How to Plan a Celebration of Life: Checklist and Making it Unique

Saying goodbye to a loved one is a deeply personal experience. A celebration of life allows you to truly personalize an event that honors their memory in a way that reflects their life and memory.

If you’re figuring out how to plan a celebration of life, remember that there are no set rules or expectations — it’s an opportunity to create a tribute that’s meaningful to you.

Did they love a quiet evening spent reading? A gathering with soft music and book readings could be a beautiful way to remember them.

Were they the life of the party? A celebration filled with laughter, music, and shared stories can be a perfect fit.

A celebration of life is a chance to grieve, but also to remember and cherish the life they lived.

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Before you start: What kind of celebration do you want?

There's no one-size-fits-all approach, and the beauty of a celebration of life is found in its flexibility. Here are some questions to get you started:

Formal vs. relaxed: Reflect on your loved one's personality. Did they enjoy lively settings or prefer intimacy?

Themed vs. simple: Consider their hobbies, favorite colors, or artistic style for a personalized touch.

Religious vs. secular: What kind of tribute would they want? Factor their beliefs and faith into the gathering.

Large vs. small gathering: Think about their social circle and preferences. Did they prefer close-knit groups or larger celebrations?

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Don’t do it by yourself — Get help from Meadow

Planning a celebration of life can feel like a lot to take on, especially as you navigate the loss of a loved one. But remember, you don't have to do it all yourself.

Our team at Meadow Memorials has extensive experience creating beautiful and meaningful memorial events in all sorts of styles and settings — from venues like beaches or auditoriums to cozy restaurants and familiar gathering places.

Our focus is on personalization. Every detail, from the food and music to the program itself, will be tailored to capture the essence of your loved one's life.

We manage all the details so you can focus on being present with friends and family, embracing the support and shared memories.

Learn more about how we can help.

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Checklist to figure out how to plan a celebration of life

This checklist will guide you through the key decisions to create a heartfelt and memorable event:

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Choose a location

The location and type of celebration set the tone and create a space that reflects your loved one's life and values.

Consider a place that reflects your loved one's personality or interests and allows guests to feel comfortable sharing memories.

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Ideas

A favorite park or outdoor space they loved to visit
A community center or event hall that accommodates a large group
A place of worship they attended regularly
Their home, for a more intimate gathering

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Things to keep in mind as you choose a location

Guest count: Ensure the venue can comfortably seat everyone.
Accessibility: Consider if there are ramps, elevators, or other accommodations needed for guests with physical limitations.
Parking: Is there ample parking available, or will you need to arrange for valet services?
Travel considerations: If some guests are coming from out of town, factor in travel time and proximity to accommodations.

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Decide on the type of celebration

Choosing the type of celebration sets the foundation for the event, influencing its tone, structure, and the experiences of those who attend.

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Ideas

Religious ceremony: Conducted by clergy, tailored to the traditions and rites of your loved one's faith. Venues can range from places of worship to outdoor settings significant to them.

Non-denominational gathering: Led by a professional celebrant or a significant person in the loved one's life, focusing on personal stories, achievements, and memories.

Themed celebration: Reflects the personality, interests, or legacy of the deceased, such as an art exhibit for an artist or a beach bonfire for someone who loved the sea.

Memorial service with cultural elements: Incorporates specific cultural traditions, music, and rituals that were important to the loved one, celebrating their heritage and life.

Celebration of life party: A more informal and festive event, focusing on the joy the person brought into the lives of others, with music, dancing, and shared stories.

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Things to keep in mind as you decide on a type of celebration:

Your loved one's religious beliefs and practices.
The comfort level of family members with different religious backgrounds.
Decide whether a formal or informal atmosphere would best honor your loved one's memory. Consider how the chosen format will facilitate the expression of remembrance and celebration of life.
Think about how each type of celebration can be personalized to reflect the unique life of the loved one.

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Decor

The decor at a celebration of life serves as a visual tribute to your loved one, highlighting their personality and the beauty of the life they led.

Thoughtful decor can transform a space, making it feel more intimate and reflective of the individual being remembered.

