How to organise an All Souls’ memorial

An All Souls’ memorial needs a calm programme, accurate names and careful coordination between the church, cemetery and reception. Start by fixing the date, service order and key people before sending invitations. Then collect names, dietary information and photos early enough to print materials and prepare the memorial display. In the final week, test the sound equipment, confirm catering and sort candles, seating and refreshments so the service is not disrupted by last-minute setup.

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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 the church and cemetery
3
Confirm the officiant and musicians
4
Collect memorial names
2 people
5
Draft invitations
2 people
6
Send invitations
2 people
7
Open online registration form
8
Process registrations
2 people
9
Collect dietary requirements
10
Send reminder to invitees
11
Select texts for the celebration
2 people
12
Compile the music program
2 people
13
Print intercessions and the name list
2 people
14
Print program booklets
2 people
15
Prepare name badges
2 people
16
Sort candles by name
3 people
17
Collect memorial photos
2 people
18
Test the equipment
2 people
19
Order catering
2 people
20
Do the shopping
3 people
21
Prepare snacks
4 people
22
Chill drinks
2 people
23
Set up chairs and tables
4 people
24
Dress the altar table
2 people
25
Create memorial corner
3 people
26
Set out candles
3 people
27
Place floral arrangements
2 people
28
Connect sound and microphones
2 people
29
Check lighting and candle safety
2 people
30
Lay out program booklets
2 people
31
Set up the reception desk
2 people
32
Mark the route to the cemetery
2 people
33
Brief volunteers
2 people

Event

34
Receive participants
4 people
35
Hand out program booklets
2 people
36
Hand out candles to visitors
3 people
37
Lead the memorial service
4 people
38
Read out the names of the deceased
2 people
39
Perform musical contributions
4 people
40
Safely escort candles
3 people
41
Guide the silent walk
4 people
42
Open the memorial site at the cemetery
2 people
43
Place flowers and candles
5 people
44
Guide visitors to reception
3 people
45
Serve coffee and tea
4 people
46
Serve snacks
4 people
47
Refill drinks
2 people
48
Identify diet-friendly snacks
49
Relight candles
2 people
50
Lead evening prayer
3 people
51
Handle farewell and closing
3 people
52
Guide visitors out safely
3 people

Aftercare

53
Extinguish candles
3 people
54
Clear away food and drinks
3 people
55
Collect tableware
3 people
56
Sort and dispose of waste
2 people
57
Put the tables and chairs back
4 people
58
Take down decorations
2 people
59
Clean the kitchen
3 people
60
Check and clean the restrooms
2 people
61
Switch off equipment
2 people
62
Gather borrowed materials
2 people
63
Return borrowed materials
2 people
64
Store leftover food safely
2 people
65
Archive photos and the name list
66
Send thank-you messages
2 people

What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 12
Reception desk
Altar table
Coat racksqty 3
Tableclothsqty 12

Tableware

Coffee cupsqty 120
Small platesqty 120
Glassesqty 120
Cake platesqty 120
Teaspoonsqty 120
Serving spoonsqty 12
Serving plattersqty 12
Water jugsqty 8

Decorations

Memorial candlesqty 120
Tealight holdersqty 60
Glass vasesqty 20
Flower arrangementsqty 8
White table runnersqty 12
Memorial plaque
Photo framesqty 12
Photo easelqty 2
String lightsqty 6
Lanternsqty 12

Equipment

Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Audio mixer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Paper shredder

Lighting

Battery lanternsqty 10
Spare batteriesqty 40

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving traysqty 8
Kitchen tongsqty 6
Measuring cupsqty 3
Aluminum foilqty 3
Food storage containersqty 12
Tea towelsqty 12
Oven mittsqty 4
Crumb vacuumsqty 2

Cleaning

Bucketsqty 4
Mopsqty 4
Dustpan and brushqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 4
Disinfecting wipesqty 4

Catering

Groceries

Tips

Set the date and programme before contacting invitees, then reserve the church and cemetery and confirm the officiant and musicians. Allow at least 6–8 weeks for these arrangements, especially if the service depends on several people.
Collect memorial names, photos and dietary requirements through the registration process, with a clear closing date at least 10 days before the event. Use the final name list for the intercessions, printed programme and named candles.
Prepare printed materials only after registrations close. Print the intercessions, name list and programme booklets together, and make name badges at least 2 days before the memorial so corrections are still possible.
Test wireless microphones, microphone stands, speakers, the audio mixer, extension cords and power strips in the actual room 3–5 days beforehand. Check that voices can be heard from the back and that cables do not cross walking routes.
Plan the reception backwards from the service end time: chill drinks and set out cups, plates, glasses and serving utensils shortly before guests arrive. Set up chairs, tables, the reception desk and memorial corner first, then add candles, photos, flowers and the altar table dressing.

Frequently asked questions

How far in advance should I organise an All Souls’ memorial?: Start 6–8 weeks ahead. Book the church and cemetery first, confirm the officiant and musicians, and leave the final 10 days for registrations, dietary requirements and the memorial name list.
When should I send invitations for an All Souls’ memorial?: Send invitations as soon as the date, programme and venue are confirmed, ideally 4–6 weeks before the event. Close online registration about 10 days beforehand so names and dietary requirements can be processed accurately.
How do I prepare names and candles for an All Souls’ memorial?: Set a registration deadline at least 10 days before the service, then check the spelling of every name against the printed list. Sort the memorial candles by name 1–2 days before the event and keep a spare copy of the list at the reception desk.
When should I test the sound equipment and set up the room?: Test the microphones, speakers and mixer 3–5 days before the memorial, preferably in the same room and seating layout. Complete the main setup on the day, starting with chairs, tables and the memorial corner before arranging refreshments and decorations.

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