A venue checklist for a Peterborough funeral wake buffet

Tell the venue when the service starts and where guests go next

Give the venue and caterer the service time, the expected journey to the reception and the first arrival time you are working towards. People may travel at different speeds or spend a few minutes outside after the service. Ask how the food handover can accommodate a small change to the original plan. If there are two stops before the reception, include both in the timing discussion.

Send the correct venue name, postcode, room and entrance. Find out when the venue can open for setup and whether close relatives need to be there for it. Where possible, let someone at the venue handle arrivals so the family can travel from the service together.

Choose food people can take a little at a time

When guests arrive in groups, familiar foods such as sandwiches, savoury bites and small cakes can be straightforward to serve. Think about who might want a fuller lunch and who might just want a cup of tea and something small. Ask what the caterer can provide and how platters will be presented and labelled.

Check whether the venue supplies tea, coffee, crockery and water. Put drinks somewhere guests can reach without queuing for food, and preserve enough nearby seating for anyone who needs to sit down soon after arriving.

Give a realistic estimate and agree when to update it

Start with the close family and friends who have said they will come to the reception. Add the guests you expect from the service if the invitation is open. If the number is uncertain, explain that when you first enquire and ask when a firmer figure is needed. A realistic range is more useful for the first conversation than a guess presented as a confirmed headcount.

Pass on any dietary requirements you know about, and ask the caterer what can be accommodated and how guests can identify suitable choices or ask a question safely.

Agree who can speak for the family on the day

Give the caterer one contact who is happy to keep their phone handy and can say when the group is on its way. Agree who will clear plates, tidy the room and handle any equipment collection at the end, including the time the venue needs the room back. A short handover note can give the family more time with their guests.

• Before the service, the venue contact confirms the reception room is open and the food table is ready.
• When the group leaves the service, the nominated contact updates the venue or caterer with an estimated arrival.
• Before the room closes, the venue contact checks who is taking away any equipment.