How to organise a memorial concert

A memorial concert needs a clear sequence: secure the date and venue first, then build the programme around the musicians, conductor and speakers. Once the content is fixed, arrange sound, lighting, catering and guest registration before preparing the room. Allow extra time for technical checks and quiet moments in the programme. The details people often leave too late are dietary requirements, parking information, printed programmes and instructions for volunteers.

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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
Determine program and repertoire
3 people
3
Confirm musicians and conductor
2 people
4
Arrange speakers for the memorial service
2 people
5
Make a venue reservation
6
Reserve Sound System
7
Reserve lighting
8
Book catering
2 people
9
Design invitations
2 people
10
Send invitations
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Send reminder to guests
14
Create final guest list
2 people
15
Print the program booklets
2 people
16
Prepare name badges
17
Create route and parking information
18
Print volunteer instructions
19
Do the shopping
3 people
20
Check drinks and catering
2 people
21
Check the instruments
3 people
22
Test technical connections
3 people

Event

23
Open venue
2 people
24
Check the hall and entrance
2 people
25
Unload stage parts
4 people
26
Set up the stage
5 people
27
Set up chairs
4 people
28
Set up tables for reception
2 people
29
Set up the sound system
3 people
30
Connect microphones
2 people
31
Install lighting
3 people
32
Hang memorial decoration
3 people
33
Place candles and floral arrangements
2 people
34
Lay out program brochures
2 people
35
Set up the cloakroom
2 people
36
Chill drinks
2 people
37
Prepare coffee and tea
2 people
38
Prepare snacks
3 people
39
Set up the catering buffet
3 people
40
Brief volunteers
2 people
41
Start background music
42
Welcome guests
6 people
43
Hand out program brochures
3 people
44
Staff the cloakroom
2 people
45
Serve coffee and tea
3 people
46
Lead opening speech
2 people
47
Supervise part one of the concert
3 people
48
Serve break drinks
4 people
49
Serve snacks
4 people
50
Refill drinks
2 people
51
Prepare the candle moment
2 people
52
Lead the memorial moment
3 people
53
Guide part two of the concert
3 people
54
Guide speakers
2 people
55
Supervise the closing performance
3 people
56
Host drinks after the event with guests
5 people
57
Refill coffee and tea
2 people
58
Restock the buffet
2 people
59
See guests out
3 people
60
Finish coat check
2 people

Aftercare

61
Switch off equipment
2 people
62
Pack leftovers safely
3 people
63
Collect tableware
3 people
64
Collect waste
3 people
65
Clean the room
4 people
66
Clean the restrooms
2 people
67
Remove decorations
3 people
68
Clear away chairs and tables
4 people
69
Take down the sound system
3 people
70
Dismantle lighting
3 people
71
Dismantle the stage
5 people
72
Wash dishes
3 people
73
Inventory materials
2 people
74
Return borrowed materials
2 people
75
Hand over the venue
2 people
76
Send thank-you messages
2 people

What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 12
Stage sectionsqty 6
Lectern
Coat racksqty 4
Buffet tablesqty 4

Equipment

Speakersqty 4
Mixer
Wireless microphonesqty 4
Wired microphonesqty 3
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 3
Music standsqty 30
Extension cordsqty 12
Power stripsqty 10
Cable traysqty 8
Laptop
USB stickqty 2

Lighting

LED spotlightsqty 8
Stage lightsqty 6
Standing lampsqty 4
Mood lightingqty 6
Spare batteriesqty 24

Decorations

Memorial bannerqty 2
Photo framesqty 12
Flower arrangementsqty 8
LED candlesqty 60
White table runnersqty 12
Information boardsqty 6
Wayfinding signsqty 8

Tableware

Coffee cupsqty 150
Water glassesqty 180
Wine glassesqty 150
Cake platesqty 150
Coffee spoonsqty 150
Forksqty 150
Serving utensilsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving plattersqty 12
Serving tongsqty 8
Carafesqty 12
Ice cube traysqty 6

Cleaning

Waste binsqty 8
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Start with the date, venue and programme before sending invitations. Confirm the musicians, conductor and memorial speakers first, because changes to the repertoire or running order affect sound, lighting and printed materials.
Schedule a technical rehearsal before guests arrive. Test the mixing desk, speakers, microphones, DI boxes, monitor speakers, laptop and USB stick with the performers, and leave at least 60 minutes to fix connection or power problems.
Close registrations several days before the concert and turn them into a final guest list. Use that deadline to collect dietary requirements, prepare name badges, order catering and print the programme booklets.
Send route, parking and arrival information with the guest reminder, ideally 3 to 5 days before the concert. Include where guests enter, where coats go and how volunteers should direct people to the seating area.
Plan the room setup as a separate stage of the day. Set out chairs, music stands, the lectern, stage sections and lighting before the musicians arrive, then keep at least 30 minutes for a final check of candles, flowers, photo frames and information boards.

Frequently asked questions

How far in advance should you organise a memorial concert?: Start at least 8 to 12 weeks ahead. This gives you time to confirm the venue, musicians, conductor and speakers, send invitations, process registrations and arrange technical equipment without rushing.
When should I send invitations for a memorial concert?: Send invitations about 4 to 6 weeks before the concert, once the date, venue and main programme are confirmed. Set a registration deadline at least 7 days before the event so catering and seating can be finalised.
How much time do you need to set up a memorial concert venue?: Allow at least 3 hours for unloading stage parts, arranging chairs and tables, installing sound and lighting, placing memorial decorations and testing connections. Add another 60 minutes if the musicians need a full soundcheck.
What should be checked on the day of a memorial concert?: Check the entrance, seating, stage, lectern, microphones, speakers, lighting, music stands and catering before doors open. Complete the final room and equipment check at least 45 minutes before guests arrive, with a volunteer available for last-minute directions.

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