How to organise a Remembrance Day ceremony

Start by fixing the date, location and ceremony format before booking anything else. Then secure the permit, confirm speakers, performers and musicians, and record the programme with exact timings. Remembrance Day events often go wrong when road closures, accessibility, sound equipment or wreath delivery are left until the final week. Build the day around the ceremony first, then plan seating, traffic control and the reception so every handover has a named person.

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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
Apply for a permit
3
Record program and schedule
2 people
4
Confirm speakers and performers
2 people
5
Confirm musicians and singers
2 people
6
Reserve road barriers
7
Reserve audio equipment
8
Reserve Chairs
9
Order floral arrangements and wreaths
10
Send invitations
2 people
11
Process registrations
12
Collect dietary requirements
13
Schedule volunteers
2 people
14
Brief traffic controllers
2 people
15
Check accessibility
2 people
16
Collect speeches
17
Test music and sound clips
2 people
18
Check the weather forecast
19
Do the shopping
2 people
20
Collect wreaths and flowers
2 people
21
Bring materials to the venue
3 people
22
Set up road closures
4 people
23
Set up chairs
4 people
24
Set up the reception table
2 people
25
Set up the sound system
3 people
26
Set up flags and flagpoles
2 people
27
Arrange wreaths and flowers
2 people
28
Set up candles and memorial items
2 people
29
Check lighting and cables
2 people
30
Prepare coffee and tea
3 people

Event

31
Staff the registration table
2 people
32
Guide visitors to their seats
3 people
33
Check schedule and flowers
34
Guide the memorial program
3 people
35
Coordinate silence and trumpet signal
2 people
36
Coordinate the wreath laying
3 people
37
Serve drinks and coffee
4 people
38
Refill drinks
2 people
39
Guide visitors out safely
3 people

Aftercare

40
Dismantle the sound system
3 people
41
Clear away chairs and tables
4 people
42
Collect and sort waste
3 people
43
Clean the venue
3 people
44
Remove road barriers
4 people
45
Store flowers and materials
2 people
46
Return borrowed materials
2 people
47
Dispose of leftovers and waste
2 people
48
Store Memorial Materials

What to bring

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

Furniture

Chairsqty 100
Tablesqty 6
High tablesqty 4
Foldable tablesqty 2
Party tentsqty 2

Equipment

Speakersqty 2
Wireless microphonesqty 3
Mixer
Microphone standsqty 3
Extension cordsqty 6
Power stripsqty 4
Spare batteriesqty 12

Lighting

LED lampsqty 8
Outdoor lighting cablesqty 4

Decorations

Dutch flagqty 2
Flagpolesqty 2
Memorial wreathsqty 3
Flower arrangementsqty 4
Glass candle lanternsqty 12
LED candlesqty 40
Information boardsqty 6
Tableclothsqty 6

Tableware

Coffee cupsqty 120
Glassesqty 120
Platesqty 120
Teaspoonsqty 120
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Corkscrewsqty 2

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3

Safety

Crowd control barriersqty 12
Traffic conesqty 16
Reflective vestsqty 8
First aid kitsqty 2
Flashlightsqty 6

Catering

Groceries

Tips

Set the running order early and assign timings to every speech, musical item and wreath-laying moment. Collect final speeches and music clips at least 7 days before the ceremony so the sound operator can test them.
Treat road closures and traffic control as a separate workstream. Reserve barriers, brief traffic controllers and confirm the setup time at least 2 weeks in advance, especially if the ceremony affects a public road.
Check accessibility before sending invitations, not after registrations arrive. Confirm step-free routes, suitable seating and clear access to the ceremony area at least 10 days before the event.
Plan the sound system around the outdoor setting. Test the speakers, wireless microphones, mixer, microphone stands and power leads at the venue, and keep spare batteries available on the day.
Work backwards from the reception start time when ordering refreshments. Set out coffee machines, kettles, thermos flasks, cups, glasses, plates and serving trays before guests arrive, and check the weather forecast 48 hours beforehand so tents and lighting can be adjusted.

Frequently asked questions

How far in advance should I organise a Remembrance Day ceremony?: Begin 8 to 12 weeks ahead if you need a permit, road barriers, speakers, musicians and floral arrangements. Finalise the programme and collect speeches at least 7 days before the ceremony.
Do I need a permit for a Remembrance Day road closure?: If the ceremony uses or closes a public road, check the permit requirement with the relevant authority as soon as the location is chosen. Allow at least 4 weeks for approval unless the authority gives you a different timeframe.
How many chairs do I need for a Remembrance Day ceremony?: Provide one chair for each guest who needs seated access, plus reserved seats for speakers, performers and officials. Confirm the registration count 7 days before the event and keep clear aisles for accessibility and movement.
When should I test the sound system for an outdoor remembrance ceremony?: Test the complete system at the venue at least 2 days before the ceremony, including microphones, music clips, speakers, mixer and power connections. Repeat a short microphone check 60 minutes before guests arrive.

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.