Remembrance Day ceremony checklist

A Remembrance Day ceremony depends on quiet timing, clear roles and reliable sound. Start with the venue, permits and invited speakers, then build the programme around confirmed speeches and music. In the final week, print programmes, confirm dietary requirements and check every cable, microphone and escape route. On the day, allow time to arrange chairs, lighting, signs and refreshments before guests arrive.

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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

Reserve venue
Apply for required permits
Reserve Sound System
Invite speakers
Invite musicians
Compile program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Order a floral arrangement
Collect the speakers' texts
Check music and speeches
2 people
Assign volunteers
Have programs printed
Create route and information signs
2 people
Check the venue and escape routes
2 people
Do the shopping
2 people
Check materials
2 people
Store groceries chilled
Lay out programs and signs
2 people

Event

Open venue
2 people
Set up chairs
4 people
Set up lighting and cables
2 people
Connect the sound system
2 people
Test sound system
2 people
Set up the memorial site
3 people
Set up the reception desk
2 people
Prepare coffee and tea
2 people
Brief volunteers
2 people
Welcome visitors
4 people
Hand out programs
2 people
Guide speakers
2 people
Carry out memorial program
4 people
Guide the moment of silence and wreath laying
3 people
Serve coffee and tea
3 people
Refill drinks
2 people
See visitors out
3 people

Aftercare

Collect tableware
3 people
Dismantle furniture
4 people
Sort waste
2 people
Clean the venue
3 people
Return sound equipment
2 people
Store leftover materials
2 people
Handle lost and found
Send thank-you messages

What to bring

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

Furniture

Chairsqty 120
Tablesqty 6
Clothes racksqty 2

Tableware

Coffee cupsqty 120
Platesqty 120
Tea glassesqty 120
Dessert platesqty 120
Teaspoonsqty 120

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Water jugsqty 6

Equipment

Speakersqty 2
Microphonesqty 3
Mixer
Extension cordsqty 6
Power stripsqty 4
Cable matsqty 8
Music player

Lighting

LED lampsqty 8
Lanternsqty 6

Decorations

Memorial wreath
Dutch flag
Black ribbonsqty 6
Candlesqty 120
Glass candle holdersqty 120
Table runnersqty 6

Catering

Serving plattersqty 8
Serving tongsqty 4
traysqty 6
Milk jugsqty 4
Sugar bowlsqty 4
Groceries

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop headsqty 2
Bucketsqty 2
Cleaning clothsqty 12

Tips

Book the venue and apply for permits first, ideally several weeks before the ceremony. Confirm access times, escape routes and where the Dutch flag, wreath and candles will be placed.
Set a firm deadline for speakers’ texts and music selections at least 7 days before the event. Use the final programme to check names, speaking order and transitions.
Assign volunteers to specific jobs rather than asking for general help. For a small ceremony, plan at least one person for registration, one for seating and one for refreshments.
Test the complete sound setup before doors open, including microphones, mixer, music player, extension cords and cable mats. Allow at least 30 minutes for testing and keep a backup microphone or power option if available.
Plan refreshments by counting registered guests and checking dietary requirements before shopping. Prepare chilled groceries in advance, then set out cups, glasses, plates, serving trays and utensils only after the ceremony area is ready.

Frequently asked questions

How far in advance should I organise a Remembrance Day ceremony?: Begin 6 to 8 weeks ahead by reserving the venue, checking permits and inviting speakers and musicians. Finalise the programme and registrations during the last 2 weeks.
When should speeches and music be confirmed for Remembrance Day?: Ask for all speakers’ texts and music selections at least 7 days before the ceremony. Review the complete running order and test the sound system during the final week.
How early should the venue be opened on the day?: Open the venue at least 2 hours before guests arrive. This gives volunteers time to set up chairs, lighting, signs, candles, refreshments and the sound system, with 30 minutes reserved for a full sound check.
What should I prepare for a Remembrance Day reception?: Count registered guests first, then check dietary requirements before shopping. Set up coffee machines, kettles, thermos flasks, water jugs and serving items after the ceremony space is complete, usually 30 to 45 minutes before serving.

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