Funeral service checklist and planning guide

A funeral service involves more than booking a ceremony venue. You also need to coordinate the condolence room, service program, speakers, music, flowers, transport, catering and printed materials. This checklist helps you work through those arrangements in a practical order, from confirming the date and location to setting up the room. It also highlights details that are easy to leave until the last few days, such as accessibility needs, dietary requirements, technical checks and the final catering count.

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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

Confirm date and location
2 people
Reserve church or hall
Reserve a condolence room
Check funeral card text
2 people
Have funeral cards printed
Send invitations
2 people
Send online invitation
Register sign-ups
Collect dietary requirements
Assess special accessibility needs
Prepare the service program
2 people
Confirm speakers and pastor
Select music and songs
2 people
Collect texts for presentations
2 people
Select photo for memorial
2 people
Order flower arrangements
Book catering
Reserve technical equipment
Confirm transportation for family
Create final guest list
Report number of catering portions
Check the program booklets
2 people
Lay out program booklets
2 people
Prepare condolence register
Print souvenir photo
Do the shopping
2 people
Collect the flower arrangements
Clean the venue
3 people
Set up tables
3 people
Set up chairs
3 people
Set up the lectern and podium
2 people
Place floral arrangements
2 people
Set up memorial table
2 people
Connect the technical equipment
2 people
Test music and microphones
2 people
Lay out program booklets
2 people
Set out coffee and tea
2 people
Set up the reception table
2 people

Event

Welcome family and speakers
3 people
Welcome guests
4 people
Distribute program
2 people
Guide the condolences
3 people
Lead funeral service
3 people
Play music during the service
Assist speakers
Guide guests to the condolence room
2 people
Serve coffee and tea
4 people
Serve snacks
3 people
Refill drinks
2 people
Support the condolence register
Check dietary requirements
Guide the family to the farewell moment
2 people
See off the last guests
2 people

Aftercare

Collect tableware
3 people
Collect waste
2 people
Pack floral arrangements safely
2 people
Switch off the equipment
2 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the venue
3 people
Check toilets
Collect lost and found items
Hand over keys and venue
Return borrowed materials
2 people
Safely hand over the condolence register

What to bring

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

Furniture

Chairsqty 80
Tablesqty 8
Reception desk
Speaker table
Coat racksqty 3

Tableware

Coffee cupsqty 80
Glassesqty 80
Cake platesqty 80
Teaspoonsqty 80
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving plattersqty 8
Serving traysqty 6
Milk and sugar bowlsqty 6

Equipment

Wireless microphonesqty 2
Speakersqty 2
Audio mixer
Laptop
HDMI adapter
Extension cordsqty 4
Power stripsqty 4

Decorations

Flower arrangementsqty 4
Photo frame
Electric candlesqty 6
White table runnersqty 8

Paper goods

Program bookletsqty 90
Condolence register
Writing pensqty 12
Name badgesqty 20

Cleaning

Waste binsqty 4
Bucketsqty 2
Cleaning clothsqty 12
Trash bag holdersqty 4

Other

Umbrella binsqty 2
Cable tiesqty 20

Catering

Groceries

Tips

Confirm the date, church or hall, and condolence room first. Keep one written schedule with arrival times for the family, speakers, pastor, caterer and any transport provider.
Complete the guest information before ordering catering. Record dietary requirements and accessibility needs, then give the caterer the final portion count as soon as registrations close.
Prepare the service content early. Confirm speakers and the pastor, select the music, collect presentation texts, check the memorial photo, and proofread the service program before printing.
Test every technical item at the venue, including wireless microphones, speakers, the audio mixer, laptop, HDMI adapter and power supplies. Do this at least one day before the service rather than during guest arrival.
Set up the condolence area with the register, pens, reception desk, photo frame and printed souvenir photos before doors open. Lay out program booklets and check that coffee service, cups, glasses and serving equipment are ready.

Frequently asked questions

How far in advance should I arrange a funeral service?: Confirm the venue, date, pastor or speakers and family transport as soon as the funeral date is known. Aim to finish the program, music and printed materials at least 2 to 3 days before the service.
How many funeral service programs should I print?: Print one booklet per expected guest, plus around 10 extra copies for late confirmations, speakers and family members. Check the final guest list before sending the print quantity.
When should I give the caterer the final number of portions?: Send the final catering count after registrations close and no later than 2 to 3 days before the service. Include recorded dietary requirements with the same update.
What should be checked before a funeral service starts?: Allow at least 60 minutes for setup and a technical test. Check the microphones, speakers, laptop connection, power strips, seating, flowers, program booklets, condolence register and coffee service before guests arrive.

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