Memorial gathering checklist: what to arrange and when

A memorial gathering needs a clear plan because several personal, practical and technical details come together on one day. Start with the venue, date and program, then allow time to invite speakers and musicians, collect registrations and confirm dietary requirements. In the final week, focus on the guest list, catering, flowers, printed materials, photos and speeches. This checklist also helps you test the presentation and sound equipment 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

Reserve venue
Set the date and program
2 people
Invite speakers
Invite musicians
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Send reminder
Create final guest list
Order catering
Order flower arrangements
Print the program
2 people
Collect memorial photos
2 people
Compile a Photo Presentation
2 people
Assemble the music playlist
2 people
Collect speeches
Set the speaking order
2 people
Test the equipment
2 people
Send directions
Check the shopping list
Do the shopping
2 people
Collect the flower arrangements
Pick up venue keys
Check the Venue
2 people
Set up tables
3 people
Set up chairs
4 people
Set up the reception table
2 people
Create memorial corner
3 people
Place floral arrangements
2 people
Place candles safely
2 people
Set up photo presentation
2 people
Set up the microphone and speakers
2 people
Check the lighting
2 people
Lay out the programs
2 people
Prepare coffee and tea
3 people
Set out snacks
3 people
Set up the cloakroom
2 people
Brief the reception team
3 people

Event

Welcome guests
4 people
Hand out programs
2 people
Support the condolence register
2 people
Guide the memorial program
2 people
Provide music
2 people
Operate the photo presentation
Hand out candles
2 people
Guide the silence
Serve coffee and tea
4 people
Serve snacks
4 people
Refill drinks
2 people
Guide the condolences
2 people
Guide guests to the exit
2 people

Aftercare

Pack leftovers
2 people
Take down the decorations
3 people
Dismantle the technical setup
2 people
Collect tableware
3 people
Collect waste
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the room
3 people
Clean the restrooms
2 people
Collect lost and found items
Return keys
Return rented materials
2 people
Safely store the condolence register

What to bring

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

Furniture

Chairsqty 80
Tablesqty 10
Reception desk
Coat rackqty 2
Stoolsqty 6

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 80
Cutlery setsqty 80
Coffee spoonsqty 80
Serving plattersqty 12
Pitchersqty 8
Thermos flasksqty 6

Decorations

Condolence registerqty 2
Pensqty 20
Photo framesqty 12
Memorial cardsqty 100
Tealight holdersqty 80
LED candlesqty 20
Flower vasesqty 8
Tableclothsqty 10
Cloth napkinsqty 80
Name badgesqty 80
Paper tapeqty 4

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Laptop
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 4
Cable matsqty 6
Coolersqty 3

Lighting

LED string lightsqty 4
Standing lampsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 8
Serving spoonsqty 6
Waste binsqty 6

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Cleaning glovesqty 6
Microfiber clothsqty 12

Catering

Groceries

Tips

Set the date, venue and program before sending invitations. Give invitees a clear response deadline so you can confirm the final guest list and catering numbers at least 5 to 7 days before the gathering.
Ask speakers and musicians for their material early, then set the speaking order and collect the final speeches several days before the event. This prevents last-minute changes to the printed program.
Collect photos, build the presentation and assemble the music playlist at least 1 week ahead. Test the laptop, projector, screen, speakers, mixer and wireless microphones together at the venue, not separately at home.
Confirm the catering count after registrations close, including dietary requirements. Check that the venue has enough chairs, tables, serving platters, pitchers, thermos flasks, cups, glasses, plates and cutlery for the full guest list.
Use the final 24 hours for collection and access tasks: pick up the venue keys, collect the flowers, check the room, place the condolence register and memorial cards, and send directions to guests who need them.

Frequently asked questions

How far in advance should I plan a memorial gathering?: Start planning at least 3 to 4 weeks before the gathering. That gives you time to reserve the venue, set the program, invite speakers and musicians, collect registrations and prepare the photos and music.
When should invitations for a memorial gathering be sent?: Send invitations as soon as the date, venue and program are confirmed, ideally 2 to 3 weeks in advance. Set an RSVP deadline about 7 days before the event so catering and seating can be finalized.
When should I order catering for a memorial gathering?: Order catering after registrations and dietary requirements are processed, preferably 5 to 7 days before the gathering. Reconfirm the final number and special requirements 2 to 3 days beforehand.
How early should I test memorial gathering equipment?: Test the laptop, projector, screen, speakers, mixer and wireless microphones at the venue at least 1 day before the gathering. Allow 60 to 90 minutes for testing the photo presentation, music and every microphone.

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.