Remembrance Day planning checklist

A Remembrance Day ceremony depends on quiet details being ready at the right time: permissions, speakers, printed programs, wreaths, sound equipment and refreshments. Start with registrations and the program, then confirm the venue, route and technical setup. The final day is mainly about placing signs, testing microphones, preparing coffee and tea, and making sure the ceremony can move smoothly into the reception. This checklist puts those arrangements into a practical order.

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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

Send invitations
2 people
Publish memorial online
Check permit and notification
Confirm speakers and musicians
2 people
Process registrations
Collect dietary requirements
Book catering
Finalize the program
2 people
Order memorial wreaths
Collect texts and poems
2 people
Test the equipment
2 people
Mark the route and walking direction
2 people
Print programs
2 people
Do the shopping
2 people
Chill drinks
2 people
Collect the flower arrangements
Check the venue
2 people
Set up tables and chairs
4 people
Set up the reception area
3 people
Set up the sound system
2 people
Test microphones and music
2 people
Hang flags
2 people
Place wreaths and flowers
2 people
Set up candles and lighting
2 people
Prepare coffee and tea
3 people
Set up the reception desk
2 people

Event

Welcome visitors
4 people
Hand out programs
2 people
Guide speakers
2 people
Operate music and microphones
2 people
Lead the silent march
4 people
Lead the two minutes of silence
2 people
Coordinate the wreath laying
3 people
Serve coffee and tea
4 people
Refill drinks
2 people
Inform visitors about departure
2 people

Aftercare

Dismantle the sound system
2 people
Put furniture back
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
3 people
Store materials
2 people
Return borrowed items
2 people
Clear away leftover catering
2 people

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 80
Tableclothsqty 8
Information desk
Waste binsqty 4

Tableware

Coffee cupsqty 80
Glassesqty 80
Teaspoonsqty 80
Bowlsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3

Equipment

Portable sound system
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 4

Lighting

LED lampsqty 6
Lanternsqty 8

Decorations

Dutch flagsqty 2
Flag standsqty 2
Memorial cloth
Program standsqty 2
Route arrowsqty 12
Speaker table

Cleaning

Washing-up basinsqty 2
Bucketsqty 2
Broom setsqty 2
Mopsqty 2

Catering

Groceries

Tips

Check permits and notifications early, before publishing the memorial or sending invitations. Allow at least 4–6 weeks for approvals if the ceremony uses a public route or outdoor space.
Confirm speakers, musicians, readings and poems before finalizing the program. Request the final texts at least 2 weeks ahead so programs can be printed without last-minute changes.
Ask for dietary requirements during registration and give the caterer a final guest count 5–7 days before the event. Plan the reception layout around the coffee station, glasses, waste bins and an information desk.
Test the portable sound system, wireless microphones, stands, extension cords and power strips at the venue at least 1 day before the ceremony. On the day, repeat a short microphone and music check before guests arrive.
Set up the route arrows, flags, wreaths, flowers, candles and lighting after tables and chairs are in place. Keep a 30–45 minute buffer before the start for collecting arrangements, chilling drinks and preparing coffee and tea.

Frequently asked questions

How far in advance should I plan a Remembrance Day ceremony?: Begin 6–8 weeks before the ceremony. Use that time for permits, invitations, registrations, speakers, musicians, catering and the program; leave the final week for printing, shopping and confirmations.
When should I confirm the final guest numbers for Remembrance Day catering?: Send the final number and dietary requirements to the caterer 5–7 days before the event. Keep a small allowance for late registrations, but do not wait until the day before to order food and drinks.
When should I test the sound system and microphones?: Do a full venue test at least 1 day before the ceremony, including music, microphone volume, stands, extension cords and power strips. Repeat a quick sound check 30–45 minutes before guests arrive.
What needs to be ready on the morning of Remembrance Day?: Allow at least 2 hours for venue setup. Arrange tables and chairs, the reception area, flags, wreaths, flowers, candles, route arrows and lighting first, then prepare coffee and tea and complete the final equipment check.

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