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‍Ideas

Themes: Draw inspiration from your loved one’s passions or characteristics. For a nature lover, consider a rustic, outdoor-inspired theme with wood elements and greenery. For a traveler, use maps and globes and decorate with flags or artifacts from their favorite destinations.

Floral arrangements: Go beyond favorite flowers by considering arrangements that reflect their personality or life's work. For an artist, you can incorporate vibrant, eclectic blooms; for a teacher, consider arrangements that include books or trophies.

Photo displays: Create a timeline of their life with photographs, or set up thematic photo areas that capture different aspects of their personality, like family, adventures, or career achievements.

Memory tables: Consider displaying their handmade crafts, artwork, or a collection of their favorite books or records, inviting guests to connect with their hobbies and interests.

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Things to keep in mind as you decide on decor:

Think about how guests can interact with the decor, such as through writing in a guestbook or adding their own photos to a memory wall, making the space more dynamic and engaging.
Ensure your decor ideas are feasible within the venue, considering space limitations and any venue restrictions on certain types of decorations.
Consider incorporating DIY elements like handmade centerpieces or photo collages if it aligns with the theme.

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Dress code

The dress code is more than just an instruction on what to wear — it's an integral part of the celebration's ambiance and a way to honor the personality and preferences of your loved one.

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Ideas

Color tribute: Encourage guests to incorporate your loved one's favorite color into their attire. This can add a personal touch to the gathering, whether it's a vibrant accessory or a subtler shade.

Attire level: Match the dress code to the event's setting and tone. For a beach memorial, suggest comfortable, beach-appropriate attire. For a potluck in a community hall, a more semi-formal attire would be suitable.

Themed attire: If the celebration has a specific theme, guide guests on how they can align their dress to fit this theme creatively.

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Things to keep in mind as you plan the dress code:

Age range of your guests: Opt for more comfortable attire for events with a large number of older guests.
Time of day: A daytime event might call for lighter clothing compared to an evening gathering.
Comfort: Aim for a dress code that ensures everyone's comfort, allowing them to focus on the celebration rather than their attire.
Weather conditions: If the event is outdoors, factor in the season and potential weather variations.

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Food and catering choices

The food and beverages served at a celebration of life can deeply reflect the unique tastes and heritage of your loved one, creating a comforting and familiar atmosphere for guests.

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Ideas

Thematic cuisine: If your loved one had a passion for a particular cuisine, such as Italian or Mexican, consider featuring dishes that highlight these culinary traditions.

Memory-inspired recipes: Share a story with each dish, such as a recipe they were famous for or a meal from a memorable trip they took.

Interactive food stations: For a more engaging experience, set up food stations where guests can customize their dishes, reflecting the diverse and inclusive spirit of the celebration.

Local favorites: Incorporate dishes from local eateries or producers your loved one enjoyed, supporting the community and adding a personal touch.

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Things to keep in mind as you plan the food:

Make sure you have an accurate guest list so that the food quantity is sufficient for everyone attending.
Catering costs can vary significantly. Determine your budget and choose an option that aligns with it.
Inquire about the venue's catering policies or any restrictions on outside food or beverages.

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Speeches/Sharing memories

The tributes paid to your loved one are the heart of a celebration of life. They offer a platform to articulate the impact and legacy they leave behind.

Here’s how to create a respectful and engaging space for these tributes.

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Ideas

Open sharing: Extend an open invitation for guests to share brief anecdotes or memories, to give your celebration a diverse set of reflections from multiple perspectives.

Guided reminiscences: For those less comfortable with public speaking, a host can ask prompt questions to guests, making the process more conversational and less daunting.

Creative tributes: Encourage contributions that go beyond traditional speeches, such as poetry readings, musical performances, or displaying artwork inspired by the loved one.

Digital tributes: For those unable to attend, offer the option to send in video messages or written tributes that can be shared during the event.

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Things to keep in mind as you plan for speeches:

Acknowledge the emotional weight of speaking at such an event and offer support, allowing people to decline gracefully if they feel unable to participate.
Allocate a specific segment of the event for speeches to avoid disruptions and manage the event's pace
Prior to the event, ensure that all digital tributes are compatible with the venue's equipment.

