Preparation Timeline for Lent Event

Download a printable checklist.

Walk with us step-by-step to reach the conclusion of your event without missing a beat.

As soon as you have set a date for your intergenerational parish event:

• Share your plans with the parish staff to avoid scheduling conflicts or duplicate programs.
• Reserve the required spaces/rooms on the parish calendar.
• Contact maintenance personnel for setup and cleanup (such as unlocking and locking outside doors and positioning chairs and tables).
• Recruit volunteers.

For general organization and setup, you will need

• one or two people to organize and oversee the event.
• one or two people to take pictures at the event.
• a suitable number of people to assist in setup and cleanup.

For the Prayer Service, you will need

• volunteers to gather materials and prepare a sacred space.
• one person to lead the prayer service.
• seven readers.
• musicians and any other artists who would like to contribute their gifts.

For the Presentation and Take-Home Kits, you will need

• one person to lead the presentation.
• volunteers to create the posters, prayer chain, and fasting board.
• helpers to act out the Scripture Story (optional).
• one or two people to prepare the Take-Home Kits.

For the Fasting Cup Activity Center, you will need

• volunteers to collect and coordinate materials before the event.
• two or more people to set up and assist participants at the event.

For the Almsgiving Box Activity Center, you will need

• volunteers to collect and coordinate materials before the event.
• two or more people to set up and assist participants at the event.

For the Prayer Chain Activity Center, you will need

• volunteers to collect and coordinate materials before the event.
• two or more people to set up and assist participants at the event.

For the Family Cross Activity Center, you will need

• volunteers to collect and coordinate materials before the event.
• two or more people to set up and assist participants at the event.

For the Prayer Banner Activity Center, you will need

• volunteers to collect and coordinate materials before the event.
• two or more people to set up and assist participants at the event.

For the Bible Bookmark Activity Center, you will need

• volunteers to collect and coordinate materials before the event.
• two or more people to set up and assist participants at the event.

For the Hot Cross Buns Activity Center, you will need

• volunteer(s) to purchase or make hot cross buns.
• two or more people to set up and manage the refreshments at the event.

Arrange to meet with volunteers to explain their responsibilities.

In the weeks leading up to the event:

• Contact the people responsible for your parish mailings to ensure that notice of the event and the invitation to participate are sent to families.
• Prepare fliers (Word doc or PDF) advertising the event for distribution throughout the parish—on paper or by e-mail and through the parish Web site. Be sure to include a due date for RSVPs.
• Submit an announcement for inclusion in the parish bulletin.
• Send a flier and a copy of your bulletin to local newspapers as well. They may wish to include the information in their community calendars and may even write an article on or take photos of the event.
• Prepare a list of local charities at which participants can find almsgiving opportunities. This list may be used as part of the Almsgiving Box Activity Center or included in the Take-Home Kit.
• Download the handouts and resources and use the document index to determine how many of each document will be needed.
• Meet with volunteers to allocate tasks and share information, including the material lists and document masters. Maintain a list of volunteers and their contact information.
• Provide tax letters and instructions to those making purchases for the event.
• Provide a diagram of event areas to those in charge of setup.
• Establish an area where materials and resources for the event will be stored.

A few days before the event:

• Check with the volunteer leaders to be sure all is ready.
• Instruct leaders to check with their volunteers.
• If ordering hot cross buns from a bakery, call to place or confirm your order.
• Touch base with the maintenance personnel and volunteers responsible for setup and cleanup.
• Arrange to meet with the entire team one hour before the event for coordination and last-minute instructions.
• Pray that all goes well!