Memorial concert checklist: what to arrange and when

A memorial concert needs careful coordination between the musical programme, tributes, venue setup and guest information. Fix the date and location first, then confirm musicians, conductor and speakers before sending invitations. Work backwards from the concert date for printing, catering, technical checks and volunteer instructions. On the day itself, allow time to unload stage sections, test every connection and check the entrance 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

Confirm date and location
2 people
Determine program and repertoire
3 people
Confirm musicians and conductor
2 people
Arrange speakers for the memorial service
2 people
Make a venue reservation
Reserve Sound System
Reserve lighting
Book catering
2 people
Design invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send reminder to guests
Create final guest list
2 people
Print the program booklets
2 people
Prepare name badges
Create route and parking information
Print volunteer instructions
Do the shopping
3 people
Check drinks and catering
2 people
Check the instruments
3 people
Test technical connections
3 people

Event

Open venue
2 people
Check the hall and entrance
2 people
Unload stage parts
4 people
Set up the stage
5 people
Set up chairs
4 people
Set up tables for reception
2 people
Set up the sound system
3 people
Connect microphones
2 people
Install lighting
3 people
Hang memorial decoration
3 people
Place candles and floral arrangements
2 people
Lay out program brochures
2 people
Set up the cloakroom
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Set up the catering buffet
3 people
Brief volunteers
2 people
Start background music
Welcome guests
6 people
Hand out program brochures
3 people
Staff the cloakroom
2 people
Serve coffee and tea
3 people
Lead opening speech
2 people
Supervise part one of the concert
3 people
Serve break drinks
4 people
Serve snacks
4 people
Refill drinks
2 people
Prepare the candle moment
2 people
Lead the memorial moment
3 people
Guide part two of the concert
3 people
Guide speakers
2 people
Supervise the closing performance
3 people
Host drinks after the event with guests
5 people
Refill coffee and tea
2 people
Restock the buffet
2 people
See guests out
3 people
Finish coat check
2 people

Aftercare

Switch off equipment
2 people
Pack leftovers safely
3 people
Collect tableware
3 people
Collect waste
3 people
Clean the room
4 people
Clean the restrooms
2 people
Remove decorations
3 people
Clear away chairs and tables
4 people
Take down the sound system
3 people
Dismantle lighting
3 people
Dismantle the stage
5 people
Wash dishes
3 people
Inventory materials
2 people
Return borrowed materials
2 people
Hand over the venue
2 people
Send thank-you messages
2 people

What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 12
Stage sectionsqty 6
Lectern
Coat racksqty 4
Buffet tablesqty 4

Equipment

Speakersqty 4
Mixer
Wireless microphonesqty 4
Wired microphonesqty 3
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 3
Music standsqty 30
Extension cordsqty 12
Power stripsqty 10
Cable traysqty 8
Laptop
USB stickqty 2

Lighting

LED spotlightsqty 8
Stage lightsqty 6
Standing lampsqty 4
Mood lightingqty 6
Spare batteriesqty 24

Decorations

Memorial bannerqty 2
Photo framesqty 12
Flower arrangementsqty 8
LED candlesqty 60
White table runnersqty 12
Information boardsqty 6
Wayfinding signsqty 8

Tableware

Coffee cupsqty 150
Water glassesqty 180
Wine glassesqty 150
Cake platesqty 150
Coffee spoonsqty 150
Forksqty 150
Serving utensilsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving plattersqty 12
Serving tongsqty 8
Carafesqty 12
Ice cube traysqty 6

Cleaning

Waste binsqty 8
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Confirm the programme, repertoire, musicians, conductor and memorial speakers before invitations go out. Late changes affect the printed programme booklets, running order and technical setup.
Book the venue, sound system, lighting and catering early enough to receive written confirmation. Ask specifically about microphone inputs, DI-boxes, monitor speakers, power access and when suppliers may load in.
Set a clear registration deadline and collect dietary requirements at the same time. Send a reminder several days before the concert, then prepare the definitive guest list, name badges and route and parking information.
Print the programme booklets and volunteer instructions before the final week, not on the concert day. Keep the final repertoire, speaker order and practical directions together on one laptop or USB stick.
Allow at least 2 hours before doors open for venue checks and setup. Test wired and wireless microphones, the mixing desk, speakers, lighting, cables and instruments, then walk through the entrance, seating, cloakroom and buffet area.

Frequently asked questions

How far in advance should I plan a memorial concert?: Start planning at least 12 weeks before the concert. Fix the venue and date first, then confirm the programme, musicians, conductor, speakers, technical suppliers and catering before sending invitations.
When should memorial concert invitations be sent?: Send invitations about 6 to 8 weeks before the event, with a registration deadline at least 2 weeks before the concert. This leaves time to collect dietary requirements, send reminders and prepare the final guest list.
How much time is needed to set up a memorial concert venue?: Allow at least 2 hours for setup, and more if stage sections, seating, catering tables and lighting need to be unloaded. Complete a full sound and lighting test before guests enter.
What should I check on the day of a memorial concert?: Check the room, entrance, seating, lectern, cloakroom, buffet area and route information first. Then test every microphone, speaker, monitor, DI-box, cable, instrument and light, and keep reserve batteries available.

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