Final Touches: A Comprehensive Christmas Eve Service Checklist

It’s beginning to look a lot like Christmas, and in the midst of hanging stockings, buying presents, and adding tinsel to your tree, there is an incredible opportunity on the horizon for your church. Every year, individuals and families who don’t typically attend church will pour into Christmas Eve services to hear the story of Jesus - who didn’t come as a conquering king but instead came in humility, a baby born in a manger.

This season often brings with it a mix of excitement and anxious anticipation among church staff. If you're anything like me, your days and weeks have been filled with pondering over the myriad details that need to be squared away leading up to your Christmas celebration. Do you have enough volunteers? Have all the bulletins been printed? Are your service elements complete? What about kids' church?

So, as my early Christmas gift to you, I’ve put together a comprehensive checklist to ensure that you have all your bases covered for your Christmas Eve services to make your preparation a little more ‘merry and bright.’ 

#1 Organize Your Volunteers

From the worship team to the lobby greeters, you've likely gathered a team of dedicated volunteers to bring your Christmas Eve service to life. Now is the critical moment to review your volunteer list meticulously. Ensure that all roles are adequately filled, and don't hesitate to make those extra calls if you spot any gaps. Ask yourself: Are there enough greeters to welcome new visitors in the lobby? Is the children's ministry sufficiently staffed to handle a potential surge of kids? Do you have adequate coverage for all the essential areas?

Communication with your volunteers is key at this stage. They should be clear on several details: their arrival time, their specific point of contact, any materials they need to bring, and the critical aspects of their role. Do they have access to a service run sheet? Now's the time to perfect your volunteer coordination. Make your list, check it twice, and ensure every volunteer is well-informed and empowered to help!

Volunteer Coordination Checklist:

• Finalize and review the volunteer roster.
• Identify and fill any gaps in volunteer coverage.
• Ensure adequate staffing for the lobby, children's ministry, and other key areas.
• Communicate essential details to all volunteers:

• Arrival times and check-in process.
• Points of contact for each area.
• Any materials or information they need to bring.
• Access to the service run sheet for reference.

• Reconfirm roles and responsibilities with each volunteer.

#2 ‘Deck the Halls’ of Your Lobby

I know that many churches have already decked out their lobbies with Christmas trees, garlands, and photo opps, but this is a great moment to take a walk around your lobby and place the final touches. Can anything be added? Does anything need to be fixed? 

While many churches have already decked out their lobbies with Christmas trees, garlands, and photo opportunities, now is the perfect time for a final walkthrough and add those last flourishes that make the space welcoming. Take a stroll through your lobby and view it through the eyes of a first-time visitor. Are there any additional touches that could enhance the atmosphere? Is everything in good repair, ensuring a welcoming and safe environment for all who enter? This moment of adding final touches to your lobby is an excellent opportunity to practice hospitality through these little details.

Lobby Final Touches Checklist:

• Conduct a final walkthrough of the decorated lobby.
• Assess the space from a first-time visitor's perspective.
• Identify opportunities for additional decorative elements.
• Check for any needed repairs or adjustments to existing decorations.
• Ensure all decorations are safely and securely installed.
• Consider the overall atmosphere – does it feel welcoming and festive?
• Double-check the functionality and appeal of photo opportunities.
• Confirm that the lobby’s layout facilitates smooth foot traffic.
• Evaluate the overall impact of the decorations on the church’s festive spirit.

#3 Plan for Parking

The arrival experience sets the tone for your visitors, and efficient parking can be a blessing on a busy Christmas Eve. Now is the time to ensure your parking plan is foolproof. Do you have enough space to accommodate the holiday crowd? Are your parking volunteers briefed and ready to direct traffic efficiently? Consider sending out a churchwide email with instructions for parking, and put up signs for designated parking areas, especially for visitors and those with special needs. If you have the volunteer power for it, having greeters in the parking lot to point people toward the main doors is a nice touch!

Parking Preparation Checklist:

• Review and optimize parking space availability.
• Brief parking volunteers on their roles and traffic flow management.
• Send out a churchwide email with parking instructions. 
• Install clear signage for different parking zones.
• Ensure special needs parking is accessible and well-marked.
• Prepare for a higher volume of vehicles than usual.

#4 Ensure Children’s Ministry is Equipped

When I was a little girl, our church’s Christmas Eve service felt like magic. Between the stringed instruments, the velvet Christmas dresses, and the candy canes my father would hand out to all the kids, I looked forward to this special service every year.

The beauty and mystery of the Christmas story truly come to life in the eyes of children, and this is an incredible opportunity to teach the kids in your ministry about the foundation of their faith. Ask yourself: Are there enough volunteers to ensure a safe environment for the little ones? Have you planned activities or crafts that will engage the children and bring the nativity story to life for them? If you are hosting a family service, are you handing out candy canes or other goody bags? Now is the time to go through your checklist - from safety measures to craft supplies - to guarantee that your church's youngest members will have a great Christmas Eve experience. 

Children's Ministry Preparation Checklist:

• Confirm sufficient staffing for the children's ministry.
• Plan engaging activities or crafts related to Christmas.
• Prep candy canes or goody bags if part of the plan.
• Check the safety and suitability of the children's ministry area.
• Stock up on necessary supplies and materials.

#5 Dial-In Special Service Elements 

Christmas Eve services often include unique elements that set them apart from regular services. Whether it’s a candlelight worship set, a live nativity scene, or special musical performances, ensure these elements are safe, well-planned, and rehearsed. Think through the service flow and any special service moments, such as a giving moment or a time for communion. Confirm all technical requirements, such as sound and lighting, are in order and that everyone involved knows their part to create a seamless worship service. 

Special Service Elements Checklist:

• Finalize and rehearse all special service elements.
• Check technical requirements for lighting, sound, and visuals.
• Coordinate with all participants and volunteers involved.
• Ensure seamless integration of special elements into the service flow.

#6 Think Through Post-Christmas Cleanup

Your post-Christmas cleanup may be simple, such as taking down a few trees and thoroughly cleaning. Or – if you added tinsel to nearly twenty trees and created art installations for the lobby like my church did – you may need a small army to get things back to normal for the new year. Whatever the case, think through your lobby and sanctuary cleanup, and plan ahead by asking for help from volunteers on a specific day. This will save you a lot of stress in the long run and will help you be able to enjoy Christmas with your families without worrying about how cleanup is going to get done. 

Post-Christmas Cleanup Checklist:

• Organize a volunteer team for cleanup efforts.
• Plan the dismantling and storage of decorations.
• Schedule a thorough cleaning of the church premises.
• Inventory decorations and supplies for future use.

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