How to organise a memorial picnic

A memorial picnic needs a calm structure as well as practical outdoor planning. Start by securing the venue and checking whether a permit is needed, then allow time for invitations, registrations, dietary requirements, and the programme. The personal elements—memories, photographs, music, and speakers—usually take longer to gather than expected. On the day, focus on shade, seating, chilled food, drinks, and a quiet layout that lets people talk, remember, and take part at their own pace.

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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
Reserve venue
2
Check the permit
3
Draft invitations
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Send reminder
8
Coordinate the program
2 people
9
Collect memories
2 people
10
Select photos
2 people
11
Put together the music
12
Confirm speakers
13
Print the program
14
Check the shopping list
2 people
15
Do the shopping
2 people
16
Pick up chilled products
2 people
17
Prepare snacks
3 people
18
Prepare salads
2 people
19
Set out bread and toppings
2 people
20
Chill drinks
2 people
21
Fill picnic baskets
2 people
22
Inspect venue
2 people
23
Set up tables
3 people
24
Set up chairs
3 people
25
Lay out picnic blankets
2 people
26
Build party tents
4 people
27
Hang up decorations
2 people
28
Set up memorial table
2 people
29
Put up photo collage
2 people
30
Test sound equipment
2 people
31
Place candles and lanterns
2 people
32
Set up the reception desk
2 people

Event

33
Welcome guests
3 people
34
Distribute program
2 people
35
Serve coffee and tea
2 people
36
Guide the memorial program
2 people
37
Play music
38
Open the buffet
2 people
39
Serve snacks and salads
3 people
40
Refill drinks
2 people
41
Restock the buffet
2 people
42
Collect waste
2 people
43
Lead the candlelight moment
2 people
44
See off guests
3 people

Aftercare

45
Package food
2 people
46
Collect tableware
3 people
47
Take down tables and chairs
4 people
48
Take down party tents
4 people
49
Remove decorations
2 people
50
Clean the venue
4 people
51
Take out the trash
2 people
52
Return borrowed items
2 people
53
Wash dishes
3 people
54
Clean coolers
2 people
55
Store commemorative materials safely
2 people

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 6
Folding chairsqty 55
Picnic blanketqty 12
Buffet tableqty 2
Tableclothsqty 8

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable cupsqty 100
Coffee cupsqty 60
Forksqty 60
Knivesqty 60
Spoonsqty 60
Serving plattersqty 12
Serving utensilsqty 12

Kitchen

Coolersqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Scissorsqty 2
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Drink dispensersqty 3

Decorations

Remembrance cardsqty 70
Photo framesqty 12
Photo collage boardsqty 3
Flower arrangementsqty 4
White table runnersqty 8
LED candlesqty 30
Lanternsqty 10
Buntingqty 4

Equipment

Portable speaker
Wireless microphone
Extension cordsqty 3
Power stripsqty 3
Power banksqty 4

Lighting

LED string lightsqty 4
Battery lanternsqty 6

Cleaning

Waste binsqty 4
Hand broomsqty 2
Litter pickersqty 2
Cleaning clothsqty 12
Hand soap dispensersqty 2

Catering

Groceries

Tips

Set the venue and permit deadline first. Aim to have both confirmed before sending invitations, and send the invitations early enough to collect registrations and dietary requirements rather than chasing them during the final week.
Give speakers and memory contributors a firm deadline at least 10 days before the picnic. This leaves time to select photos, assemble the collage, finalise the music, and print the programme.
Plan the outdoor layout before guests arrive. Keep tables, chairs, picnic blankets, the buffet, and any party tent arranged so that older guests or anyone with limited mobility does not have to cross the food or speaking area.
Collect chilled products as close to serving time as possible, ideally on the same day. Use coolers for food and drinks, and chill drinks before filling dispensers or picnic baskets so they are ready when guests arrive.
Prepare a weather fallback instead of deciding on the morning. Check the venue 24 hours beforehand, inspect the setup area, and make sure the tent, table coverings, lanterns, and LED candles can be used safely if the weather changes.

Frequently asked questions

How far in advance should I organise a memorial picnic?: Start planning 6 to 8 weeks ahead. Secure the venue and permit first, then send invitations early enough to process registrations and collect dietary requirements at least 10 days before the event.
How do I plan the programme for a memorial picnic?: Keep the formal programme to about 30 to 45 minutes, with space before and after for conversation. Confirm speakers and collect memories at least 10 days in advance, then print the final programme 2 to 3 days before the picnic.
How much food and drink do I need for a memorial picnic?: Plan roughly 2 to 3 drinks per person for the first hour, then 1 drink per person for each additional hour, with water included. For food, allow about 400 to 600 grams per adult when snacks, salads, bread, and toppings make up the meal.
What should I do if it rains during a memorial picnic?: Make the weather decision 24 hours before the event and confirm how the venue will be used. A party tent can cover the main seating or buffet, but keep food, electrical equipment, lanterns, and walkways dry and safe.

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.