Remembrance Day planning checklist

A Remembrance Day event depends on careful timing, respectful wording and reliable coordination. Set the date and programme first, then secure the location, route, permits, speakers, musicians and wreath bearers. In the final weeks, confirm next of kin, registrations, dietary requirements, names and ceremony texts. The last days are for collecting flowers, printing programmes, testing microphones, checking the forecast and inspecting the venue.

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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
Reserve location and route
2 people
Apply for permits
Approach speakers
Book musicians and choirs
Invite wreath bearers
Contact next of kin
2 people
Send invitations
2 people
Publish the program online
Process registrations
Collect dietary requirements
Check texts and names
2 people
Order wreaths and flowers
Order catering
Coordinate traffic plan
2 people
Assign volunteers
2 people
Record emergency contact
Test equipment and microphones
2 people
Check the weather forecast
Do the shopping
2 people
Collect wreaths and flowers
2 people
Print the program
Prepare name badges
Bring materials to the venue
3 people

Event

Inspect venue
2 people
Set up tables and chairs
4 people
Set up the reception area
3 people
Clean memorial site
2 people
Set out wreaths and flowers
2 people
Fly flags at half-mast
2 people
Place directional arrows and information signs
2 people
Connect sound and power
2 people
Check lights and candles
2 people
Set up catering
3 people
Prepare coffee and tea
2 people
Brief volunteers
2 people
Welcome speakers
2 people
Welcome musicians
2 people
Welcome guests
4 people
Distribute program
3 people
Coordinate the wreath laying
3 people
Coordinate music and speeches
3 people
Lead the two minutes of silence
2 people
Lead the fanfare and national anthem
2 people
Guide guests to the reception
3 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Check toilets
Collect waste
2 people
See off guests
2 people

Aftercare

Wash dishes
3 people
Clean up catering
3 people
Clear away chairs and tables
4 people
Remove decorations and plates
2 people
Turn off sound and lighting
2 people
Clean the venue
4 people
Dispose of waste
2 people
Return materials
3 people
Return borrowed materials
2 people
Store leftover groceries
2 people
Check wreaths and flowers
Archive photos and documents

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 80
High tablesqty 4
Coat racksqty 2

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Extension cordsqty 4
Power stripsqty 4
Music standsqty 6

Lighting

LED lampsqty 6
Lanternsqty 8
Batteriesqty 24

Decorations

Dutch flagsqty 2
Flagpolesqty 2
Route arrowsqty 12
Information boardsqty 4
Tableclothsqty 6
Wreathsqty 4
Flower arrangementsqty 6
Memorial candlesqty 24

Tableware

Coffee cupsqty 60
Glassesqty 60
Cake platesqty 60
Coffee spoonsqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving plattersqty 8
Serving tongsqty 6
Coolersqty 3
Cutting boardsqty 2
Bread knivesqty 2

Cleaning

Waste binsqty 6
Trash bag holdersqty 4
Broom and dustpanqty 2
Mopsqty 2
Cleaning bucketsqty 2
Microfiber clothsqty 12

Safety

First aid kitsqty 2
Flashlightsqty 4
Safety vestsqty 8

Catering

Groceries

Tips

Start with the route and programme before inviting participants. Traffic arrangements, permits and access for wreath bearers can take longer than expected, especially when the ceremony moves between locations.
Check every name, title and ceremony text with the relevant contacts at least 10 days before printing. A late correction can affect invitations, the online programme, name badges and printed copies.
Confirm wreaths, flowers and catering at least one week ahead, then assign one person to collect them. Flowers and serving supplies are easy to overlook when attention is focused on the ceremony itself.
Test the wireless microphones, mixer, speakers, stands and power connections at the venue at least 24 hours before the event. Bring extension cords, power strips and spare batteries rather than discovering a connection problem during the programme.
Make a final weather and logistics check 48 hours before the event. Confirm volunteers, route arrows, information boards, flags, lighting, seating and the delivery of all materials to the venue.

Frequently asked questions

How far in advance should I plan a Remembrance Day event?: Set the date, programme and location at least 8 to 12 weeks ahead. Start permits, speaker bookings, invitations and traffic planning early, then use the final 2 weeks for confirmations and checks.
When should I order wreaths and flowers for Remembrance Day?: Place the order at least 2 weeks before the ceremony and confirm the exact quantity and wording 7 days beforehand. Arrange collection or delivery no later than the day before the event.
How many volunteers do I need for a Remembrance Day ceremony?: Plan for at least 1 coordinator, 1 person for registration or guest support, 2 people for route and traffic duties, and 1 person for equipment. Add separate helpers if you need to move chairs, wreaths or catering.
When should I test the sound equipment for Remembrance Day?: Test microphones, speakers, the mixer and power connections at the venue at least 24 hours before the ceremony. Repeat a short sound check 60 to 90 minutes before guests arrive.

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.