How to organise a Remembrance Day ceremony

A Remembrance Day ceremony needs a firm programme, careful coordination and accurate details. Start with the date, route and venue, then allow time for permits, speakers, musicians, wreath bearers and next-of-kin contacts. Names, readings and timings need checking well before invitations and the printed programme go out. On the day, the practical work is just as important: test microphones, mark the route, inspect the venue and prepare the reception setup before guests arrive.

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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
Set the date and program
2 people
2
Reserve location and route
2 people
3
Apply for permits
4
Approach speakers
5
Book musicians and choirs
6
Invite wreath bearers
7
Contact next of kin
2 people
8
Send invitations
2 people
9
Publish the program online
10
Process registrations
11
Collect dietary requirements
12
Check texts and names
2 people
13
Order wreaths and flowers
14
Order catering
15
Coordinate traffic plan
2 people
16
Assign volunteers
2 people
17
Record emergency contact
18
Test equipment and microphones
2 people
19
Check the weather forecast
20
Do the shopping
2 people
21
Collect wreaths and flowers
2 people
22
Print the program
23
Prepare name badges
24
Bring materials to the venue
3 people

Event

25
Inspect venue
2 people
26
Set up tables and chairs
4 people
27
Set up the reception area
3 people
28
Clean memorial site
2 people
29
Set out wreaths and flowers
2 people
30
Fly flags at half-mast
2 people
31
Place directional arrows and information signs
2 people
32
Connect sound and power
2 people
33
Check lights and candles
2 people
34
Set up catering
3 people
35
Prepare coffee and tea
2 people
36
Brief volunteers
2 people
37
Welcome speakers
2 people
38
Welcome musicians
2 people
39
Welcome guests
4 people
40
Distribute program
3 people
41
Coordinate the wreath laying
3 people
42
Coordinate music and speeches
3 people
43
Lead the two minutes of silence
2 people
44
Lead the fanfare and national anthem
2 people
45
Guide guests to the reception
3 people
46
Serve coffee and tea
3 people
47
Serve snacks
3 people
48
Refill drinks
2 people
49
Check toilets
50
Collect waste
2 people
51
See off guests
2 people

Aftercare

52
Wash dishes
3 people
53
Clean up catering
3 people
54
Clear away chairs and tables
4 people
55
Remove decorations and plates
2 people
56
Turn off sound and lighting
2 people
57
Clean the venue
4 people
58
Dispose of waste
2 people
59
Return materials
3 people
60
Return borrowed materials
2 people
61
Store leftover groceries
2 people
62
Check wreaths and flowers
63
Archive photos and documents

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 80
High tablesqty 4
Coat racksqty 2

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Extension cordsqty 4
Power stripsqty 4
Music standsqty 6

Lighting

LED lampsqty 6
Lanternsqty 8
Batteriesqty 24

Decorations

Dutch flagsqty 2
Flagpolesqty 2
Route arrowsqty 12
Information boardsqty 4
Tableclothsqty 6
Wreathsqty 4
Flower arrangementsqty 6
Memorial candlesqty 24

Tableware

Coffee cupsqty 60
Glassesqty 60
Cake platesqty 60
Coffee spoonsqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving plattersqty 8
Serving tongsqty 6
Coolersqty 3
Cutting boardsqty 2
Bread knivesqty 2

Cleaning

Waste binsqty 6
Trash bag holdersqty 4
Broom and dustpanqty 2
Mopsqty 2
Cleaning bucketsqty 2
Microfiber clothsqty 12

Safety

First aid kitsqty 2
Flashlightsqty 4
Safety vestsqty 8

Catering

Groceries

Tips

Set the date, programme, route and venue first. Begin permit applications as soon as the route and location are fixed, because traffic arrangements and public-space permissions can affect the rest of the plan.
Contact speakers, musicians, choirs, wreath bearers and next of kin early. Give contributors a firm response deadline, then check every name, title, reading and order of appearance before publishing the programme.
Order wreaths, flowers and catering only after attendance numbers and dietary requirements are collected. Confirm quantities at least one week before the ceremony and arrange a specific collection time for wreaths and flowers.
Assign volunteers to clear jobs, including registration, route guidance, guest support, equipment, wreath handling and emergencies. Record one emergency contact for each volunteer and share the duty list before the day.
Run a venue and equipment check before guests arrive. Test wireless microphones, speakers, mixer, stands and power connections, and place route arrows, information boards, flags, lanterns and memorial candles according to the programme.

Frequently asked questions

How far in advance should I organise a Remembrance Day ceremony?: Start planning at least 8 to 12 weeks ahead. Fix the date and programme first, then allow several weeks for permits, contributors, invitations, registrations, catering and printed materials.
When should I contact speakers and wreath bearers for Remembrance Day?: Contact them as soon as the date and programme outline are agreed, ideally 8 weeks before the ceremony. Set a reply deadline within 10 to 14 days so you can publish an accurate programme.
How many volunteers do I need for a Remembrance Day ceremony?: Plan at least 1 volunteer per 25 to 30 expected guests, plus separate cover for the route, registration, equipment and wreaths. For a ceremony of 100 guests, four to six volunteers is a practical starting point.
When should I print the Remembrance Day programme?: Print it 3 to 5 days before the ceremony, after names, readings, timings and contributor details have been checked. Keep a small spare batch for late registrations and damaged copies.

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