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Celebration of Life Planning Checklist
The decisions and tasks to settle when planning a celebration of life, from date and budget to program.
A real, editable checklist below — tick, tap a line to rewrite, drag to reorder.
Tick the circles, tap any line to change it, drag the dots to reorder.
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If you have been asked to plan a celebration of life, you may be grieving too, so take it one step at a time. Start with three choices that guide the rest: when to hold it, who will lead it, and what you can spend. Then ask three or four people to share the work. Send invitations several weeks ahead, and earlier if guests are coming from out of state. This list assumes a gathering of friends and family, at a venue or at home. It leaves out funeral and legal paperwork. It touches on cremation only for ash scattering rules.
Why these items are on the list
- Set a realistic budget. Agree it with family early. It makes venue and food choices easier.
- Choose a date. A few weeks out, months later, or a birthday or anniversary. There is no single right timeline.
- Check travel for out-of-town guests. Ask relatives and friends about their situation before settling the date and place.
- Decide who will lead. A close friend or relative, a clergy member, or a hired celebrant.
- Ask three or four helpers. They can handle setup, decorating, gathering photos or keeping guests informed.
- Draft the guest list. A holiday card mailing list helps you remember extended family, neighbors and coworkers.
- Estimate the guest count. It guides the venue, seating, parking and how long the event may run.
- Choose a meaningful venue. A park, backyard or favorite place. Check restrooms, parking and any audio-visual needs.
- Pick a tone or theme. Something they were known for, such as gardening, music, travel or their work.
- Plan the program. Common elements include a welcome, readings or speeches, a slideshow, open sharing and refreshments.
- Ask speakers directly. Some will volunteer. Others need to be asked. Choose people close to them.
- Choose music and readings. A playlist of songs that mattered to them, or readings if music wasn't theirs.
- Gather photos and video. For a slideshow or video tribute, ideally with music they enjoyed.
- Set up a memory table. Photos, belongings, handwritten notes, or their favorite colors in the flowers.
- Plan food and drink. Serve their favorites. A potluck sign-up can spread the load.
- Send invitations. Include date, time, address, parking and RSVP information.
- Add a dress code, if wanted. A favorite color, casual clothes, or something that matches their style.
- Prepare small keepsakes. Seed packets, memory cards for guests to fill in, or handwritten family notes.
- Check ash scattering rules. If scattering, ask the funeral director and local authorities about laws.
- Plan for guests who can't attend. Consider a live stream, written messages or an online tribute page.
- Name a host for the day. So you can take part without managing everything yourself.
- Leave time for yourself. Allow moments to grieve and accept help from others.
- Send thank-you notes. The same mailing list you used for guests saves time.
You can tick items off a few at a time on your phone and share the list with the people helping. Nothing here has to be finished in one sitting.
When to use it
Use it once you decide to hold a gathering, a few weeks out or months later.