Memorial ceremony checklist

A memorial ceremony needs calm coordination, especially when several people contribute speeches, music, flowers and practical support. Start by confirming the date and venue, then build the programme around fixed speaking times and allow time for arrivals, pauses and departures. This checklist takes you from invitations and registrations to accessibility, sound, printed materials and the final room setup. It also covers details that are often left until the last day, such as collecting speeches, testing music files and checking the access route.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
2 people
Set the program and speaking times
2 people
Contact speakers and presenters
2 people
Select music and poems
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send reminder to invitees
Order flowers and wreaths
Book catering
Reserve chairs and tables
Reserve audio equipment
Check permits and notifications
2 people
Check the parking and access route
2 people
Check the venue’s accessibility
2 people
Print the run sheet
Print the program booklets
2 people
Prepare name badges
2 people
Collect speeches
Check music files
Make route and parking signs
2 people
Set out memorial candles and ribbons
2 people
Do the shopping
2 people
Chill drinks
2 people
Pick up flowers and wreaths
2 people
Open venue
2 people
Set up chairs
4 people
Set up tables
3 people
Set up the stage table
2 people
Set up sound equipment
3 people
Test microphones
2 people
Test music playback
Place flowers and wreaths
3 people
Set up the memorial site
3 people
Place the program sheets
2 people
Put up route signs
2 people
Set up the coffee and tea station
3 people
Set up catering
3 people
Check toilets
Set up the reception desk
2 people
Brief volunteers
2 people

Event

Welcome guests
4 people
Hand out program brochures
2 people
Guide guests to their seats
3 people
Register attendees
2 people
Guide the ceremony
3 people
Announce speakers and performers
Play music during the ceremony
Hand out candles
2 people
Guide the laying of flowers
3 people
Guide the silence and closing
2 people
Serve coffee and tea
4 people
Serve snacks
3 people
Refill drinks
2 people
Restock crockery and glasses
2 people
Inform attendees about departure
See guests off
3 people

Aftercare

Safely move flowers and wreaths
3 people
Tear down audio equipment
3 people
Collect tableware and glasses
3 people
Collect waste
3 people
Clear tables and chairs
4 people
Clean the venue
4 people
Clean the restrooms
2 people
Remove route signs
2 people
Store leftover catering
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Deliver floral arrangements
2 people
Archive photo and program materials

What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 12
Reception desk
Stage table
Tableclothsqty 12

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Audio mixer
Laptop
AUX cablesqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 8

Lighting

LED lightsqty 8
Table lampsqty 6
Extension cords for lightingqty 4

Decorations

Flower arrangementsqty 8
Memorial wreathsqty 4
White table runnersqty 12
Memorial candlesqty 120
Glass candle holdersqty 120
White ribbonqty 4
Flagsqty 4
Flag standsqty 4
Photo framesqty 6
Photo frame standsqty 6

Tableware

Coffee cupsqty 120
Tea glassesqty 120
Water glassesqty 120
Pastry platesqty 120
Pastry forksqty 120
Teaspoonsqty 120
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 6
Thermos flasksqty 8
Water jugsqty 8
Glass carafesqty 6

Kitchen

Electric kettlesqty 3
Coffee machinesqty 3
Coolersqty 6
Ice cubesqty 12
Bottle openersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving knivesqty 4

Catering

Drink dispensersqty 4
Serving cartsqty 2
Program leafletsqty 130
Name badgesqty 120
Pensqty 30
Memorial cardsqty 150
Condolence registerqty 2
Clipboardsqty 6
Paper napkinsqty 500
Drink cratesqty 8
Groceries

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 12
Toilet brushesqty 3
Hand soap dispensersqty 4

Tips

Set the programme at least 3–4 weeks before the ceremony and give each speaker a specific time slot. Ask for speeches and readings several days in advance so the run sheet is based on final timings, not estimates.
Send invitations with a clear registration deadline, then send a reminder 3–5 days before the ceremony. Use the registration list to confirm dietary requirements with the caterer rather than relying on last-minute replies.
Check the venue, parking and accessible route at least 7 days beforehand. Put out route and parking signs on the day, and make sure guests can reach the reception desk, seating area and toilets without steps or narrow passages.
Test every part of the audio setup 60–90 minutes before guests arrive: wireless microphones, stands, speakers, mixer, laptop, AUX cables, extension cords and spare rechargeable batteries. Open and play each music file instead of assuming it will work.
Collect flowers and wreaths on the day they are needed, and set candles, glass holders, ribbons, flags and framed photographs only after tables and chairs are in place. Chill drinks early enough to serve them cold, and print the run sheet and programme booklets before setup begins.

Frequently asked questions

How far in advance should I plan a memorial ceremony?: Confirm the date and venue at least 4–6 weeks ahead when possible. Set the programme and contact speakers during the first week, then allow the final 7 days for registrations, accessibility checks, printing and supplier confirmations.
When should I send memorial ceremony invitations?: Send invitations 3–4 weeks before the ceremony and set a response deadline around 7 days before it. Send a reminder 3–5 days before the event, especially if catering numbers and dietary requirements depend on the replies.
How much time should I allow for memorial ceremony setup?: Allow at least 2 hours for a room with seating, tables, flowers, framed photographs, candles and audio equipment. Begin the sound check 60–90 minutes before guests arrive so there is time to replace batteries or fix cables.
When should speeches and music be finalised for a memorial ceremony?: Ask speakers for their final speeches and presenters for their materials at least 3–5 days before the ceremony. Check every music file and print the final run sheet no later than the day before.

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.