Word Service checklist: what to arrange and when

A word service needs more than a printed liturgy and a few chairs. You need to confirm the date and location, build the programme, assign the officiant and readers, arrange music, and keep registrations and dietary requirements up to date. This checklist also covers the details that are often left until the last day: proofing the texts, preparing signs, checking sanitary facilities, testing the microphone and setting up the reception. Work through the plan in order so helpers know what to do and nothing essential is missing.

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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 location
2 people
Draw up the liturgical program
2 people
Assign the officiant and readers
2 people
Arrange musical accompaniment
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm reservation
Select songs and readings
2 people
Make a proof print of the liturgy
Check the content of the texts
2 people
Print liturgies
2 people
Create name and welcome sign
Check the shopping list
2 people
Do the shopping
2 people
Store drinks and non-perishables
2 people
Purchase fresh food
2 people
Review registrations and dietary requirements
Inform readers and helpers
Check the space and sanitary facilities
2 people
Set up chairs
3 people
Set up tables for reception
2 people
Set up the pastor’s table
2 people
Prepare Bibles and liturgies
2 people
Set up the reception table
2 people
Prepare coffee and tea
2 people
Chill drinks
Check the sound level
2 people
Brief readers briefly
2 people

Event

Welcome visitors
3 people
Distribute program
2 people
Lead the Word service
2 people
Handle the scripture readings
2 people
Provide musical performances
3 people
Serve coffee and tea
3 people
Serve snacks
2 people
Refill drinks
2 people
Collect tableware
2 people
Inform visitors about departure
2 people

Aftercare

Pack leftovers safely
2 people
Clear tables and chairs
3 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
3 people
Clean the restrooms
2 people
Put materials back
2 people
Return borrowed items
2 people
Clear away leftover printed materials

What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Lectern
Tableclothsqty 8

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 70
Pastry forksqty 70
Teaspoonsqty 70

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Kettlesqty 2
Serving traysqty 6
Bowlsqty 8
Scissorsqty 2
Bottle openersqty 3

Equipment

Wireless microphoneqty 2
Microphone standqty 2
Speakersqty 2
Extension cordsqty 3
Power stripsqty 3

Lighting

LED lampsqty 4

Decorations

Flower arrangementsqty 3
Candlesqty 6
Candle holdersqty 6
Welcome sign
Arrow signsqty 6

Catering

Biblesqty 10
Music bookletsqty 10
Notepadsqty 10
Groceries

Cleaning

Waste binsqty 6
Waste binsqty 2
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Dustpan and brushqty 2
Dish brushesqty 3

Tips

Confirm the date and location before sending invitations. Once registrations start, record dietary requirements immediately and use the final list to confirm the reservation and plan the reception food.
Prepare the liturgical programme early enough to allow one proof print. Check every text, song, reading and name before printing the final liturgies; last-minute corrections are difficult once 50 copies are stacked.
Tell readers, the officiant and other helpers exactly when they are needed. Give them the final texts, readings and music details before the service rather than handing out unfamiliar material at the lectern.
Check the room and sanitary facilities before setting up. Test the wireless microphone, speakers, microphone stand, extension cords and power strips, and make sure the lectern and pastor’s table are placed where people can use them comfortably.
Separate early purchases from fresh food. Store drinks and non-perishables in advance, then buy fresh food close to the event and review registrations and dietary requirements once more before serving.

Frequently asked questions

How far in advance should I send word service invitations?: Send invitations as soon as the date, location and basic programme are confirmed, ideally at least 4 to 6 weeks before the service. Set a clear registration deadline so you have time to confirm numbers, dietary requirements and the reservation.
When should I print the liturgies for a word service?: Make a proof print after the programme, songs and readings are final, then check all names and texts before printing the full batch. Finish the final print at least 2 to 3 days before the service so you can still correct or replace copies.
How many helpers do I need for a word service?: Plan separate people for the officiant, readers, musical accompaniment, reception setup and practical checks; one person can cover more than one role only if the timings do not overlap. Confirm every role at least 1 week beforehand and give readers their texts in advance.
When should I set up the room for a word service?: Set up chairs, tables, the pastor’s table, signs and reception items on the day before when access allows, or start at least 2 hours before the service. Test the sound equipment and prepare the Bibles and liturgies before guests arrive.

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