How to organise a funeral service

Start by fixing the date, location and format of the funeral service before contacting guests or suppliers. Then confirm the church or hall, condolence room, officiant, speakers, music and transport for the family. Work from one final guest list so catering portions, seating and accessibility arrangements are based on the same numbers. In the final week, check the printed service programmes, technical setup, flowers, memorial photo and condolence register rather than leaving them until the day itself.

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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

1
Confirm date and location
2 people
2
Reserve church or hall
3
Reserve a condolence room
4
Check funeral card text
2 people
5
Have funeral cards printed
6
Send invitations
2 people
7
Send online invitation
8
Register sign-ups
9
Collect dietary requirements
10
Assess special accessibility needs
11
Prepare the service program
2 people
12
Confirm speakers and pastor
13
Select music and songs
2 people
14
Collect texts for presentations
2 people
15
Select photo for memorial
2 people
16
Order flower arrangements
17
Book catering
18
Reserve technical equipment
19
Confirm transportation for family
20
Create final guest list
21
Report number of catering portions
22
Check the program booklets
2 people
23
Lay out program booklets
2 people
24
Prepare condolence register
25
Print souvenir photo
26
Do the shopping
2 people
27
Collect the flower arrangements
28
Clean the venue
3 people
29
Set up tables
3 people
30
Set up chairs
3 people
31
Set up the lectern and podium
2 people
32
Place floral arrangements
2 people
33
Set up memorial table
2 people
34
Connect the technical equipment
2 people
35
Test music and microphones
2 people
36
Lay out program booklets
2 people
37
Set out coffee and tea
2 people
38
Set up the reception table
2 people

Event

39
Welcome family and speakers
3 people
40
Welcome guests
4 people
41
Distribute program
2 people
42
Guide the condolences
3 people
43
Lead funeral service
3 people
44
Play music during the service
45
Assist speakers
46
Guide guests to the condolence room
2 people
47
Serve coffee and tea
4 people
48
Serve snacks
3 people
49
Refill drinks
2 people
50
Support the condolence register
51
Check dietary requirements
52
Guide the family to the farewell moment
2 people
53
See off the last guests
2 people

Aftercare

54
Collect tableware
3 people
55
Collect waste
2 people
56
Pack floral arrangements safely
2 people
57
Switch off the equipment
2 people
58
Clear tables and chairs
4 people
59
Wash dishes
3 people
60
Clean the venue
3 people
61
Check toilets
62
Collect lost and found items
63
Hand over keys and venue
64
Return borrowed materials
2 people
65
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 venue and condolence room first, then allow enough time for invitations, sign-ups and dietary information. Close the guest list before reporting the final number of catering portions.
Ask speakers and the pastor to confirm their roles and send their texts early. Collect presentation material, songs and the memorial photo before the service programme goes to print.
Test the laptop, HDMI adapter, microphones, speakers and audio mixer at the venue at least one day before the service. Check every extension cord and power strip from the planned seating and speaker positions.
Prepare a simple arrival area with a reception desk, coat racks and a condolence register. Put pens beside the register and decide who will welcome guests and guide the family.
Lay out the chairs, speaker table, programme booklets, flowers and photo before guests arrive. Keep coffee equipment, cups, glasses and serving items together so the condolence gathering can start without a last-minute search.

Frequently asked questions

How far in advance should you organise a funeral service?: Start arranging the venue, date and officiant as soon as possible, preferably within the first few days. Aim to confirm invitations, speakers, music and catering at least 7 days before the service, if the timetable allows.
When should funeral invitations be sent?: Send printed or online invitations as soon as the date, location and start time are confirmed. Give guests at least 3 to 5 days to respond, then use the final sign-up list to confirm dietary requirements and catering portions.
How many funeral service programmes should I print?: Print one programme booklet for each expected guest, plus around 10 extra copies for late arrivals, the family and the venue. Check the text and order of the programme before printing, because corrections are difficult once the booklets are produced.
When should I test the audio equipment for a funeral service?: Test the microphones, speakers, laptop, HDMI connection and audio mixer at the venue at least one day beforehand. Repeat a short sound check 60 to 90 minutes before guests arrive, especially if music or presentations are included.

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.