A practical checklist for a 100th anniversary

A 100th anniversary needs more than a guest list and a cake. You will be coordinating registrations, dietary requirements, a programme, speeches, music, photographs and a memory book, while also keeping the room and catering on schedule. Start with the guest count and reservations, then finalise seating, printed materials and food quantities. Leave enough time for setup, cooling drinks and testing the projector before guests arrive.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Compile guest list
2 people
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Compile program
2 people
Record speakers and performances
2 people
Assemble the music playlist
Collect photo materials
2 people
Create photo presentation
Arrange memory book
Make reservations
Determine the final number of guests
2 people
Arrange the table layout
2 people
Make name badges
2 people
Print program cards
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare dessert
2 people
Prepare floral arrangements
2 people
Clean the venue
3 people
Set up tables
4 people
Set up chairs
3 people
Set up buffet tables
3 people
Set out tableware
2 people
Set out cutlery
2 people
Set out glasses
2 people
Set the tables
4 people
Hang decorations
4 people
Set up the photo wall
2 people
Set up the memory table
2 people
Connect sound equipment
2 people
Test presentation
2 people
Check lighting
2 people
Display snacks
3 people
Set up the drinks buffet
3 people
Set up the gift table
2 people
Check toilets

Event

Welcome guests
4 people
Serve welcome drinks
3 people
Guide the jubilarian
2 people
Serve snacks
4 people
Refill drinks
2 people
Guide guests to their seats
2 people
Deliver the welcome speech
Serve coffee and tea
3 people
Play photo slideshow
Guide speeches
Take group photo
2 people
Open the buffet
2 people
Restock the buffet
4 people
Serve diet meals
2 people
Serve dessert
3 people
Cut the cake
3 people
Provide music
Collect gifts
2 people
Guide the memories book
Manage the cloakroom
2 people
Clear tables
3 people
See off the last guests
3 people

Aftercare

Store leftovers in the fridge
2 people
Collect waste
3 people
Wash dishes
4 people
Put furniture back
4 people
Remove decorations
3 people
Clean the venue
4 people
Clear away equipment
2 people
Distribute leftover food
2 people
Sort borrowed items
2 people
Return borrowed items
2 people
Store photos securely

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 12
Chairsqty 90
Buffet tablesqty 4
Coat racksqty 2
Stoolsqty 6

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 120
Wine glassesqty 100
Coffee spoonsqty 100
Dinner cutlery setsqty 100
Serving utensilsqty 12
Serving plattersqty 16
Dessert serving plattersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Cake knivesqty 3
Serving spoonsqty 10
Serving tongsqty 8
Coolersqty 4
Ice cube traysqty 6
Food containersqty 12
Aluminum foilqty 4
Cling filmqty 4

Equipment

Laptops
Projector
Projection screen
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Power stripsqty 6
Extension cordsqty 6
Charging cablesqty 4

Decorations

Balloonsqty 150
Number 100 balloonsqty 3
Buntingqty 12
Tableclothsqty 12
Napkin holdersqty 12
Flower vasesqty 12
Photo framesqty 20
Photo backdrop
Gift table sign
Name badgesqty 90
Program cardsqty 90
Memory book
Pensqty 10

Lighting

LED light stringsqty 6
Table lampsqty 8

Cleaning

Waste binsqty 6
Hand broomsqty 2
Trash binsqty 3
Mopsqty 3

Catering

Groceries

Tips

Set a registration deadline before you confirm the final guest count. Use that number for the table plan, name badges, programme cards, dinner place settings and dietary information.
Build the programme around fixed timings for speeches, performances, the photo presentation and dessert. Allow at least 10 minutes between major items so one delay does not disrupt the whole celebration.
Collect photographs and written memories early rather than waiting until the final week. A photo presentation and memory book both need time for scanning, selection, layout and a final check.
Check tableware and serving equipment against the guest count, including dinner plates, dessert plates, glasses, cutlery and serving utensils. Add time to wash, transport or arrange anything that is not already at the venue.
Finish the room setup before food preparation begins. Place tables, chairs, buffet tables and the projector first, then prepare flower arrangements, chill drinks and set out snacks, dessert and coffee equipment.

Frequently asked questions

How far in advance should I send 100th anniversary invitations?: Send invitations around 8 to 10 weeks before the celebration, with a clear registration deadline. Ask guests to submit dietary requirements at the same time so catering and seating can be planned from confirmed information.
When should I finalise the guest count for a 100th anniversary?: Finalise it 10 to 14 days before the event, after the registration deadline and any follow-up calls. Use the confirmed number to order food, prepare place settings and complete the seating plan.
How much food and drink should I plan for a 100th anniversary?: For the first hour, allow roughly 2 to 3 drinks per person, then about 1 drink per person per hour. Plan snacks for the arrival period and count dessert portions from the final guest list, including dietary alternatives.
When should I test the projector and photo presentation?: Test the laptop, projector and complete photo presentation at least 24 hours before the event, then check the connection again during setup. Keep a backup copy of the presentation on a second device or USB drive.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.