Via Dolorosa planning checklist

A Via Dolorosa needs more than a route and a programme. You need to coordinate registrations, dietary requirements, readers, guides, prayer booklets, music, rest stops and the hall setup. This checklist puts the work in a practical order, from checking permits and the weather to testing the microphone and preparing coffee. Use it to keep the procession, reflection moments and hospitality running smoothly without leaving small but essential details until the last hour.

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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

Send invitations
2 people
Process registrations
Collect dietary requirements
Print participant list
Check the route and rest stops
2 people
Check route permit
Check the weather forecast
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Set out prayer booklets
2 people
Check read-aloud texts
2 people
Select music and songs
2 people
Assign readers and guides
2 people
Exchange contact details
Pick up venue keys
Inspect the hall and entrance
2 people
Set up tables
3 people
Set up chairs
3 people
Set up cross and altar table
3 people
Mark rest stops
3 people
Place route signs
2 people
Set up candles and lighting
2 people
Test sound equipment
2 people
Set up coffee station
3 people
Set out dishes and cups
2 people
Set out snacks and fruit
3 people
Set up the reception desk
2 people
Brief chaperones
2 people

Event

Receive participants
4 people
Explain the program
Lead the Stations of the Cross
6 people
Do readings
4 people
Accompany the music
3 people
Guide the route safely
4 people
Watch over the candles
2 people
Serve coffee and tea
3 people
Refill drinks
2 people
Hand out snacks
3 people
Answer participants' questions
2 people
Lead evening prayer
4 people
See participants off
3 people

Aftercare

Collect tableware
3 people
Collect waste
3 people
Remove decorations
3 people
Clear the cross and altar
3 people
Clear tables and chairs
4 people
Remove directional signs
2 people
Wash dishes
3 people
Clean the hall and kitchen
3 people
Pack away the sound equipment
2 people
Check materials
2 people
Lock up the venue
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Chairsqty 90
Foldable tablesqty 8
Reception desk
Coat racksqty 2
Tableclothsqty 8
Cross base

Tableware

Coffee cupsqty 90
Drinking glassesqty 90
Platesqty 90
Cutlery setsqty 90
Serving traysqty 6
Pouring jugsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Portable speaker
Microphone
Extension cordsqty 4
Power stripsqty 4

Kitchen

Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 4
Serving spoonsqty 4

Decorations

Station signsqty 14
Prayer bookletsqty 90
Program cardsqty 90
Name stickersqty 100
Altar cloth
Candle holdersqty 14

Lighting

LED lanternsqty 14
LED string lightsqty 4

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mopsqty 2
Bucketsqty 2
Reusable cleaning clothsqty 12

Catering

Groceries

Tips

Check the route, rest stops and any permit at least 7 days before the event. Mark each stop clearly and prepare route signs before participants arrive.
Close registrations 3 to 5 days in advance so you can print the participant list, collect dietary requirements and prepare name stickers without guessing attendance.
Assign readers and guides at least 3 days before the Via Dolorosa, then exchange phone numbers. Do not wait until the opening, when people are already finding their places.
Prepare prayer booklets, programme cards, read-aloud texts and music in separate, labelled sets. Place the booklets and altar materials before the first participants enter the hall.
Test the portable speaker, microphone, extension cords and power strips at least 60 minutes before the start. Set up the coffee station with cups, glasses, serving items and chilled drinks before the route begins.

Frequently asked questions

How far in advance should I organise a Via Dolorosa?: Start planning at least 3 to 4 weeks ahead. Confirm the route and permit 7 days before, and finish registrations and dietary information 3 to 5 days before the event.
When should I check the Via Dolorosa route and weather?: Check the route, rest stops and permit 7 days before the event, then check the weather forecast again 24 hours before departure. Make any final changes to signs and guidance before setup day.
How many readers and guides do I need for a Via Dolorosa?: Assign at least 1 guide for the route and 1 reader for each planned reading, with replacements where possible. Confirm names and exchange contact details no later than 3 days before the event.
When should the hall be set up for a Via Dolorosa?: Allow at least 2 hours for the hall setup. Put out chairs and tables, prepare the cross and altar table, place candles and lighting, arrange the coffee station, and test the sound equipment at least 60 minutes before participants arrive.

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