Alumni evening checklist

An alumni evening runs smoothly when registration, programme details and practical setup are handled in sequence. Start by confirming the date and venue, then build the budget, programme and invitation process around the expected attendance. Dietary requirements, speaker confirmations and presentation materials need firm deadlines, not last-minute reminders. Before guests arrive, check the rooms, registration desk, tables, catering equipment and projector against the final participant list.

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

Confirm date and location
2 people
Prepare the budget
2 people
Compile program
2 people
Design invitation
Send invitations
2 people
Open the registration form
Process registrations
Check registrations
Collect dietary requirements
Confirm the program and times
2 people
Confirm speakers
Assemble the music playlist
Collect photo materials
2 people
Compile the presentation
2 people
Prepare name badges
2 people
Print the run sheet
Print participant list
Confirm deliveries
Send final reminder
Check the shopping list
2 people
Do the shopping
2 people
Collect fresh produce
Open venue
2 people
Check rooms
2 people
Set up tables
4 people
Set up chairs
4 people
Set up registration desk
2 people
Lay out name badges
Set up the presentation area
2 people
Connect the projector
2 people
Connect the sound system
2 people
Test presentation
2 people
Test the music
Hang decorations
3 people
Set up lights and candles
2 people
Chill drinks
2 people
Set up coffee station
2 people
Set up the buffet
3 people
Prepare snacks
4 people
Set out dishes and glasses
2 people
Check toilets
Brief reception team
2 people

Event

Welcome guests
4 people
Register attendance
2 people
Hand out name badges
2 people
Serve coffee and tea
2 people
Announce the opening
Guide presentation
2 people
Manage microphone
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Serve diet meals
2 people
Provide background music
Take group photo
2 people
Facilitate open discussion
2 people
Refill coffee and tea
2 people
Announce the final round
See off guests
3 people

Aftercare

Collect waste
3 people
Collect tableware
3 people
Chill food leftovers
2 people
Switch off equipment
2 people
Remove decorations
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean rooms
3 people
Clean the restrooms
2 people
Collect lost and found items
Take out the trash
2 people
Lock up the venue
2 people
Return rental items
2 people
Clear away leftover stock
2 people
Archive photos and materials
Send thank-you message

What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Buffet tablesqty 3
Registration desk
High tablesqty 6
Coat rackqty 2

Tableware

Dinner platesqty 80
Dessert platesqty 80
Coffee cupsqty 70
Water glassesqty 100
Wine glassesqty 80
Coffee spoonsqty 80
Forksqty 80
Knivesqty 80
Serving spoonsqty 12
Serving plattersqty 12
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Scissorsqty 3
Measuring cupsqty 3
Serving tongsqty 8
Mixing bowlsqty 6
Aluminum foilqty 3
Cling filmqty 3

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Speakersqty 2
Microphoneqty 2
Microphone stand
Extension cordsqty 5
Power stripsqty 5
Chargersqty 3

Decorations

Name badgesqty 75
Tableclothsqty 10
Balloonsqty 80
Balloon ribbonqty 2
Buntingqty 8
Vasesqty 10
Table signsqty 8
Pensqty 20
Registration formsqty 80

Lighting

String lightsqty 4
LED candlesqty 30
Batteriesqty 20

Cleaning

Waste binsqty 6
Trash bag holdersqty 4
Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the registration deadline early enough to check names and dietary requirements before buying food. Use the final list to prepare name badges and print the participant list, rather than relying on walk-in estimates.
Confirm the programme and exact times with every speaker before sending the final reminder. Keep the run sheet printed at the registration desk and with the person coordinating the evening.
Plan the room around several distinct areas: a registration desk, coat rack, seating, buffet tables and, if needed, high tables. Check that guests can reach the buffet without blocking the entrance or projector view.
Count tableware by attendance and allow a small buffer for breakages or extra guests. Check plates, glasses, cups, cutlery and serving utensils together instead of discovering a missing item during service.
Open the venue early enough to check rooms, deliveries, coffee machines, kettles, coolers and presentation equipment. Test the projector with the actual presentation and keep the final shopping list beside the setup area.

Frequently asked questions

When should I send invitations for an alumni evening?: Send invitations several weeks before the event and set a clear registration deadline. Leave enough time after that deadline to check registrations, collect dietary requirements, prepare name badges and buy the correct quantities.
How do I organise registration for an alumni evening?: Set up a registration desk with the printed participant list and name badges before doors open. Check each arrival against the list and keep any late changes noted so the organiser and catering team have one current record.
When should I confirm speakers and the programme?: Confirm speakers and programme timings before the final reminder is sent. Print the run sheet once the times are fixed, and keep a current copy available for the host, speakers and setup team.
What equipment should I test before an alumni evening?: Test the projector with the completed presentation before guests arrive, and check coffee machines, kettles, thermos flasks and coolers during venue setup. Complete these checks early enough to replace or borrow missing equipment before opening.

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.