Día de los Muertos event checklist

A Día de los Muertos event needs more than decorations and food. You need time to confirm the venue, guest numbers, dietary requirements, volunteers and any required permits before the altar and buffet can be set up. Use this checklist to work backwards from the event day: send invitations early, buy non-perishable supplies first, and leave fresh flowers, fruit, chilled drinks and prepared food until the final 24 to 48 hours.

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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 venue and capacity
Check permits and notifications
Secure food suppliers
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Publish the program
Assign volunteers to stations
2 people
Send reminder to guests
Check the weather forecast
Print the final guest list
Do the shopping
3 people
Check materials
2 people
Pick up fresh flowers
2 people
Store flowers and fruit
2 people
Prepare the altar base
2 people
Prepare food
4 people
Chill drinks
2 people
Set up the coffee and tea station
2 people
Set up tables and chairs
4 people
Set up buffet tables
3 people
Set up the reception desk
2 people
Set up workshop tables
3 people
Test sound equipment
2 people
Test the lighting
2 people
Hang papel picado
3 people
Set up floral decorations
3 people
Set up the ofrenda
3 people
Put up photos and memories
2 people
Place candles safely
2 people
Set up the face paint station
2 people
Lay out craft materials
2 people
Lay out name badges and wristbands
Prepare allergen information
Check toilets
2 people
Place waste stations
2 people
Clear safe walkways
2 people
Give crew briefing
4 people

Event

Staff the reception desk
2 people
Welcome guests
3 people
Explain the program
Explain the ofrenda
Serve welcome drinks
3 people
Supervise the photo corner
Paint faces
3 people
Make paper flowers
2 people
Decorating sugar skulls
3 people
Supervise children's activity
2 people
Start the music program
Tell the story of the tradition
Open the buffet
2 people
Serve snacks
4 people
Restock the buffet
3 people
Serve diet meals
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Collect used dishes
2 people
Empty trash bins
2 people
Check candles
Lead the memorial moment
2 people
Lead dance activity
2 people
Announce the final round
See off guests
3 people

Aftercare

Extinguish candles
2 people
Take down decorations
3 people
Clear away flowers and food
3 people
Dismantle tables and chairs
4 people
Switch off equipment
2 people
Wash dishes
3 people
Empty and clean coolers
2 people
Sort and remove waste
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Collect lost and found items
Return rental items
2 people
Store leftover stock
2 people
Return photos and memories

What to bring

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

Furniture

Tablesqty 12
Chairsqty 110
Buffet tablesqty 4
Workshop tablesqty 6
High tablesqty 6
Clothes racksqty 2
Tableclothsqty 16
Foldable tablesqty 2

Tableware

Reusable platesqty 130
Reusable bowlsqty 110
Reusable cupsqty 180
Wine glassesqty 80
Coffee cupsqty 80
Cutlery setsqty 130
Serving spoonsqty 12
Serving plattersqty 16
Serving tongsqty 8
Water carafesqty 12

Decorations

Offering stand
Papel picado garlandsqty 12
Colored table runnersqty 12
Decorative skullsqty 20
Paper flowersqty 40
Decorative clothsqty 8
Photo framesqty 20
Mirrorsqty 4
Chalkboardsqty 6
Name badgesqty 120
Wristbandsqty 120
Ribbonsqty 10
Decorative potsqty 8

Lighting

LED light stringsqty 8
LED candlesqty 40
Lanternsqty 12
Extension cordsqty 6
Power stripsqty 6

Equipment

Portable speakersqty 2
Wireless microphone
Music player
Coolersqty 6
Ice containersqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Camera
Photo tripodsqty 2

Kitchen

Cutting boardsqty 8
Chef's knifeqty 6
Mixing bowlsqty 8
Measuring cupsqty 4
Serving plattersqty 16
Aluminum foilqty 4
Cling filmqty 4
Food containersqty 20
Allergen labelsqty 40
Glovesqty 10

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Spongesqty 12
Microfiber clothsqty 20
Dishpanqty 3
Toilet brushesqty 3

Creative materials

Face paint setsqty 8
Makeup brushesqty 24
Mirrors for face paintingqty 8
Paper for flowersqty 300
Children's scissorsqty 20
Glue sticksqty 30
Colored pencilsqty 20
Markersqty 20
Table filmqty 6
Apronsqty 20

Catering

Groceries

Tips

Set the date, program and venue before designing invitations. Allow at least 2 to 3 weeks for registrations, dietary requirements and volunteer assignments to settle.
Create a final guest list 2 to 3 days before the event. Use it to confirm seating, name badges or wristbands, food quantities and the number of workshop places.
Buy reusable plates, bowls, cups, cutlery and serving equipment before the final shopping trip. Check all materials at least 48 hours before setup so missing tableware does not delay the buffet.
Pick up fresh flowers close to the event, ideally within 24 hours. Store flowers and fruit in a cool place, and prepare the altar base before arranging the offering stand, photographs, mirrors and decorative elements.
On the day, set up reception, seating, buffet and workshop tables before guests arrive. Chill drinks for several hours, then prepare the coffee and tea station once the main service areas are ready.

Frequently asked questions

How far in advance should I plan a Día de los Muertos event?: Start 4 to 6 weeks ahead if you need a venue, suppliers, invitations and volunteers. Confirm permits or notifications early, then use the final 2 weeks for registrations, dietary requirements and the published program.
When should I send Día de los Muertos invitations?: Send invitations at least 3 weeks before the event. Set a registration deadline 7 to 10 days before the date so you can print the final guest list and confirm food quantities.
When should I buy flowers for Día de los Muertos?: Pick up fresh flowers within 24 hours of the event whenever possible. Keep them cool and protected, while buying decorations, tableware and other non-perishable supplies at least 1 week in advance.
What should I do the day before a Día de los Muertos event?: Check materials, confirm volunteers and suppliers, print the guest list, prepare the altar base and arrange tables and chairs if the venue allows it. Chill drinks and finish food preparation as late as practical, usually within 24 hours.

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.