All Souls' memorial checklist

An All Souls' memorial brings together a church service, a carefully prepared name list and a reception for guests. Start by fixing the date and program, then reserve the church and cemetery and confirm the officiant and musicians. Allow time to collect memorial names, photos and dietary requirements before sending invitations and reminders. In the final week, check the printed materials, candles, sound equipment, seating and refreshments so the service can begin without last-minute arrangements.

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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
Reserve the church and cemetery
Confirm the officiant and musicians
Collect memorial names
2 people
Draft invitations
2 people
Send invitations
2 people
Open online registration form
Process registrations
2 people
Collect dietary requirements
Send reminder to invitees
Select texts for the celebration
2 people
Compile the music program
2 people
Print intercessions and the name list
2 people
Print program booklets
2 people
Prepare name badges
2 people
Sort candles by name
3 people
Collect memorial photos
2 people
Test the equipment
2 people
Order catering
2 people
Do the shopping
3 people
Prepare snacks
4 people
Chill drinks
2 people
Set up chairs and tables
4 people
Dress the altar table
2 people
Create memorial corner
3 people
Set out candles
3 people
Place floral arrangements
2 people
Connect sound and microphones
2 people
Check lighting and candle safety
2 people
Lay out program booklets
2 people
Set up the reception desk
2 people
Mark the route to the cemetery
2 people
Brief volunteers
2 people

Event

Receive participants
4 people
Hand out program booklets
2 people
Hand out candles to visitors
3 people
Lead the memorial service
4 people
Read out the names of the deceased
2 people
Perform musical contributions
4 people
Safely escort candles
3 people
Guide the silent walk
4 people
Open the memorial site at the cemetery
2 people
Place flowers and candles
5 people
Guide visitors to reception
3 people
Serve coffee and tea
4 people
Serve snacks
4 people
Refill drinks
2 people
Identify diet-friendly snacks
Relight candles
2 people
Lead evening prayer
3 people
Handle farewell and closing
3 people
Guide visitors out safely
3 people

Aftercare

Extinguish candles
3 people
Clear away food and drinks
3 people
Collect tableware
3 people
Sort and dispose of waste
2 people
Put the tables and chairs back
4 people
Take down decorations
2 people
Clean the kitchen
3 people
Check and clean the restrooms
2 people
Switch off equipment
2 people
Gather borrowed materials
2 people
Return borrowed materials
2 people
Store leftover food safely
2 people
Archive photos and the name list
Send thank-you messages
2 people

What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 12
Reception desk
Altar table
Coat racksqty 3
Tableclothsqty 12

Tableware

Coffee cupsqty 120
Small platesqty 120
Glassesqty 120
Cake platesqty 120
Teaspoonsqty 120
Serving spoonsqty 12
Serving plattersqty 12
Water jugsqty 8

Decorations

Memorial candlesqty 120
Tealight holdersqty 60
Glass vasesqty 20
Flower arrangementsqty 8
White table runnersqty 12
Memorial plaque
Photo framesqty 12
Photo easelqty 2
String lightsqty 6
Lanternsqty 12

Equipment

Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Audio mixer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Paper shredder

Lighting

Battery lanternsqty 10
Spare batteriesqty 40

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving traysqty 8
Kitchen tongsqty 6
Measuring cupsqty 3
Aluminum foilqty 3
Food storage containersqty 12
Tea towelsqty 12
Oven mittsqty 4
Crumb vacuumsqty 2

Cleaning

Bucketsqty 4
Mopsqty 4
Dustpan and brushqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 4
Disinfecting wipesqty 4

Catering

Groceries

Tips

Set the date and program before sending invitations. Confirm the church, cemetery, officiant and musicians first, then include the service time, reception details and registration deadline in the invitation.
Collect memorial names and photos several weeks ahead. Use the final list to prepare the name display, printed intercessions, program booklets and candles sorted by name.
Close registrations early enough to order catering and plan seating. A practical deadline is 7 days before the memorial, with dietary requirements collected at the same time.
Test the microphones, speakers, mixer, extension cords and power strips before guests arrive. Keep a second microphone or a clear backup speaking position available if the wireless equipment fails.
Prepare the reception as a separate setup from the altar and memorial corner. Chill drinks, arrange cups and plates, place water jugs and serving utensils, and leave a clear route between the reception desk and seating.

Frequently asked questions

How far in advance should I plan an All Souls' memorial?: Start planning at least 6 to 8 weeks before the memorial. Reserve the church and cemetery first, then confirm the officiant and musicians before opening registration.
When should invitations for an All Souls' memorial be sent?: Send invitations about 4 to 6 weeks before the service. Set the registration deadline 7 days before the event so you can process numbers, dietary requirements and catering.
How many memorial candles do I need?: Prepare one named memorial candle for every person included in the final name list, plus 5 extra candles for replacements or late additions. Sort them by name before the service.
What should I check the day before an All Souls' memorial?: Check the final name list, printed booklets, intercessions, badges, photos, candles and music program. Also test the sound equipment and confirm that catering, drinks, chairs and tables are ready.

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.