Bereavement group meeting checklist
A bereavement group meeting needs more than a reserved room and a conversation plan. Participants may need privacy, accessible seating, clear directions, and a calm welcome before the discussion begins. This checklist takes you from booking the room and collecting registrations to preparing food, drinks, name badges, and discussion materials. Use it to set deadlines, confirm attendance, and leave enough time to ventilate and arrange the room before people arrive.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Reserve a room
Confirm escort
Create participant list
Send invitations
Process registrations
Collect dietary requirements
Check accessibility
Develop the discussion program
2 people
Set conversation appointments
Confirm registrations
Send reminder
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Check the equipment
Write name tags
2 people
Print discussion materials
Chill drinks
2 people
Prepare food
3 people
Ventilate room
Set up tables
3 people
Set up chairs
3 people
Set up the welcome desk
2 people
Set out tableware
2 people
Set out discussion materials
Event
Receive participants
3 people
Register attendance
Serve coffee and tea
2 people
Open the meeting
Lead the discussion round
2 people
Refill drinks
2 people
Serve break snacks
2 people
Lead the second round of interviews
2 people
Serve dinner
3 people
Refill coffee and tea
2 people
Lead the closing round
2 people
Say goodbye to participants
3 people
Aftercare
Pack leftovers
2 people
Wash dishes
3 people
Clean the room
3 people
Collect waste
2 people
Pack up materials
2 people
Return borrowed items
2 people
Secure attendance data
Send thank-you message
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 30
- Tablesqty 6
- Coat rack
- Side tablesqty 3
- Cushionsqty 12
Tableware
- Coffee cupsqty 30
- Water glassesqty 30
- Dinner platesqty 30
- Soup bowlsqty 30
- Cutlery setsqty 30
- Serving plattersqty 6
- Soup bowlsqty 4
Kitchen
- Thermos flasksqty 4
- Water jugsqty 4
- Serving spoonsqty 6
- Serving utensilsqty 6
- Cutting boardsqty 3
- Kitchen knivesqty 3
- Bread basketsqty 3
Equipment
- Kettlesqty 2
- Coolersqty 2
- Extension cordsqty 2
Decorations
- Tableclothsqty 6
- Flower arrangementsqty 4
- Candlesqty 12
- Candle holdersqty 12
Office supplies
- Name badgesqty 30
- Ballpoint pensqty 15
- Printer paperqty 50
- Envelopesqty 30
- Notepadsqty 30
Cleaning
- Waste binsqty 3
- Dishpanqty 2
- Dishclothsqty 6
- Spongesqty 4
- Bucketqty 2
- Mopqty 2
Catering
- Groceries
Tips
- Collect dietary requirements when people register, not when you buy the food. This gives you time to adjust the menu and provide suitable plates, bowls, and serving utensils.
- Check accessibility before confirming the room. Verify the entrance, toilet route, seating layout, and whether tables and chairs can be arranged without blocking clear paths.
- Send the reminder after registrations are confirmed, with the start time, arrival instructions, and anything participants need to know about the discussion format. Aim to send it at least 24 hours before the meeting.
- Prepare the welcome desk before setting out the discussion materials. Keep the participant list, name badges, pens, and any printed information together so arrivals do not interrupt the opening.
- Allow at least 30 minutes for setup. Arrange chairs and side tables, set out water jugs and cups, chill drinks, prepare food, check equipment and extension cords, then ventilate the room shortly before arrival.
Frequently asked questions
- How far in advance should I plan a bereavement group meeting?
- Start arranging the room and discussion program at least two weeks before the meeting. Send invitations early enough to collect registrations, dietary requirements, and accessibility information before you shop or print materials.
- What should I prepare for a bereavement group meeting?
- Prepare a private room, chairs, tables, a welcome desk, name badges, pens, printed discussion materials, water, hot drinks, food, and suitable tableware. Confirm the final participant list before setting out seating and refreshments.
- How long should a bereavement group meeting last?
- Allow around two hours for the meeting itself, with an additional 30 minutes beforehand for setup. Build in enough time for arrivals and a gentle closing rather than ending immediately after the final discussion point.
- When should I send a reminder for a bereavement group meeting?
- Send the reminder at least 24 hours before the meeting, once registrations have been confirmed. Include the time, room details, accessibility information, and any practical arrival instructions.
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