How to plan a candlelight vigil or memorial in your city.

 

A candlelight vigil or memorial is to draw media attention to a cause or injustic, quietly protest, events, people or tragedies that you wish to memorialize or to draw media attention to causes or injustices; to show support for families of police victims, and to demand police reform and accountability. 

 

The location you choose is important, it should tie into your cause. Getting the word out that the vigil or memorial will be taking place is the most important part so that there can be a large turnout. All ages can participate in this event.

There is no standard format, hard, or fast rules when planning a candlelight vigil or memorial. The main point is to provide a quiet and comfortable setting where a group of people can meet, support each other, and spread the message.  In your planning, consider the following steps:

 

Step 1:

Designate a Master of Ceremonies and Get Help

• The Master of Ceremonies is someone that will make sure the itinerary is carried out in order and explain properly.

• The Master of Ceremonies may prepare their speaking notes for the vigil.

• Get help from family, friends, churchgoers, co-workers, etc., if they would be interested in volunteering, or approach a group of like-minded people to see if they would like to help out.

Step 2:

Arrange a Venue

Candlelight vigils can be planned both indoors and outdoors but most are held outdoors on public property, at a local park or in front city hall.

The following are ideas where candlelight vigils can be held:

 

Outdoors 

• Parks, Gardens  

• Grounds of City Hall  

• Grounds of Schools

• Community Center Grounds

• Grounds of Art Galleries     

• Outside of Workplace

Indoors

•  School Auditoriums

• City Hall Auditoriums

• Legion Halls

• Community Centers

• Museums

• Libraries

• Churches

 

Consider the following tips when choosing your location:

1. Choose a place that is easy for participants to find.

2. The location can relate to the reason. For example, if the vigil is religious, have it outside a church.

3. If possible, you should have an indoor option available in case of bad weather. Indoor vigils can be held in auditoriums, community centers, legion halls, etc.

After selecting a location, choose a date and time that will work for the occasion. Remember that it must be dark enough for all of the candles to have an impact, but not too late at night since some participants may not be able to attend.

 

Step 3:

Determine an Itinerary

Itinerary suggestions may include:

• Reception (welcome and greeting)

• Speakers could recite poetry or prose (normal everyday language), pray, read about what awareness means to them or talk about the deceased. Give speeches that inform and motivate

• Memorials

• Choirs, Bands, Music

• Community Placement of Candles and Visual Displays

 

Step 4:

Candles

You will need a supply of candles on hand for participants to light. Purchase these in advance so that, if it seems you will have a very large turnout, you will have time to get more. Or you can make your own simple candles for the event. Plain white candles are generally used but if they will suit the occasion, use colored candles, or personalized memory candles. 

 

Step 5:

Planning Check-List

❏ Decide on date, time, and location of event

❏ Book facilities, venue

❏ Purchase enough candles to cover the number of anticipated participants, Luminaries (object that gives off light), and battery-powered candles can also be used

❏ Contact other potential partners

❏ Decide on Master of Ceremonies and itinerary

❏ Contact program participants

❏ Book sound system, audio (if required)

❏ Arrange for refreshments

❏ Arrange for volunteers for candle lighting and distribution, candle extinguishers, photographer etc.

❏ Distribute promotional materials

❏ Print map of event location

❏ Send out Media Release and Backgrounder

 

Step 6:

Prior to Event Day

❏ Reminder telephone local media

❏ Set up room (if required); test and confirm power to sound system, audio equipment like microphones and amplifier that are suitable for outdoor use

❏ Set out refreshments

❏ Ensure Master of Ceremony is ready and confirm changes to itinerary, program

❏ Get applicable permits

 

Step 7:

Getting the Word Out

Once you have everything in place for the event, you will need to spread the word so that people will be able to attend. There are several ways to advertise a candlelight vigil:

• Posting printed fliers in neighborhoods, stores, and public bulletin boards

• Taking out a small ad in the local newspaper

• Contacting local media with details of the event

• Contacting relevant groups (for example, cancer clinics for a vigil to raise awareness about cancer)

Word of mouth is a powerful advertising tool that also an important and valuable source of contact. Tell as many people as you can about the upcoming vigil, and ask them to tell everyone they know that may be interested in attending.

 

Step 8:

The candlelight vigil can be as fancy or as simple as you want to make it. Consider having the speeches, readings, etc., followed by lighting the candles and a moment of silence (if appropriate). Since vigils are held for a wide variety of reasons, you are really only led by the mood of the event and what would be appropriate for the participants.

 

Step 9:

Start Program (Sample Itinerary)

❏ Welcome and Introduction by Master of Ceremony

❏ Prayers and readings

❏ Group or individual reflection and stories

❏ Guest speaker(s)

❏ Volunteers distribute candles

❏ Light first candle

❏ Minute of silence