Memorial gathering checklist

A memorial gathering needs calm coordination, especially when several people are contributing photos, memories, speeches, and refreshments. Start with the date, venue, invitations, and registrations, then confirm dietary needs and the running order. In the final week, check the sound system, prepare the memory and condolence tables, and organise coffee, tea, snacks, and seating. This checklist keeps practical details from being left until guests are arriving.

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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
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Create the schedule and speaking times
2 people
Confirm speakers and presentations
Collect photos and memories
2 people
Choose music for the gathering
Confirm reservations
Prepare the memory book
Do the shopping
2 people
Chill drinks
2 people
Frame the photos
2 people
Clean the venue
3 people
Set up tables
3 people
Set up chairs
3 people
Set up memorial table
2 people
Set up the condolences table
2 people
Hang up decorations
2 people
Prepare coffee and tea
2 people
Set out snacks and pastries
2 people
Test sound system
2 people

Event

Welcome guests
4 people
Serve coffee and tea
3 people
Guide the souvenir book
Give the welcome speech
Guide the memorial program
2 people
Restock drinks and snacks
3 people
Serve hot meal
4 people
Serve coffee and dessert
3 people
Let guests say goodbye
2 people

Aftercare

Pack leftovers safely
2 people
Clear away dishes
3 people
Clean up the venue
4 people
Wash dishes
3 people
Collect waste
2 people
Put furniture back
3 people
Pack up decorations and photos
2 people
Return borrowed materials
2 people
Hand over remembrance materials
2 people

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Changing room rack
Coat racksqty 60
Tableclothsqty 8

Tableware

Coffee cupsqty 60
Tea glassesqty 60
Drinking glassesqty 80
Platesqty 80
Dessert platesqty 70
Cutlery setsqty 80
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving plattersqty 8
Serving trays with lidsqty 4
Cutting boardsqty 3
Kitchen knivesqty 4
Coolersqty 3

Decorations

Photo framesqty 12
Memory bookqty 2
Table runnersqty 8
LED candlesqty 24
Flower vasesqty 6

Equipment

Portable speaker
Wireless microphone
Extension cordsqty 3
Power stripsqty 3

Lighting

LED string lightsqty 4

Cleaning

Waste binsqty 4
Hand brushes and dustpanqty 2

Catering

Groceries

Tips

Set the speaking schedule before sending final invitations. Give each speaker a specific time slot and build in a short buffer so the gathering does not run late.
Collect photos and written memories at least 7 days beforehand. This gives you time to print or frame selected photos and arrange the memory book without rushing.
Confirm dietary requirements when processing registrations, then shop for snacks and pastries with those numbers in hand. Avoid waiting until the day before to discover that a guest needs an alternative.
Test the portable speaker, wireless microphone, extension cords, and power strips 2–3 hours before guests arrive. Check the microphone from the back row, not only beside the speaker.
Set up the memorial table, condolence table, seating, coats, and refreshments before the welcome time. Chill drinks and prepare coffee and tea equipment early enough that serving can begin immediately after the first arrivals.

Frequently asked questions

How far in advance should I send memorial gathering invitations?: Send invitations 3–4 weeks before the gathering whenever possible. Set the registration deadline 7–10 days before the date so you can confirm seating, dietary requirements, refreshments, and the schedule.
How long should a memorial gathering last?: Allow around 2–3 hours for a gathering with speeches, music, refreshments, and time for condolences. Keep individual speaking slots to about 5–10 minutes unless the family has agreed on a longer format.
When should I collect photos and memories for a memorial gathering?: Ask for photos and memories at least 2 weeks before the event, with a firm closing date 7 days beforehand. The extra time allows you to select, frame, display, or add material to the memory book.
How early should the venue be set up for a memorial gathering?: Plan to arrive 2–3 hours before guests are expected. Use the first part of that time for tables, chairs, memorial and condolence displays, decorations, refreshments, and a full sound check.

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