Your checklist for an 1980s themed evening
An 1980s themed evening needs more than a playlist and neon decorations. This checklist takes you from choosing the programme and booking the venue to collecting dietary requirements, preparing the buffet and testing the sound system. Start planning several weeks ahead so invitations, quiz teams and equipment are sorted before the final shopping run. On the day, allow at least two hours for room setup, lighting, music and food displays before guests arrive.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Define the theme and program
2 people
Reserve venue
Design invitations
Send invitations
Process registrations
Collect dietary requirements
Send the program to visitors
Compile the music playlist
Prepare quiz questions
2 people
Arrange Quiz Teams and Prizes
Check decorations
2 people
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare buffet dishes
3 people
Open venue
2 people
Clean the room
3 people
Set up tables and chairs
4 people
Set up buffet tables
2 people
Hang 80s decorations
3 people
Set up lighting
2 people
Connect music equipment
2 people
Set up the quiz table
2 people
Lay out name badges
Set up the cloakroom
2 people
Event
Staff the reception desk
2 people
Welcome visitors
2 people
Serve welcome drinks
2 people
Explain the program
Serve snacks
3 people
Refill drinks
2 people
Open the buffet
2 people
Refill buffet
3 people
Host the 80s quiz
2 people
Hand out quiz prizes
Start the dance music
Announce the final round
Wave goodbye to visitors
2 people
Aftercare
Clear away food and drinks
3 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
3 people
Remove decorations
2 people
Put furniture back
3 people
Disconnect equipment
2 people
Pack inventory
2 people
Return borrowed items
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 8
- Chairsqty 48
- Buffet tablesqty 3
- Coat racksqty 2
- Waste binsqty 4
Tableware
- Dinner platesqty 50
- Dessert platesqty 50
- Glassesqty 60
- Coffee cupsqty 45
- Knivesqty 50
- Forksqty 50
- Spoonsqty 50
- Serving spoonsqty 8
Kitchen
- Cutting boardsqty 4
- Chef's knivesqty 4
- Serving plattersqty 10
- Serving trays with lidsqty 6
- Small bowlsqty 12
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 4
- Coolersqty 3
Equipment
- Bluetooth speakersqty 2
- Microphone
- Power stripsqty 4
- Extension cordsqty 4
- Laptop
- Projection screen
Lighting
- Colored String Lightsqty 4
- LED lampsqty 8
Decorations
- Neon decorqty 4
- 1980s postersqty 12
- Metallic garlandsqty 8
- Balloonsqty 100
- Balloon ribbonqty 2
- Photo backdrop
- Photo propsqty 20
- Tableclothsqty 8
- Name badgesqty 50
- Quiz answer sheetsqty 60
- Pensqty 30
- Quiz prizesqty 3
Cleaning
- Trash bagsqty 30
- Bucketsqty 2
- Mopsqty 2
- Broomsqty 2
- Dustpan and brushqty 2
- Cleaning glovesqty 6
Catering
- Groceries
Tips
- Send invitations at least three weeks before the evening and set a registration deadline seven days before the event. Use the final guest list to confirm dietary requirements, quiz teams and the number of name badges.
- Build the music playlist before the last week and test it through the Bluetooth speakers or microphone setup at the venue. Bring power strips and extension cords, and check that the laptop and projection screen work together.
- Shop for drinks and buffet ingredients two to three days beforehand, then chill the drinks on the day. Prepare dishes in batches and keep covered food on serving trays with lids until the buffet opens.
- Set up tables, chairs, coat racks and waste bins before hanging the 1980s decorations. Put coloured string lights and LED lamps in place before connecting the music equipment, so cables do not have to be moved later.
- Reserve a fixed 20-minute slot for the quiz and prepare team arrangements and prizes before guests arrive. Place the quiz table, question sheets and any projection equipment where every team can see and hear the host.
Frequently asked questions
- How far in advance should I plan an 1980s themed evening?
- Book the venue and define the programme at least four weeks ahead. Send invitations around three weeks before the event and close registrations about seven days before it.
- How long does it take to set up an 1980s themed evening?
- Allow at least two hours for cleaning the room, arranging tables and chairs, setting up the buffet, hanging decorations and testing the sound and lighting. Add 30 minutes if the venue equipment is unfamiliar.
- How many drinks should I plan per guest?
- For the first hour, plan two to three drinks per person, then around one drink per person per hour. Add non-alcoholic options based on the final guest count and the dietary information collected.
- When should I prepare the food and chill the drinks?
- Do the main shopping two to three days before the evening. Chill drinks on the event day and finish buffet dishes close enough to serving time that they can be covered and kept fresh.
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