Welcome service checklist: what to arrange and when

A welcome service needs more than a venue and a printed program. You have to coordinate the officiant, musicians, invitations, registrations, dietary requirements, childcare, volunteers, catering and technical setup. Start with the date and program, then secure the people and venue before opening registration. In the final week, confirm the headcount, check equipment, prepare the program, shop for supplies and chill the drinks. This checklist keeps those steps in a workable order.

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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
2 people
Confirm the officiant
Confirm musicians
Reserve venue
Check permits
Design invitations
2 people
Send invitations
2 people
Open online registration form
Process registrations
Collect dietary requirements
Recruit volunteers
2 people
Arrange childcare
Book catering
Check equipment
2 people
Select songs and texts
2 people
Print the program
2 people
Share route directions
Confirm registrations
Determine the final number
Check the shopping list
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Chill drinks
2 people
Prepare program
2 people
Open venue
2 people
Inspect the hall
2 people
Set up chairs
5 people
Set up tables
4 people
Set up the reception desk
2 people
Set up stage and lectern
3 people
Connect the sound system
3 people
Test microphones
2 people
Set out the musical instruments
3 people
Prepare the lyrics
2 people
Hang up decorations
3 people
Put up welcome sign
Set up coffee station
3 people
Set up the buffet
4 people
Prepare snacks
4 people
Lay out crockery and cutlery
2 people

Event

Staff the registration desk
3 people
Welcome visitors
4 people
Hand out programs
2 people
Manage the cloakroom
2 people
Open the childcare area
3 people
Supervise the welcome desk
5 people
Provide music
5 people
Operate equipment
2 people
Register new visitors
2 people
Serve coffee and tea
4 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
3 people
Monitor dietary options
Guide guests
3 people
Supervise children's activities
3 people
Provide music during reception
2 people
Check toilets periodically
Remove waste regularly
2 people
Say goodbye to guests
3 people

Aftercare

Finish coat check
2 people
Clear away food and drinks
4 people
Wash dishes
4 people
Clear tables and chairs
5 people
Remove decorations
3 people
Dismantle the sound system
3 people
Clean the kitchen
3 people
Clean the room
4 people
Clean the restrooms
2 people
Take out the trash
2 people
Checking stock and supplies
2 people
Return borrowed materials
2 people
Lock up the venue
2 people
Send thank-you message

What to bring

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

Furniture

Chairsqty 110
Foldable tablesqty 12
Reception desk
Buffet tablesqty 4
Coat racksqty 2
Stoolsqty 8
Stage
Lectern

Tableware

Coffee cupsqty 120
Glassesqty 150
Platesqty 130
Coffee spoonsqty 120
Forksqty 130
Knivesqty 130
Serving spoonsqty 12
Serving plattersqty 16
Serving trays with lidsqty 4
Serving traysqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 2
Refrigeratorsqty 2
Coolersqty 3
Audio mixer
Speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 3
Extension cordsqty 6
Power stripsqty 6
Laptop
Projector
Projection screen

Kitchen

Water jugsqty 8
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Bread knivesqty 3
Measuring cupsqty 3
Kitchen tongsqty 6
Oven mittsqty 4
Coolersqty 4

Decorations

Welcome sign
Tablecloth setsqty 12
Flower arrangementsqty 6
Candlesqty 24
Candle holdersqty 12
Buntingqty 4
Name badgesqty 120
Pensqty 20

Lighting

LED lampsqty 8
Mood lightingqty 4
Batteriesqty 24

Cleaning

Waste binsqty 8
Mop setsqty 2
Vacuum cleaner
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the date and program before designing invitations. Confirm the officiant, musicians and venue first, because changes to any of these can affect the wording, schedule and registration form.
Open online registration as soon as the invitations go out. Allow at least 7 days before the event to process registrations, collect dietary requirements and arrange childcare or volunteer cover.
Check the room against the program, not just the guest count. You may need seating, buffet tables, a reception desk, coat racks, a lectern, microphones, speakers and safe access to power outlets.
Print the program only after songs, texts and timings are confirmed. Keep a final digital copy on the laptop and print a few extra programs for late registrations or damaged copies.
Do the final headcount several days before the service, then shop and collect fresh produce close to the event. Chill drinks in advance and open the venue early enough to set up furniture, catering and audio equipment.

Frequently asked questions

How far in advance should I send welcome service invitations?: Send invitations after the date, venue and core program are confirmed, preferably at least 3 to 4 weeks before the service. Keep registration open long enough to collect dietary requirements and childcare requests.
When should I confirm the final number of guests?: Confirm the final number about 3 to 5 days before the event. Use it to adjust catering, seating, tableware, printed programs and the number of volunteers needed.
What equipment do I need to check before a welcome service?: Check the speakers, audio mixer, wireless microphones, microphone stands, laptop and projector at least 2 days beforehand. Test extension cords and power strips in the actual room, then repeat a short sound check when the venue opens.
When should I prepare the welcome service program?: Select the songs and texts before printing, then prepare the final program in the last week. Print it once the schedule is fixed, ideally 1 to 2 days before the service, and keep a digital backup.

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.