Remembrance Day planning checklist

A Remembrance Day ceremony depends on timing, clear roles and a venue that works for both the formal program and the reception afterwards. Confirm the date, location and permit first, then secure speakers, musicians, sound equipment, road barriers and seating. In the final week, collect speeches, check accessibility, review the weather and confirm every delivery. This checklist covers the practical details that are easy to leave until the last minute, from wireless microphones and wreaths to coffee service and volunteer briefings.

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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
Apply for a permit
Record program and schedule
2 people
Confirm speakers and performers
2 people
Confirm musicians and singers
2 people
Reserve road barriers
Reserve audio equipment
Reserve Chairs
Order floral arrangements and wreaths
Send invitations
2 people
Process registrations
Collect dietary requirements
Schedule volunteers
2 people
Brief traffic controllers
2 people
Check accessibility
2 people
Collect speeches
Test music and sound clips
2 people
Check the weather forecast
Do the shopping
2 people
Collect wreaths and flowers
2 people
Bring materials to the venue
3 people
Set up road closures
4 people
Set up chairs
4 people
Set up the reception table
2 people
Set up the sound system
3 people
Set up flags and flagpoles
2 people
Arrange wreaths and flowers
2 people
Set up candles and memorial items
2 people
Check lighting and cables
2 people
Prepare coffee and tea
3 people

Event

Staff the registration table
2 people
Guide visitors to their seats
3 people
Check schedule and flowers
Guide the memorial program
3 people
Coordinate silence and trumpet signal
2 people
Coordinate the wreath laying
3 people
Serve drinks and coffee
4 people
Refill drinks
2 people
Guide visitors out safely
3 people

Aftercare

Dismantle the sound system
3 people
Clear away chairs and tables
4 people
Collect and sort waste
3 people
Clean the venue
3 people
Remove road barriers
4 people
Store flowers and materials
2 people
Return borrowed materials
2 people
Dispose of leftovers and waste
2 people
Store Memorial Materials

What to bring

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

Furniture

Chairsqty 100
Tablesqty 6
High tablesqty 4
Foldable tablesqty 2
Party tentsqty 2

Equipment

Speakersqty 2
Wireless microphonesqty 3
Mixer
Microphone standsqty 3
Extension cordsqty 6
Power stripsqty 4
Spare batteriesqty 12

Lighting

LED lampsqty 8
Outdoor lighting cablesqty 4

Decorations

Dutch flagqty 2
Flagpolesqty 2
Memorial wreathsqty 3
Flower arrangementsqty 4
Glass candle lanternsqty 12
LED candlesqty 40
Information boardsqty 6
Tableclothsqty 6

Tableware

Coffee cupsqty 120
Glassesqty 120
Platesqty 120
Teaspoonsqty 120
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Corkscrewsqty 2

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3

Safety

Crowd control barriersqty 12
Traffic conesqty 16
Reflective vestsqty 8
First aid kitsqty 2
Flashlightsqty 6

Catering

Groceries

Tips

Apply for the permit as soon as the date and location are confirmed; allow at least four weeks for processing and any follow-up about road closures.
Lock the program at least two weeks ahead and collect every speech, music track and sound clip in one shared folder. Test the complete running order with the mixer, speakers and wireless microphones before guests arrive.
Confirm seating and accessibility at least one week before the ceremony. Check the route from the entrance to the chairs, leave space for mobility aids, and plan where information boards and flagpoles will stand.
Prepare the reception quantities from your registration list, including dietary requirements. Set out coffee machines, kettles and thermos flasks before the ceremony ends so service can begin without a queue.
Check the weather forecast 48 hours before the event and again on the morning itself. Keep party tents, LED lamps, outdoor lighting cables, extension cords and spare batteries ready if the ceremony or reception is outside.

Frequently asked questions

How far in advance should I organise a Remembrance Day ceremony?: Start at least eight weeks before the ceremony. This gives you time to secure the permit, confirm speakers and musicians, reserve barriers and audio equipment, send invitations, and arrange wreaths and flowers.
When should I apply for a Remembrance Day permit?: Submit the application as soon as the date and location are confirmed, preferably four to six weeks in advance. Road closures, traffic controllers and public-space use may require additional approval.
How many chairs do I need for a Remembrance Day ceremony?: Reserve one chair for each confirmed seated guest, plus about 10% extra for late registrations and unexpected guests. Confirm the final number one week before the event and check that accessible spaces are included.
When should I test the sound system and music?: Run a full sound check at least one day before the ceremony, then repeat it at the venue two to three hours before guests arrive. Test each wireless microphone, speech, music clip, speaker and spare battery separately.

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