Activities Preparation List

I searched the internet to see if someone had posted what to remember for a ward activity.  No luck; I couldn't find anything.  Now that the burden of ward activities has been placed on the ward council, I've noticed our activities have each been missing some pieces depending on who was in charge of the activity.  For example, if the men were in charge, they often forgot the decorations.  I wanted a cheat sheet so that we didn't leave anything out.   So I did my best to create one.

My efforts were partially sparked by a mishap I had last year.  I was in charge of the ward luau, and with all the food taking my focus, I completely forgot to bring drinks.  Ouch.  We got a large container of water as quickly as possible and hardly anyone noticed.  But we could have brought Hawaiian drinks (the details seem to make all the difference).  

I got some feedback on the list from ward members, but let me know in the comments if there is anything else I could add.

Activities Preparation List

Preparation

Food preparation: Main dish, sides, drink, and dessert

Utensils, cups, plates, and tablecloths

Tables and chairs

Decorations

Publicity: Fliers, announcement in program, over the pulpit, and in classes

Delegation to other auxiliaries

Coordination with other auxiliaries on who to invite to participate and serve

Invite members of the ward to participate and serve

Bishopric approval

Activity

Possible roles needed:

Open the activity (often bishopric)

Prayer

Spiritual thought

Serve food

Direct activities (booths, games, etc.)

Direct service (service activity)

Teach others (service activity)

Clean Up

Wash and put away tables and chairs

Clean up trash and throw away trash bags in dumpster

Wash and put away kitchen utensils

Vacuum

Sweep and mop the kitchen

Check bathrooms and clean as needed

Here's also a link to download the file (.odt--Open Office) from my Dropbox account if that would be helpful.