How to organize a Día de los Muertos event

Start by fixing the date, program and venue capacity before working on decorations or food. Día de los Muertos events need extra coordination because the altar, flowers, food, workshops and guest flow all compete for space and setup time. Confirm permits, suppliers and dietary requirements early, then build the guest list and volunteer rota around the published program. In the final week, focus on fresh ingredients, flowers, materials and a clear setup sequence.

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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 venue and capacity
3
Check permits and notifications
4
Secure food suppliers
5
Design invitations
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Publish the program
10
Assign volunteers to stations
2 people
11
Send reminder to guests
12
Check the weather forecast
13
Print the final guest list
14
Do the shopping
3 people
15
Check materials
2 people
16
Pick up fresh flowers
2 people
17
Store flowers and fruit
2 people
18
Prepare the altar base
2 people
19
Prepare food
4 people
20
Chill drinks
2 people
21
Set up the coffee and tea station
2 people
22
Set up tables and chairs
4 people
23
Set up buffet tables
3 people
24
Set up the reception desk
2 people
25
Set up workshop tables
3 people
26
Test sound equipment
2 people
27
Test the lighting
2 people
28
Hang papel picado
3 people
29
Set up floral decorations
3 people
30
Set up the ofrenda
3 people
31
Put up photos and memories
2 people
32
Place candles safely
2 people
33
Set up the face paint station
2 people
34
Lay out craft materials
2 people
35
Lay out name badges and wristbands
36
Prepare allergen information
37
Check toilets
2 people
38
Place waste stations
2 people
39
Clear safe walkways
2 people
40
Give crew briefing
4 people

Event

41
Staff the reception desk
2 people
42
Welcome guests
3 people
43
Explain the program
44
Explain the ofrenda
45
Serve welcome drinks
3 people
46
Supervise the photo corner
47
Paint faces
3 people
48
Make paper flowers
2 people
49
Decorating sugar skulls
3 people
50
Supervise children's activity
2 people
51
Start the music program
52
Tell the story of the tradition
53
Open the buffet
2 people
54
Serve snacks
4 people
55
Restock the buffet
3 people
56
Serve diet meals
2 people
57
Serve coffee and tea
2 people
58
Refill drinks
2 people
59
Collect used dishes
2 people
60
Empty trash bins
2 people
61
Check candles
62
Lead the memorial moment
2 people
63
Lead dance activity
2 people
64
Announce the final round
65
See off guests
3 people

Aftercare

66
Extinguish candles
2 people
67
Take down decorations
3 people
68
Clear away flowers and food
3 people
69
Dismantle tables and chairs
4 people
70
Switch off equipment
2 people
71
Wash dishes
3 people
72
Empty and clean coolers
2 people
73
Sort and remove waste
3 people
74
Clean the venue
4 people
75
Clean the restrooms
2 people
76
Collect lost and found items
77
Return rental items
2 people
78
Store leftover stock
2 people
79
Return photos and memories

What to bring

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

Furniture

Tablesqty 12
Chairsqty 110
Buffet tablesqty 4
Workshop tablesqty 6
High tablesqty 6
Clothes racksqty 2
Tableclothsqty 16
Foldable tablesqty 2

Tableware

Reusable platesqty 130
Reusable bowlsqty 110
Reusable cupsqty 180
Wine glassesqty 80
Coffee cupsqty 80
Cutlery setsqty 130
Serving spoonsqty 12
Serving plattersqty 16
Serving tongsqty 8
Water carafesqty 12

Decorations

Offering stand
Papel picado garlandsqty 12
Colored table runnersqty 12
Decorative skullsqty 20
Paper flowersqty 40
Decorative clothsqty 8
Photo framesqty 20
Mirrorsqty 4
Chalkboardsqty 6
Name badgesqty 120
Wristbandsqty 120
Ribbonsqty 10
Decorative potsqty 8

Lighting

LED light stringsqty 8
LED candlesqty 40
Lanternsqty 12
Extension cordsqty 6
Power stripsqty 6

Equipment

Portable speakersqty 2
Wireless microphone
Music player
Coolersqty 6
Ice containersqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Camera
Photo tripodsqty 2

Kitchen

Cutting boardsqty 8
Chef's knifeqty 6
Mixing bowlsqty 8
Measuring cupsqty 4
Serving plattersqty 16
Aluminum foilqty 4
Cling filmqty 4
Food containersqty 20
Allergen labelsqty 40
Glovesqty 10

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Spongesqty 12
Microfiber clothsqty 20
Dishpanqty 3
Toilet brushesqty 3

Creative materials

Face paint setsqty 8
Makeup brushesqty 24
Mirrors for face paintingqty 8
Paper for flowersqty 300
Children's scissorsqty 20
Glue sticksqty 30
Colored pencilsqty 20
Markersqty 20
Table filmqty 6
Apronsqty 20

Catering

Groceries

Tips

Reserve the venue and confirm its capacity before sending invitations. Leave separate areas for the offering stand, buffet, workshop tables, reception desk and guest seating so the altar does not become a traffic bottleneck.
Set deadlines for registrations and dietary requirements at least 7 days before the event. Use the final guest list to estimate reusable plates, bowls, cups and cutlery instead of relying on rough attendance figures.
Plan the altar in two stages: prepare its base and long-lasting decorations ahead of time, then pick up fresh flowers and fruit as late as practical. Store them in a cool place and keep them separate from food preparation areas.
Publish the program before assigning volunteers. Give each station a named person and a handover time, including reception, workshops, buffet service, coffee and tea, and the final clear-up.
Finish the practical checks on the day before: check all materials, chill drinks, print the final guest list and review the weather forecast. On the event day, set up tables and chairs before adding tablecloths, decorations and food so the room layout can still be adjusted.

Frequently asked questions

How far in advance should I plan a Día de los Muertos event?: Begin at least 6 to 8 weeks ahead if you need a venue, food suppliers or workshops. Set the date, program and capacity first, then allow time for permits, invitations, registrations and dietary information.
When should I send invitations for a Día de los Muertos event?: Send invitations about 4 to 6 weeks before the event and set the registration deadline around 7 days before it. Send a reminder 3 to 5 days before the event, once the program and practical details are final.
How much food and drink should I prepare?: Base quantities on confirmed registrations, including dietary requirements, rather than the venue capacity. For drinks, plan roughly 2 to 3 servings per guest for the first hour, then adjust for the event length and provide water throughout.
When should I buy flowers for a Día de los Muertos altar?: Pick up fresh flowers 1 to 2 days before the event, or on the day if the supplier is nearby. Store flowers and fruit cool and dry, and prepare the altar base earlier so the final decoration does not delay room setup.

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.