Remembrance Day planning checklist

A Remembrance Day ceremony depends on careful coordination rather than last-minute decoration. Set the date and program first, then confirm the venue, speakers, preachers, musicians and church bells before sending invitations. In the final weeks, handle registrations, dietary requirements, permits, traffic control, printed programs and wreaths. This checklist also covers practical details people often leave too late, including accessibility, sound testing, volunteer briefing and the weather forecast.

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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

Set the date and program
2 people
Check the venue and route
2 people
Make reservations
Confirm speakers and preachers
2 people
Confirm musicians
Coordinate church bells
Send invitations
2 people
Send press release
Process registrations
2 people
Collect dietary requirements
Finalize the program
2 people
Collect speeches
2 people
Check music pieces
2 people
Check permits
Coordinate traffic plan
2 people
Brief traffic controllers
2 people
Print program brochures
2 people
Prepare name badges
Order memorial wreaths
Order flowers
Test the equipment
2 people
Check accessibility
2 people
Assign volunteers
2 people
Print contact list
Check the weather forecast
Prepare the backup weather plan
2 people
Do the shopping
2 people
Pick up flowers
2 people
Check the wreaths
2 people
Chill drinks
2 people
Clean the venue
3 people
Set up traffic signs
3 people
Put up barriers
3 people
Set up chairs
4 people
Set up tables
3 people
Set up the stage area
3 people
Connect sound
3 people
Connect lighting
2 people
Place wreaths and flowers
3 people
Set up the information booth
2 people
Set up coffee station
3 people
Lay out program brochures
2 people

Event

Welcome speakers
2 people
Welcome visitors
4 people
Hand out program brochures
3 people
Guide guests to accessible seating
2 people
Serve coffee and tea
3 people
Manage sound during the program
2 people
Guide speakers
2 people
Refill drinks
2 people
Monitor silence and the ceremony
3 people
Guide the wreaths
4 people
Assist with the flower tribute
4 people
Inform visitors
2 people
Guide traffic flow
4 people
See visitors out
3 people

Aftercare

Turn off the sound
2 people
Clear away chairs and tables
4 people
Remove the barriers
3 people
Remove traffic signs
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Check materials
2 people
Store materials
3 people
Return borrowed items
2 people
Care for the remaining flowers
Register lost and found items
Archive photo and video materials
Send thank-you messages
2 people

What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 8
Tableclothsqty 8
Stage sectionsqty 4
Speaker table
Stoolsqty 4

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 4
Mixer
Audio cablesqty 8
Extension cordsqty 8
Power stripsqty 6
Laptop
Traffic signsqty 12
Crowd control barriersqty 10
Traffic conesqty 20
Vestsqty 12
Walkie-talkiesqty 8

Lighting

LED lampsqty 8
Light standsqty 4
Flashlightsqty 8

Decorations

Dutch flagsqty 4
Flagpolesqty 2
Memorial wreathsqty 3
Flower arrangementsqty 6
Memorial candlesqty 20
Candle holdersqty 20
Information bannersqty 3
Table décorqty 8
Program leafletsqty 220
Name badgesqty 30
Pensqty 20
Clipboardsqty 8

Tableware

Coffee cupsqty 120
Glassesqty 120
Platesqty 120
Coffee spoonsqty 120
Serving plattersqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Serving traysqty 6
Corkscrewsqty 2
Trash binsqty 6

Cleaning

Broomsqty 3
Dustpansqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Towelsqty 12

Catering

Groceries

Tips

Confirm speakers, preachers and musicians before invitations go out, then set a firm deadline for speeches and music pieces. This leaves time to finalize the program and print accurate brochures.
Test every microphone, stand, speaker, mixer, cable, laptop and power connection at the venue at least 24 hours before the ceremony. Check the full speaking and music sequence, not just whether the equipment switches on.
Treat traffic and access as part of the ceremony plan: confirm the route, permits and traffic arrangements at least one week ahead, then brief traffic controllers with a printed contact list.
Order memorial wreaths, flowers and candles early enough to allow changes in quantity or delivery. Match the final order to the confirmed program and the number of memorial moments.
Check the weather forecast 48 hours before the event and again on the morning itself. Keep flashlights, lighting, seating and accessibility arrangements ready for changing conditions or a late finish.

Frequently asked questions

How far in advance should I plan a Remembrance Day ceremony?: Start the main planning at least 8 to 12 weeks ahead. Set the date and program first, then allow time to confirm speakers, musicians, church bells, the venue, permits and traffic arrangements.
When should Remembrance Day invitations be sent?: Send invitations once the venue, date, main speakers and program outline are confirmed, usually 4 to 6 weeks before the ceremony. Keep registration open long enough to collect attendance and dietary requirements.
When should I test the sound equipment for Remembrance Day?: Complete a full sound test at least 24 hours before the event, including microphones, speakers, mixer, cables, laptop and power strips. Repeat a short check before guests arrive on the day.
How many volunteers are needed for a Remembrance Day ceremony?: Assign at least one person to each distinct duty, such as registration, accessibility support, speaker coordination and traffic control. Confirm the volunteer roster 7 days before the ceremony and give everyone a printed contact list.

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.