Memorial café checklist: what to arrange and when

A memorial café needs a calm structure as well as practical preparation. This checklist takes you from booking the venue and sending invitations to registering guests, preparing the programme and setting up the room. Allow time to collect dietary requirements, print attendance information and gather leaflets before the day itself. The final setup works best when tables, chairs, refreshments and the memorial table are assigned separate preparation points, so nothing is left until the last 30 minutes.

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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

Reserve venue
Draft invitation
Send invitations
Open registrations
Process registrations
Collect dietary requirements
Confirm registrations
Create the program
2 people
Brief the discussion facilitators
2 people
Check contact details
Collect information leaflets
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Prepare name badges
Print attendance list
Check venue and toilets
2 people
Pick up keys
Set up tables
3 people
Set up chairs in discussion circles
3 people
Set up the reception table
2 people
Set up the rest area
2 people
Set up memorial table
2 people
Cover tables with tablecloths
2 people
Lay out name badges
Lay out conversation cards
Prepare coffee and tea
2 people
Chill drinks
Prepare snacks
2 people
List allergens on the snacks
Brief reception team
3 people

Event

Open the doors
2 people
Welcome visitors
3 people
Register attendance
2 people
Hand out name badges
Explain the house rules
Guide the opening
2 people
Facilitate discussion tables
4 people
Refill drinks
2 people
Serve snacks
2 people
Keep the Quiet Room Available
Replenish information leaflets
Facilitating Evening Conversations
4 people
Lead the closing
2 people
Wave goodbye to visitors
3 people

Aftercare

Collect leftover food
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Remove decorations
2 people
Collect waste
2 people
Clean rooms
3 people
Clean the restrooms
Collect lost property
Lock up the venue
2 people
Return keys
Return borrowed materials
2 people
Send thank-you email

What to bring

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

Furniture

Foldable tablesqty 6
Chairsqty 45
Coat racksqty 2
Side tablesqty 4
Room dividersqty 2

Tableware

Reusable mugsqty 50
Reusable glassesqty 50
Cake platesqty 50
Teaspoonsqty 50
Serving traysqty 6
Water carafesqty 4

Decorations

Tableclothsqty 6
LED candlesqty 12
Glass vasesqty 8
Photo framesqty 6

Lighting

LED ambient lightsqty 6

Equipment

Kettlesqty 2
Thermos flasksqty 4
Extension cordsqty 3
Power stripsqty 3

Kitchen

Serving plattersqty 6
Serving tongsqty 6
Cutting boardsqty 2
Bread knivesqty 2

Materials

Name badge holdersqty 45
Clipboardsqty 3
Ballpoint pensqty 30
Conversation cardsqty 50
Information leafletsqty 60
Table signsqty 6

Cleaning

Waste binsqty 4
Cleaning glovesqty 4
Washing-up tubsqty 2
Dish brushesqty 2
Microfiber clothsqty 10
Mop
Bucketsqty 2

Catering

Groceries

Tips

Open registrations early enough to confirm attendance and dietary requirements before shopping. Check the final contact details and send confirmations before printing the attendance list.
Plan the room around discussion circles, not just rows of chairs. Leave clear routes to the reception table, rest area and toilets, and allow space for room dividers if privacy is needed.
Prepare the refreshments as a separate station. Check kettles, thermos flasks, reusable mugs, glasses, water carafes and serving equipment before the day, then place cake plates, teaspoons and trays where volunteers can reach them.
Set up the memorial table before guests arrive, including tablecloths, LED candles, vases and photo frames. Decide in advance who checks that personal or sensitive items are placed correctly.
Pack materials in labelled groups: name badge holders and pens together, conversation cards at the discussion tables, and information leaflets at the reception table. Keep a clipboard with the attendance list in one fixed location.

Frequently asked questions

How far in advance should I organise a memorial café?: Start booking the venue and drafting the invitation at least 4 to 6 weeks before the event. Open registrations as soon as the invitation is ready, then confirm numbers and dietary requirements 7 to 10 days before the day.
When should I send memorial café invitations?: Send invitations around 3 to 4 weeks in advance so guests have time to register. Send a confirmation or practical reminder 3 to 5 days before the event, including the start time and any venue details.
How long before a memorial café should the room be set up?: Allow at least 90 minutes for the room setup. Pick up the keys first, then arrange tables and discussion circles, prepare the reception and rest areas, cover tables, and lay out name badges before refreshments are placed.
How many chairs and tables do I need for a memorial café?: Plan one chair for every confirmed guest, plus 2 to 4 spare chairs for late arrivals or facilitators. Use enough foldable tables for the reception, refreshments, memorial display and discussion groups, leaving clear access to the toilets and rest area.

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