A memorial service gives family and friends a second opportunity to come together and remember someone they loved — often held weeks or even months after the funeral, when those who couldn't attend from interstate or overseas are able to join, and when the immediate shock of loss has begun to settle. Without a coffin or formal committal, the service centres entirely on the person: their story, their voice through the tributes of others, and the community they built around them. This memorial service run sheet provides a clear framework for the service coordinator — covering venue preparation, AV setup, the order of service, and the reception that follows.
| Time | Task | Responsible | Location |
|---|---|---|---|
| 09:00 | Venue access and setup — chairs, lectern, flowers, and memory table arranged | Venue Staff / Family | Memorial Hall |
| 09:15 | Photo display and memory table set up — framed photos, flowers, and personal mementos | Family | Memory Table |
| 09:20 | Guestbook and memory card station placed near entrance | Family | Venue Entrance |
| 09:30 | AV setup and full test — tribute slideshow, video messages, microphone, and music playback | AV Staff / Family | Memorial Hall |
| 09:45 | Order of service programs set on chairs or placed at entrance | Family | Memorial Hall |
| 09:45 | Celebrant / MC arrival — final briefing and speaker order confirmed | Celebrant / MC | Green Room |
| 10:00 | Speaker briefing — eulogists, readers, and any video tribute operators confirmed | Celebrant / MC | Green Room |
| 10:00 | Catering setup — tea, coffee, and light refreshments prepared for post-service | Catering | Reception Area |
| 10:15 | Doors open — guests welcomed and invited to view memory display and sign guestbook | Family / Venue Staff | Venue Entrance |
| 10:15 | Pre-service background music playing — guests seated | AV Staff | Memorial Hall |
| 10:30 | Service opens — MC or celebrant welcomes guests and introduces the occasion | MC / Celebrant | Memorial Hall |
| 10:35 | Opening piece of music or poem — chosen by the family | AV Staff / Reader | Memorial Hall |
| 10:42 | Tribute — primary family speaker (partner, child, or sibling) | Family Speaker | Lectern |
| 10:55 | Tribute — close friend or long-time colleague | Friend / Colleague | Lectern |
| 11:07 | Musical interlude — a meaningful song played in full | AV Staff | Memorial Hall |
| 11:12 | Photo tribute slideshow — accompanied by music | AV Staff | Memorial Hall |
| 11:22 | Video messages from interstate or overseas guests played | AV Staff | Memorial Hall |
| 11:32 | Third tribute or reading — additional family member or friend | Speaker / Reader | Lectern |
| 11:40 | Open floor — guests invited to share a brief memory | MC | Memorial Hall |
| 11:55 | Closing reflection — celebrant or MC closes the formal service | Celebrant / MC | Memorial Hall |
| 12:00 | Final piece of music — uplifting or meaningful track chosen by family | AV Staff | Memorial Hall |
| 12:05 | Guests invited to move to reception area — background music continues | MC / Venue Staff | Memorial Hall |
| 12:10 | Reception — tea, coffee, and light refreshments served, informal mingling | Catering | Reception Area |
| 13:30 | Memorial service concludes — family farewell guests personally | Family | Venue Entrance |
Send the order of service to all confirmed speakers at least 48 hours before the service so they know where they sit in the running order and how long they have.
Allow adequate time for guests to view the memory display before the service begins — 15 to 20 minutes of pre-service mingling helps people settle and connect before sitting down.
Collect video messages from interstate or overseas guests at least one week in advance so they can be compiled, tested on the venue's AV system, and placed correctly in the running order.
Brief the MC on how to manage the open floor memory-sharing segment — have two or three people ready to speak first to avoid an awkward silence, and agree on a gentle signal to close the segment.
Have a printed order of service for every guest even if a digital screen is in use — it gives people something to hold during an emotional service and serves as a keepsake.
Confirm with the venue the exact pack-down time and whether catering will extend if the reception runs long.
A funeral service takes place with the coffin present, typically within a few days of death, and includes a formal committal. A memorial service is held without the coffin — usually weeks or months later — and focuses entirely on tributes, remembrance, and community. There is no committal element. Memorial services are often more personal and flexible in format than a funeral.
Most memorial services run 60 to 90 minutes for the formal program, followed by 60 to 90 minutes of reception. A typical format: 10 minutes of pre-service mingling, 75 minutes of service including tributes, music, and an open floor segment, then 60–90 minutes of catered reception. Confirm the venue's allocated time slot and build in a 10-minute buffer.
Yes — memorial services are frequently held at function venues, community halls, RSL or sports clubs, restaurants, hotel ballrooms, and even outdoor settings. The venue should have adequate seating, a microphone or PA system, and a screen or TV for the photo tribute. Accessibility for elderly guests is an important consideration.
Ask remote guests to record a 60 to 90-second video on their phone in landscape orientation. Set a submission deadline of one week before the service. Compile the clips into a single video using basic editing software and test playback on the venue's AV system at your setup check. Assign one person on the day whose sole responsibility is managing the AV — having the file on both a laptop and a USB stick avoids technical failures.
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 →MemorialA practical run sheet for the reception or wake following a funeral service, covering catering, informal tributes, memory sharing, and closing.
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.