Checklist for delivering to crematorium or venue

You've created the presentation. The photos are in the right order, the music is chosen. But what else do you need to arrange before delivering everything?

Use this checklist to not forget anything.

Find out in advance

☐ Ask about the correct format

Call or email the crematorium/venue and ask:

• What file format? (PowerPoint, separate JPEGs, video)
• Should the music be included or does the venue play that separately?
• How to deliver? (USB, email, WeTransfer, their own system)

☐ Ask about technical details

• What aspect ratio is used? (usually 16:9)
• Is there a maximum number of photos?
• Will the presentation be tested beforehand?

☐ Ask for a contact person

Who should you call if there are problems? Write down the name and phone number.

Check the presentation

☐ Watch the presentation from start to finish

Play the entire presentation, preferably on a large screen. Pay attention to:

• Are all photos in the correct order?
• Is the timing per photo good? (not too fast, not too slow)
• Does the music come in well? (volume, mood)

☐ Check the first and last slide

• First slide: name, date of birth/death, possibly a photo
• Last slide: text or image that closes the presentation

☐ Test on another computer

If you're using PowerPoint, open the file on another computer to check that everything works.

Prepare the files

☐ Export in the requested format

Via The Last Farewell:

• PowerPoint (.pptx)
• Numbered JPEGs (001.jpg, 002.jpg, etc.)
• Farewell Player (.farewell)

☐ Give the file a clear name

For example: Farewell_Presentation_John_Smith.pptx

Avoid spaces and special characters if the venue indicates this.

☐ Make a backup

Save a copy on your computer and in the cloud (Google Drive, iCloud, OneDrive).

Deliver

☐ USB stick (most common)

• Use an empty or cleaned USB stick
• Copy only the necessary files (no clutter)
• Test the stick on another computer
• Label the stick with name and contents

☐ Email or WeTransfer

• Check the maximum file size (often 25 MB for email)
• Include in the email: name of deceased, funeral date, contact person
• Ask for a confirmation of receipt

☐ Direct upload (at some venues)

Some crematoria have their own upload system. Ask for the link and instructions.

On the day itself

☐ Bring the USB stick

Even if you already emailed — always have a backup on hand.

☐ Arrive on time

Ask if you can be present 30 minutes before the service to test the presentation.

☐ Test the presentation on site

Check together with the staff that everything works:

• Image and sound
• Correct order
• Start and end point

Frequently asked questions

What if something goes wrong at the last minute?

Bring your laptop with the original project. Then you can make adjustments on site and export again.

What if the music doesn't work?

Make sure you also have the music separately on the USB stick (as MP3). The venue can then play this manually.

Do I have to play the presentation myself?

Usually not. The crematorium staff operates the equipment. But ask about this in advance.

What happens to the files after the funeral?

Ask about this. Some venues keep it temporarily, others delete it immediately. Always keep a copy yourself.