DIY Funeral Music
Coordinating With Venues & Technology
A practical, step-by-step guide to managing funeral music yourself, from venue coordination to equipment testing and day-of troubleshooting.
Taking Control of the Music
DIY funeral music coordination can save families thousands of dollars while creating deeply personal tributes, but success requires careful preparation and technical know-how. Many families assume they need to hire professional musicians or pay venue fees for audio services, when in reality, with proper planning, managing your own music is entirely achievable.
This guide walks you through every technical and logistical step, from initial venue contact through day-of execution. Whether you're working with streaming services, physical media, or live performances, you'll learn how to coordinate seamlessly with venues and technology.
Pre-Planning: Know Before You Go
Essential Venue Questions
Call the venue at least one week before the service and ask:
- •What audio equipment is available? (speakers, microphones, mixing board)
- •What playback devices work? (USB, CD, aux cable, Bluetooth)
- •Is there WiFi access? Get the network name and password
- •Can we test equipment beforehand? Schedule a specific time 24-48 hours before
- •Who operates the sound system? Venue staff, or can you bring someone?
- •Are there power outlets? Location and number for charging devices
- •Any music restrictions? Volume limits, genre rules, time constraints
💡 Pro Tip
Get all answers in writing via email. Venue staff changes happen, and you want documentation of what was promised. Also ask for the name and phone number of the person who will be there on the day of service.
Creating Your Music Plan
Document every detail:
- •Song title, artist, and album (for finding correct version)
- •Exact time each song plays (6:00 PM prelude begins, etc.)
- •Duration of each song or segment
- •Volume level for each segment (background vs. featured)
- •Who cues each song (officiant signal, designated family member)
- •Backup plan if technology fails
Share this document with the funeral director, officiant, and audio operator. Our planning timeline guide helps coordinate all these moving parts.
Technology Setup and Preparation
Multiple Format Strategy
Never rely on a single format. Prepare your music in at least three ways:
Primary option - USB drive:
- •Use high-quality MP3 files (320kbps)
- •Name files clearly: “01 - Prelude - Amazing Grace.mp3”
- •Create a single folder with numbered tracks in order
- •Format as FAT32 for maximum compatibility
- •Test the USB on multiple devices before the day
Backup option - Physical CDs:
- •Burn audio CDs (not data CDs)
- •Create one CD per segment (prelude, service, reception)
- •Label clearly with permanent marker
- •Bring blank CDs in case you need to make new ones
Emergency option - Streaming playlists:
- •Create playlists on Spotify and Apple Music
- •Download for offline playback as backup
- •Have login credentials ready
- •Test connecting your phone to venue speakers. See our playlist creation guide.
Essential Equipment to Bring
- •Two USB drives with identical content
- •Physical CDs as backup
- •Aux cable (3.5mm to 3.5mm, at least 10 feet long)
- •Phone/laptop chargers and power banks
- •Phone with offline music downloads
- •Laptop with music files and CD drive if possible
- •Bluetooth speaker as absolute last resort
- •Extension cord and power strip
- •Printed music timeline for the operator
💡 Pro Tip
Pack everything in a dedicated “funeral music kit” bag 48 hours before the service. Include tape, batteries, and basic tools. Having one organized bag prevents last-minute scrambling and forgotten items.
The Critical Test Run
24-48 Hours Before: Sound Check
Schedule at least 30-45 minutes at the venue to test everything:
- •Test all formats: Try USB, CD, and phone connection
- •Play full songs: Don't just test 10 seconds—play at least one minute
- •Check volume levels: Test at different spots in the room (front, back, sides)
- •Test transitions: Make sure you can pause, skip, and adjust volume smoothly
- •Verify WiFi: If using streaming, test actual connection strength
- •Mark control locations: Note where volume controls and playback buttons are
- •Practice with operator: Walk through the entire service sequence
Common Issues to Troubleshoot
Songs won't play from USB: Try reformatting as FAT32, rename files without special characters, or convert to different bitrate.
Bluetooth won't connect: Delete other paired devices, restart both phone and sound system, try aux cable instead.
Volume too quiet/loud: Adjust both device volume and speaker volume. Test with someone standing at the back.
Static or poor quality: Check connection cables, try higher bitrate files, test different playback source.
Songs in wrong order: Rename files with numbers (01, 02, 03) to force correct sequence.
Day-Of Coordination
Arrive Early
The music coordinator should arrive at least 60-90 minutes before the service:
- •Set up all equipment and test again
- •Start prelude music 15-20 minutes before official start time
- •Meet with officiant to confirm music cues and timing
- •Have all backup formats easily accessible
- •Ensure devices are fully charged
- •Put phones on “Do Not Disturb” (except for alarms/timers)
During the Service
Stay focused: The music coordinator should not sit with family. They need to be near the sound system, alert and ready.
Watch for cues: Establish hand signals with the officiant for starting, stopping, or adjusting volume.
Fade gracefully: Gradually lower volume over 5-10 seconds rather than abrupt stops.
Have backup ready: If primary system fails, switch to backup within seconds, not minutes.
Monitor continuously: Keep one ear listening to ensure music is playing correctly throughout.
💡 Pro Tip
Designate a tech-savvy person who is NOT immediate family. Family members need to grieve, not troubleshoot Bluetooth connections. A friend, cousin, or hired tech support works best.
Emergency Troubleshooting Guide
Quick Fixes for Common Problems
Problem: No sound at all
- 1.Check all volume levels (device + speakers + mixer)
- 2.Verify cables are fully plugged in
- 3.Check if speakers are powered on
- 4.Try different input source (CD vs. USB vs. aux)
- 5.Switch to portable Bluetooth speaker if nothing works
Problem: Music cuts in and out
- 1.Check for loose cable connections
- 2.If streaming, switch to downloaded/offline files
- 3.Move phone closer to Bluetooth receiver
- 4.Switch to CD or USB
Problem: Wrong song playing
- 1.Stay calm, let it play briefly if appropriate
- 2.Fade out quickly and skip to correct track
- 3.If wildly inappropriate, stop immediately and fix
Problem: Device battery dies
- 1.Switch to backup device immediately
- 2.Plug in power bank to restart while continuing on backup
- 3.This is why you brought three music sources
When to Call for Help
Some problems require professional assistance:
- •Venue sound system completely non-functional
- •Electrical issues or power outages
- •Complex mixing board you can't operate
Have contact numbers for: venue manager, funeral director, and a local audio rental company that offers emergency services.
Cost Comparison: DIY vs. Professional
DIY Costs
- •Music downloads: $10-30
- •USB drive: $10-20
- •Blank CDs: $5-15
- •Cables: $10-30
- •Total: $35-95
Professional Costs
- •Live organist: $200-400
- •Soloist/vocalist: $150-350
- •Sound technician: $100-300
- •Equipment rental: $200-600
- •Total: $650-1,650
Potential savings: $600-1,550 by managing your own funeral music with proper preparation.
You Can Do This
While coordinating DIY funeral music requires organization and preparation, it's completely achievable for most families. The keys to success are: multiple backup formats, advance testing, clear communication with venue staff, and designating a reliable tech-savvy person to manage everything on the day.
The peace of mind that comes from thorough preparation—and the significant cost savings—make the effort worthwhile. Plus, managing the music yourself ensures the selections are exactly what you want, played exactly when and how you envisioned.
For help selecting the perfect songs, explore our complete song collections and planning guide. And remember: proper preparation prevents problems.
Sarah Mitchell
Funeral Music CuratorFormer church music director with 15 years of experience helping families choose meaningful funeral music. Created YourFuneralSongs after losing her mother in 2019.