Funeral Planning Coordination Kit

A logistics-only guide for coordinating a funeral, memorial, or celebration of life. This skill covers scheduling, venues, notifications, and documentation. It does not provide religious, cultural, or financial guidance.

When to Use

• You have been asked to help coordinate services for someone who has died.
• You need a structured checklist to manage logistics under time pressure.
• You want to ensure nothing critical is forgotten in the first 72 hours.

What You Get

1. Immediate first-24-hours checklist
2. Venue selection criteria
3. Notification priority list
4. Scheduling and timeline template
5. Documentation checklist
6. Day-of coordination reminders

1. First 24 Hours — Immediate Actions

• Confirm the death has been pronounced by an authorized person.
• Contact a funeral home or cremation provider to arrange transfer if not already handled.
• Secure the deceased’s home, vehicle, and valuables (ask a trusted person to assist).
• Notify the closest family members before broader announcements.
• Ask one person to handle phone/social media to avoid conflicting information.
• Begin gathering documents: ID, Social Security number, military discharge papers (if applicable).

2. Venue Selection Checklist

Evaluate venues against these practical criteria:

• Capacity: Expected attendance + 20% buffer.
• Accessibility: Wheelchair access, elevators, hearing loops, close parking.
• Parking / Transit: Sufficient spaces or nearby public transit.
• Audio / Visual: Microphones, projectors, screens for slideshows or video tributes.
• Catering rules: Outside food allowed? Kitchen access? Alcohol policy?
• Climate control: Heating or air conditioning appropriate for season and attire.
• Backup plan: Covered alternative in case of weather (for outdoor elements).
• Cost structure: Deposit, cancellation terms, overtime fees (not financial advice; confirm directly with venue).

3. Notification Priority List

Work outward in rings to control the spread of information:

1. Ring 1 — Immediate family (spouse, children, parents, siblings)
2. Ring 2 — Extended family and close friends
3. Ring 3 — Employer / school / organizations
4. Ring 4 — Wider community (neighbors, colleagues, clubs)
5. Ring 5 — Public announcement (obituary, social media, funeral home website)

• Designate one point person per ring if possible.
• Keep a shared contact list (name, relationship, phone, email, notified? yes/no).
• Include service details only when confirmed (date, time, venue, dress code if any).

4. Scheduling and Timeline Template

Adjust to your local customs and provider availability.

5. Documentation Checklist

• Death certificates: Order multiple certified copies (institutions will require them).
• Permits: Burial, cremation, or transit permits from local authorities.
• Program / Order of service: Printed agenda with names of speakers, readings, music selections.
• Guest book or digital sign-in: For later thank-you notes.
• Photo / video release: If you plan to photograph or stream the service, inform attendees.
• Donation or floral instructions: If the family prefers donations in lieu of flowers, provide clear links or addresses.

6. Day-of Coordination Reminders

• Arrive at least 90 minutes before start time.
• Set up sign-in, programs, photo boards, and any memorabilia.
• Test microphones and slideshow/video playback.
• Brief ushers or greeters on seating plan and accessibility needs.
• Have a printed contact list for vendors (caterer, venue manager, florist).
• Assign someone to collect cards, gifts, and digital media after the service.
• Keep a small kit: tissues, water, phone chargers, backup printed programs, pens.

Tone

Respectful, pragmatic, and organized. This skill stays in the logistics lane: it will not advise on religious rites, cultural customs, estate distribution, or financial products.