Holocaust Memorial Event Checklist

A Holocaust memorial requires careful coordination of the programme, speakers, route and ceremony details. Confirm the date and venue first, then build the schedule, contact presenters and check any permits or notifications. Allow time to verify names and texts, arrange the wreath, candles and flowers, and test microphones, speakers and presentation equipment. On the day, prepare the reception area, printed programmes, route maps, seating and refreshments before guests arrive.

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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
Record program and schedule
2 people
Contact speakers and presenters
2 people
Confirm musicians or music selection
2 people
Make reservations
Check permits and notifications
Check the memorial route
2 people
Draft invitations
2 people
Send invitations
2 people
Send press release
Process registrations
2 people
Collect dietary requirements
Update participant list
Check texts and names
2 people
Have the program printed
Prepare name badges
Order memorial wreath
Order candles and flowers
Test the equipment
2 people
Check the route and traffic measures
2 people
Do the shopping
2 people
Chill drinks
2 people
Lay out programs and route maps
2 people
Clean the venue
3 people
Set up chairs
4 people
Set up tables
3 people
Set up the podium area and speaking table
3 people
Set up the sound system
3 people
Set up microphones
2 people
Check lighting and cables
2 people
Set up the memorial site
3 people
Place flowers and wreath
2 people
Lay out the programs
2 people
Set up the reception desk
2 people
Prepare coffee and tea
3 people

Event

Welcome speakers
2 people
Welcome visitors
4 people
Hand out programs
2 people
Register attendance
2 people
Serve coffee and tea
3 people
Refill drinks
2 people
Run technical support during the program
2 people
Guide visitors to the memorial site
4 people
Guide the moment of silence and wreath laying
3 people
Hand Out Candles
3 people
Check safe candle lighting
2 people
Guide visitors back to reception
3 people
Serve post-event drinks
3 people
See speakers and guests out
2 people

Aftercare

Safely extinguish candles
3 people
Collect tableware
3 people
Collect waste
3 people
Dismantle the sound system
3 people
Clear away chairs and tables
4 people
Dismantle the memorial site
3 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Store leftover catering
2 people
Archive photos and documents
Send thank-you messages

What to bring

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

Furniture

Chairsqty 120
Tablesqty 10
Speaker table
Reception desk
Clothes racksqty 2

Equipment

Wireless microphonesqty 3
Speakersqty 2
Mixer
Audio cablesqty 8
Extension cordsqty 4
Power stripsqty 6
Laptop
Presentation screen

Lighting

LED lampsqty 8
Battery lanternsqty 6

Decorations

Memorial wreath
Flower arrangementsqty 4
Dutch flagsqty 2
Israeli flag
Program standsqty 3
Candle holdersqty 30

Tableware

Coffee cupsqty 120
Glassesqty 120
Platesqty 120
Teaspoonsqty 120
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Milk jugsqty 6
Sugar bowlsqty 6
Bread basketsqty 6

Cleaning

Waste binsqty 8
Bucketsqty 3
Spongesqty 6
Dishclothsqty 12
Broom and dustpanqty 2
Mop headsqty 2

Catering

Groceries

Tips

Set the date and location before sending invitations, then allow at least two weeks to confirm speakers, musicians, reservations and any required notifications.
Check every name, quotation and programme text with the responsible person before printing. Keep one final version of the programme and route map at the reception desk.
Test the full sound setup at the venue, including wireless microphones, mixer, speakers, cables and power strips, at least 60 minutes before the ceremony starts.
Plan the memorial route on foot before the event and check traffic measures, lighting and stopping points. Battery lanterns and clear route maps are useful if part of the programme takes place after dark.
Prepare refreshments in a separate area and chill drinks several hours in advance. Set out coffee cups, glasses, plates, teaspoons and serving spoons only after the main room and seating are ready.

Frequently asked questions

How far in advance should I organise a Holocaust memorial?: Start at least 6 to 8 weeks ahead. This gives you time to confirm the date and location, contact speakers and musicians, arrange reservations, send invitations and handle permits or notifications.
When should invitations for a Holocaust memorial be sent?: Send invitations 3 to 4 weeks before the event, with the programme outline, location and route information. Close or review registrations about 5 days before the memorial so seating and dietary requirements can be prepared.
How early should equipment be tested before the ceremony?: Test microphones, speakers, the mixer, laptop, presentation screen and lighting at least 60 minutes before guests arrive. Run the actual speaking and music sequence rather than checking only whether the equipment switches on.
What should be prepared on the day of a Holocaust memorial?: Finish room setup, seating, the reception desk, printed programmes, route maps, wreath, candles and flowers at least 90 minutes before the start. Prepare coffee, chilled drinks and tableware after the ceremony spaces are ready.

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