How to organise a Holocaust memorial

A Holocaust memorial needs a clear sequence, careful checking and enough time for people involved to prepare. Start by confirming the date, venue and programme, then coordinate speakers, musicians, the memorial route and any required notifications. Registration details, names, texts and dietary requirements need checking before the event, while sound, seating, candles and printed materials should be tested or prepared on site. Use the plan below to keep the ceremony respectful and prevent practical details from being left until the last day.

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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
Record program and schedule
2 people
3
Contact speakers and presenters
2 people
4
Confirm musicians or music selection
2 people
5
Make reservations
6
Check permits and notifications
7
Check the memorial route
2 people
8
Draft invitations
2 people
9
Send invitations
2 people
10
Send press release
11
Process registrations
2 people
12
Collect dietary requirements
13
Update participant list
14
Check texts and names
2 people
15
Have the program printed
16
Prepare name badges
17
Order memorial wreath
18
Order candles and flowers
19
Test the equipment
2 people
20
Check the route and traffic measures
2 people
21
Do the shopping
2 people
22
Chill drinks
2 people
23
Lay out programs and route maps
2 people
24
Clean the venue
3 people
25
Set up chairs
4 people
26
Set up tables
3 people
27
Set up the podium area and speaking table
3 people
28
Set up the sound system
3 people
29
Set up microphones
2 people
30
Check lighting and cables
2 people
31
Set up the memorial site
3 people
32
Place flowers and wreath
2 people
33
Lay out the programs
2 people
34
Set up the reception desk
2 people
35
Prepare coffee and tea
3 people

Event

36
Welcome speakers
2 people
37
Welcome visitors
4 people
38
Hand out programs
2 people
39
Register attendance
2 people
40
Serve coffee and tea
3 people
41
Refill drinks
2 people
42
Run technical support during the program
2 people
43
Guide visitors to the memorial site
4 people
44
Guide the moment of silence and wreath laying
3 people
45
Hand Out Candles
3 people
46
Check safe candle lighting
2 people
47
Guide visitors back to reception
3 people
48
Serve post-event drinks
3 people
49
See speakers and guests out
2 people

Aftercare

50
Safely extinguish candles
3 people
51
Collect tableware
3 people
52
Collect waste
3 people
53
Dismantle the sound system
3 people
54
Clear away chairs and tables
4 people
55
Dismantle the memorial site
3 people
56
Clean the venue
4 people
57
Inventory materials
2 people
58
Return borrowed materials
2 people
59
Store leftover catering
2 people
60
Archive photos and documents
61
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, venue and programme before contacting speakers or sending invitations. Allow at least two planning meetings so the running order, speaking times and music choices are confirmed together.
Check every name, quotation, date and programme text at least 7 days before printing. A second person should proofread the final version, especially names on badges, invitations and memorial materials.
Inspect the memorial route before the event and check traffic measures, access and lighting. Do this at least 2 weeks in advance, then walk the route again on the day if weather or road conditions may affect it.
Test microphones, speakers, the mixer, laptop and presentation screen in the actual room, not just at home. Keep extension cords, power strips and spare connection cables available, and complete the sound check at least 2 hours before guests arrive.
Prepare the quiet details early: order the wreath, candles and flowers at least 7 days ahead, and set out programmes, route maps and name badges before doors open. Arrange chairs and the reception desk so arrivals do not interrupt the ceremony.

Frequently asked questions

How far in advance should I organise a Holocaust memorial?: Start planning at least 8 weeks before the memorial. Confirm the venue, programme, speakers and route first; send invitations after those details are stable, usually 4 to 6 weeks before the event.
When should I contact speakers for a Holocaust memorial?: Contact speakers as soon as the date and location are confirmed, preferably 6 to 8 weeks in advance. Confirm their speaking length, arrival time, accessibility needs and the exact spelling of their name at least 2 weeks before the ceremony.
How long before the ceremony should I test the sound equipment?: Run a full sound check at least 2 hours before guests arrive. Test each wireless microphone, speaker, cable, mixer channel and presentation device from the position where it will actually be used.
When should I order flowers and a memorial wreath?: Order the memorial wreath and flowers at least 7 days before the event. Confirm the delivery or collection time 2 days beforehand so the ceremony is not dependent on a last-minute order.

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.