or speaker, arrange music, and send invitations. Close registrations several days before the service so catering and seating can be finalised.
When should I send invitations for a Together in Connection service?: Send invitations about 4 to 6 weeks before the service. Set a registration deadline around 7 days before the event, leaving time to collect dietary requirements and confirm catering quantities.
How many printed programmes should I prepare?: Print one programme for each registered attendee, plus 10% extra copies. For 60 registrations, prepare about 66 programmes so late arrivals, volunteers, or damaged copies are covered.
When should I test the microphones and sound equipment?: Do a full equipment and connection test at least 24 hours before the service, then repeat a short sound check during setup. Test every microphone, speaker, stand, extension cord, and power strip in its intended position.

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