Memorial service planning: what to know

What the job involves, what changes the price, and what to ask a pro.

What memorial service planning is

A memorial service planner helps a family organize a memorial or celebration of life, coordinating the location, program, speakers, music, photos and reception. Families hire one when they want a meaningful service and do not have the time or energy to manage every detail while grieving.

Signs you need it

  • The family wants a service but no one has the time or energy to organize it
  • Many people will speak, read or share memories, and someone must keep the program in order
  • The service will be held at a location that needs setup, music and a reception plan
  • The family wants photos, a slideshow or a memory table arranged for the day
  • Relatives are traveling in and need help with the schedule and the details

What the pro does

  • Meets the family to learn about the person, their wishes and the tone of the service
  • Chooses a location and confirms the date, the time and the setup
  • Builds the program with speakers, readings, music and any moments of silence
  • Coordinates the photos, the slideshow, the memory table and the guest book
  • Arranges the reception food and drink, and any seating or accessibility needs
  • Runs the service on the day and helps the family close the day with care

What changes the price

Every job is different, so we do not publish prices. These are the things that move the quote up or down.

  • Number of guests and the length of the service
  • Venue type and whether it needs setup or cleanup
  • Music, slideshow and audiovisual needs
  • Reception size and whether food and drink are served
  • Number of speakers and the amount of program coordination
  • How much help the family wants on the day

What a written quote should spell out

  • Services included, such as program design, venue coordination and the day of help
  • Which vendors the planner books and which the family books directly
  • Hours on site on the day and the number of staff present
  • Audiovisual and music equipment included or rented
  • What happens if the guest count or the date changes

Questions to ask before you hire

  • How have you helped families plan services like this one before?
  • How will you learn the wishes of the family and the person being remembered?
  • Who will introduce speakers and keep the program on time?
  • What is your plan if a speaker becomes emotional or a guest needs help?
  • Who is on site during the service, and who handles the reception?
  • Will you handle the slideshow, the music and the photos, and who approves them?

Red flags

  • Pushes the family to add services they did not ask for
  • Does not check the wishes of the family before booking a location or vendors
  • Cannot say who keeps the program on time
  • Has no plan for guests with mobility or hearing needs
  • Asks for the full fee before the family has approved the plan

What you can do yourself

A family can plan a simple memorial by choosing a place that matters to the person, asking a few people to share memories, and creating a short slideshow from photos they already have. Hire a memorial planner when the service has many speakers, a reception, audiovisual needs, or when the family wants someone else to handle the details during a hard time.

Licenses and permits

No license is usually required to plan a memorial service. Ask for proof of liability insurance and a written contract. If the service includes a funeral home, the funeral home's own licensing applies, so check its rules.

Memorial service planning questions

Is a memorial service the same as a funeral?

Not always. A memorial or celebration of life can be held without the body present and can take place well after a death. Ask the planner how they plan around any timing the family has chosen.

Can the planner help with the reception?

Yes. Ask the planner to book the food and drink, and check the rules of the venue for food and alcohol before the day.

Who makes the final decisions?

The family should. Agree on the decision maker before planning begins, and share the approved program with everyone who will speak.

About this guide

This national guide is written and checked by infinibell. Rules and conditions differ by place, so local pros are credited on guides for the cities they serve, not on national ones.

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