A celebration of life is a gathering centred on joy, memory, and community rather than grief alone. Unlike a traditional funeral service, a celebration of life may take place weeks or months after the passing, allowing more time to plan and inviting a broader, less structured format. This run sheet template is designed for coordinators and families who want to give the occasion a clear shape while leaving room for the warmth and spontaneity these events bring. Whether you're hosting a backyard gathering, a function room hire, or a hybrid in-person and online event, this template gives you a practical starting framework to adapt.
| Time | Task | Responsible | Location |
|---|---|---|---|
| 10:00 | Venue setup — memory table, photo display boards, and floral arrangements | Family / Venue Staff | Main Room |
| 10:15 | Memory table items arranged — photos, mementos, guestbook, and memory cards | Family | Memory Table |
| 10:30 | Catering setup — light refreshments, tea, coffee, and any meal service | Catering | Catering Area |
| 10:30 | AV setup — tribute slideshow, video messages from interstate guests, and music | AV / Family | Main Room |
| 10:45 | MC / celebrant arrival and final briefing with family | MC / Celebrant | Private Room |
| 11:00 | Doors open — guests welcomed, invited to view memory display and sign guestbook | Family | Venue Entrance |
| 11:00 | Pre-event mingling, background music, light refreshments served | Catering | Main Room |
| 11:30 | Welcome and gathering of guests — MC brings guests together | MC | Main Room |
| 11:32 | Opening words — MC introduces the gathering and the person being celebrated | MC / Celebrant | Main Room |
| 11:40 | Tribute from a close family member — personal memories and stories | Family Speaker | Main Room |
| 11:52 | Music tribute — a favourite song played in full | AV Staff | Main Room |
| 11:57 | Tribute from a friend or colleague — stories and memories | Friend / Colleague | Main Room |
| 12:08 | Photo slideshow — curated tribute playing to background music | AV Staff | Main Room |
| 12:18 | Open floor — guests invited to share a short memory or story | MC | Main Room |
| 12:35 | Video messages from guests unable to attend in person | AV Staff | Main Room |
| 12:45 | Closing reflection and farewell words from MC | MC / Celebrant | Main Room |
| 12:50 | Final song — uplifting or meaningful track chosen by family | AV Staff | Main Room |
| 13:00 | Lunch service and informal mingling — guests browse memory display | Catering | Main Room |
| 14:30 | Event concludes — family available to farewell guests personally | Family | Venue Entrance |
Reach out to friends and family early if you'd like video messages from interstate or overseas guests — they need time to record and send something meaningful, and you need time to edit them into a single tribute video.
Keep the open floor segment (invited memories from guests) to around 15 minutes and brief the MC to gently manage contributions — it's the most unpredictable part of the program but often the most treasured.
Print and display the schedule in a few spots around the venue so guests know the program without needing to ask. A simple printed program or A4 poster near the entry works well.
Have tissues available on every table and near the entrance — regardless of how celebratory the tone, these events carry deep emotion and small gestures of care matter.
Consider a memory card station where guests can write a favourite memory or message on a card and add it to a display basket or jar — families treasure these long after the event.
A funeral typically takes place within a few days of death, is often led by a religious or civil celebrant, and follows a structured order of service including a committal. A celebration of life is usually held later — weeks or months after — and is more flexible in format, tone, and venue. It focuses on celebrating who the person was rather than marking their passing, and may not include a coffin or formal committal.
Most celebrations of life run two to three hours: around 30–40 minutes of formal program including tributes and shared memories, followed by 90 minutes to two hours of informal mingling over food and drink. Guests appreciate a clear program start so they know when to gather and what to expect.
Yes — celebrations of life are well suited to backyards, parks, function venues, sports clubs, and any place that held meaning for the person. If hosting outdoors, have a wet weather backup plan and confirm parking and accessibility for older guests.
Brief the MC to warmly invite contributions and to gently thank each speaker after one to two minutes. Have a few people ready to speak first so there's no awkward silence at the start. Cap the segment at 15 minutes total and have the MC transition smoothly to the next element. Let the family know in advance that the MC may need to move things along if there are many speakers.
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