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Music choice

Music plays a crucial role in setting the tone for a celebration of life. It offers comfort, brings back memories, and brings people together.

Thoughtful selection of music can transform the event into a deeply personal and touching tribute.

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Ideas

Personal favorites: Dive into their music collection to include songs they loved or often played. This personal touch can make the celebration feel more like a reflection of their life.

Thematic music: If the celebration has a theme, select music that complements it. For a beach venue, consider soft acoustic music. You could make a playlist based on the decade they were born.

Interactive elements: Incorporate a musical tribute where guests can share a song that reminds them of the loved one, adding a collective and interactive dimension to the music selection.

Ambient background music: For quieter moments or during a photo slideshow, choose instrumental or ambient music that enhances the atmosphere without overwhelming guests' conversations.

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Things to keep in mind as you plan the music:

Decide on the desired emotional tone of the celebration and select music that supports this atmosphere.
Aim for a balanced playlist that resonates across different ages and musical tastes.
Be mindful of the venue's acoustics and any rules regarding music volume or live performances. Tailor your music choices and setup to fit within these parameters.
Consider moments within the event where specific songs can have the most impact, such as the beginning of the ceremony, during a moment of silence, or as a closing tribute.

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Questions you may have on how to plan a celebration of life

How much does a celebration of life cost?

Costs vary greatly depending on guest count, decor, venue, and catering. A good starting point is $5,000 to $20,000, but creative options can bring the price down.

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How long should a celebration of life last?

The most important thing is to create a space where people can comfortably celebrate your loved one's life. Choose a duration that feels appropriate for the occasion and allows guests to pay their respects in a meaningful way.

Format of the event: A small gathering with close friends and family might only last for an hour or two, while a larger event with catering, speeches, and entertainment could extend for several hours (3-4 hours).

Guest count: A larger guest list might require more time for socializing and sharing memories.

Activities and program: If you plan a program with multiple speakers, a slideshow, or other activities, factor in the time needed for each element.

Overall tone: A more casual gathering might have a flexible time frame, while a formal event might benefit from a more structured schedule.

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Who should be invited to a celebration of life?

The guest list is entirely up to you. Usually, here are the people invited to an event like this:

Family members and close friends: Spouses, children, parents, siblings, close friends, and anyone who had a significant relationship with the deceased.

Extended family: In-laws, aunts, uncles, cousins, and other relatives who may want a chance pay their respects.

Colleagues and acquaintances: Work colleagues, neighbors, or community members who had a positive connection with your loved one.

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How long after a death should you host a celebration of life?

There's no strict rule on how soon to hold a celebration of life. The ideal time frame depends on several factors, including:

Family needs: Allow enough time for immediate family members to grieve and make arrangements.

Guest availability: Consider the travel schedules or work commitments of people you want to attend.

Venue availability: Popular venues might require booking in advance, so factor in lead time.

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Here's a general timeframe to consider:

Within a few weeks: Suitable for a small, intimate gathering focusing on immediate condolences.

1-3 months: A common timeframe that allows for initial grieving and logistical planning for a larger event.

6 months or more: Provides ample time for emotional healing and allows guests from out of town to make travel arrangements.

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Next steps

We hope this guide helps you navigate the etiquette for a celebration of life event that honors the memory of your loved one. If you want to help plan out a memorial event like a celebration of life, consider using Meadow.

At Meadow, we understand the weight of this moment. We offer a more compassionate and meaningful way to celebrate a life well-lived with customized memorial planning services.

Our team of caring memorial planners partner with you in this tender time to create an occasion as remarkable as the life it honors.

With our licensed team, you can expect:

A weight off your shoulders: Our memorial planners will take care of every detail, and they’ll be in the background at your memorial, ensuring everything runs smoothly.
The perfect location: Our planners help you find the perfect location, whether that’s an idyllic beachfront, your loved one’s favorite restaurant, or the comfort of your own home.
Transparent pricing: Starting from $1,295 for a basic cremation.