The funeral reception — often called the wake — is where guests gather after the formal service to share food, stories, and support. It can take place at the family home, a local venue, or a function room at the funeral chapel. While less structured than the service itself, a clear run sheet helps the host family manage catering, keep the occasion flowing, and avoid the exhaustion of fielding constant questions. This template gives you a practical framework for a two-hour funeral reception that balances warmth and informality with the gentle shape guests appreciate.
| Time | Task | Responsible | Location |
|---|---|---|---|
| 11:00 | Venue setup — tables, seating, floral displays, and memory table arranged | Family / Venue Staff | Function Room |
| 11:15 | Catering setup — sandwiches, finger food, tea, coffee, and water service | Catering | Catering Area |
| 11:20 | Memory table and photo display arranged | Family | Main Room |
| 11:25 | Guestbook and memory cards placed at entrance | Family | Entrance |
| 11:45 | Host or family member positioned at entrance to welcome guests | Family | Venue Entrance |
| 12:00 | Guests arrive and are welcomed — light refreshments available | Catering / Family | Function Room |
| 12:00 | Informal mingling and background music | AV Staff | Function Room |
| 12:15 | Catering service — main refreshments, sandwiches and finger food served | Catering | Catering Area |
| 12:30 | Host welcome address — brief thanks for attending and invitation to share memories | Host / Family Member | Main Room |
| 12:35 | Photo tribute slideshow playing on screen in background | AV Staff | Main Room |
| 12:35 | Informal tributes and memory sharing encouraged | Host / MC | Main Room |
| 13:15 | Tea and coffee replenished, dessert items served if applicable | Catering | Catering Area |
| 13:45 | Closing words from host — thanks to guests and invitation to stay | Host / Family Member | Main Room |
| 14:00 | Guests farewelled — family positioned at exit for personal goodbyes | Family | Venue Entrance |
| 14:30 | Pack-down and venue clearance | Family / Venue Staff | Function Room |
Delegate catering coordination to a trusted friend or family member who isn't also expected to greet guests or receive condolences — the host family needs to be present for guests, not managing food replenishment.
Plan for approximately 20–30% more guests than your RSVP count. Funeral receptions often attract attendees who weren't expected, and running out of food is distressing when guests have travelled far.
A background photo slideshow playing on a TV or screen creates a focal point and warm atmosphere without requiring any formal program. Prepare it in advance on a loop.
Have a designated family member responsible for collecting the guestbook, memory cards, and any personal items from the memory table before the venue clears.
Accept offers of help with setup and pack-down from close friends and family — it gives people a meaningful way to contribute and reduces the burden on the immediate family.
Most funeral receptions run one and a half to two hours. A light program — welcome, informal tributes, and farewells — typically wraps in 90 minutes, but guests who have travelled may stay for two hours or more. Give the venue a realistic estimate and confirm whether you have the option to extend.
Traditional choices include finger sandwiches, sliced quiche, petit fours, sausage rolls, fruit platters, and sliced cakes. Tea, coffee, water, and soft drinks are standard. Alcohol is less common for daytime receptions but appropriate for an evening wake or celebration of life. Plan on six to ten pieces of food per person for a light catering format.
The host or a close family member typically opens with a brief welcome and thanks, and closes with a farewell. The reception itself is informal — there's no obligation for further speeches. If additional tributes are desired, consider a brief open floor moment where anyone who wishes to share a memory is welcome to do so.
A compassionate, practical run sheet for a full funeral service, from family arrival through to the wake. Suitable for funeral directors, celebrants, and families coordinating the day.
View Template →MemorialA warm, flexible run sheet for a celebration of life event — a less formal memorial gathering that honours the person's story, personality, and the people they loved.
View Template →SocialA warm and well-structured run sheet for a christening day, covering the church or chapel ceremony, family portrait session, and a seated reception lunch for family and guests.
View Template →Stop juggling spreadsheets and last-minute messages. Run Sheets gives your entire team a single, live document for every event — accessible anywhere, updated in real time.