Bereavement group meeting checklist
A bereavement group meeting needs a calm room, clear practical information, and careful preparation for the moments before people arrive. Start by securing a quiet venue and confirming the facilitators, then manage invitations, registrations, dietary needs, and access details. On the day, allow time to arrange the chairs in a circle, prepare refreshments, set up the memorial corner, and brief the supervisors. This checklist keeps the planning in order without losing sight of what attendees may need.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Reserve a quiet room
Confirm discussion facilitators
Draft invitation
Send invitations
Process registrations
Collect dietary requirements
Send practical information
Create the attendance list
Prepare name badges
Do the shopping
2 people
Arrange keys and access
Check the venue
2 people
Set up tables
2 people
Arrange chairs in a circle
2 people
Set up the welcome desk
Set up the memorial corner
2 people
Set up the flip chart
Prepare coffee and tea
2 people
Chill drinks
Set out snacks
2 people
Prepare soup and bread
2 people
Set out tableware and cutlery
Clearly mark dietary options
Prepare tissues and water
Inform the supervisors about the setup
2 people
Event
Receive participants
2 people
Register attendance
Explain the program and arrangements
Lead the opening ritual
2 people
Lead the discussion round
2 people
Serve drinks
2 people
Refill drinks
Lead the break
2 people
Offer individual support
2 people
Serve dinner
3 people
Lead the second round of interviews
2 people
Guide the remembrance moment
2 people
Provide a quiet break
Guide the closing discussion round
2 people
Explain the closing and follow-up care
2 people
See off participants personally
2 people
Aftercare
Check for left-behind items
2 people
Clear away food and drinks
2 people
Wash dishes
2 people
Put tables and chairs back
2 people
Clean the room
2 people
Collect and take away waste
Store attendance list securely
Lock up the venue
Return borrowed materials
Send a follow-up message
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 6
- Chairsqty 24
- Side tablesqty 3
- Coat rack
Tableware
- Coffee cupsqty 24
- Drinking glassesqty 24
- Soup bowlsqty 24
- Platesqty 24
- Cutlery setsqty 24
- Serving spoonsqty 4
- Serving traysqty 4
Decorations
- Tableclothsqty 6
- LED candlesqty 12
- Flower vasesqty 3
- Name badgesqty 24
Equipment
- Kettlesqty 2
- Coffee machinesqty 2
- Thermos flasksqty 4
- Coolersqty 2
- Extension cordsqty 2
- Flip chart
- Markersqty 6
Kitchen
- Cutting boardsqty 3
- Bread knivesqty 2
- Serving spoonsqty 3
- Soup bowls with lidsqty 2
- Pitcherqty 2
- Serving plattersqty 6
- Tea towelsqty 6
Cleaning
- Bucketsqty 2
- Cleaning clothsqty 8
- Waste binsqty 3
Catering
- Groceries
Tips
- Book the quiet room and confirm the facilitators before sending invitations. Include the meeting time, access instructions, registration deadline, and a contact person so attendees know what to expect.
- Process registrations as they arrive and record dietary requirements before buying food. Send practical information several days in advance, then make a final attendance list for name badges and catering.
- Check the venue before the meeting starts, including keys, entry access, room temperature, toilets, and the position of tables and chairs. Allow at least 60 minutes for setup if the room is not already arranged.
- Arrange the chairs in a circle and keep side tables nearby for water, tissues, and refreshments. Set up the welcome desk, flip chart, and memorial corner before attendees arrive, rather than moving equipment during the discussion.
- Prepare coffee, tea, chilled drinks, snacks, soup, and bread close to the start time. Clearly mark dietary options, and keep serving equipment, tableware, tea towels, and cleaning buckets together so the food area can be reset quickly.
Frequently asked questions
- How far in advance should I organise a bereavement group meeting?
- Reserve the room and confirm facilitators at least 3 to 4 weeks ahead. Send invitations once the date, location, access arrangements, and registration process are confirmed.
- How long does it take to set up a bereavement group meeting?
- Allow 60 to 90 minutes for setup, especially if you need to arrange a circle of chairs, a welcome desk, a memorial corner, refreshments, and a flip chart. Add extra time if keys or venue access are uncertain.
- What refreshments should I provide for a bereavement group meeting?
- Plan coffee, tea, water, chilled drinks, snacks, soup, and bread for the registered attendees. Confirm dietary requirements before shopping and label suitable options clearly.
- When should I send practical information to attendees?
- Send it at least 3 days before the meeting, including the address, arrival instructions, access details, timings, and what to do if someone can no longer attend. Send any final changes as soon as they are known.
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.
Organize this event for free with LizztOrganize for free and invite your contacts!