Alumni event checklist: what to arrange and when

An alumni event needs more than a guest list and a venue. You need a clear programme, timely registration follow-up, dietary information, name badges, catering and working presentation equipment. This checklist covers the planning sequence from confirming the date and location to briefing volunteers and opening the reception desk. Use it to keep the final week focused on setup, food, drinks and technical checks instead of last-minute decisions.

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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
Draw up the program and schedule
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Send reminder to participants
Create final guest list
Prepare name badges
2 people
Prepare the registration table
Order catering final
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Label diet meals separately
2 people
Check presentation materials
2 people
Set up the music playlist
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up buffet tables
3 people
Hang decorations
3 people
Test the lighting
2 people
Test sound equipment
2 people
Connect presentation equipment
2 people
Brief volunteers
2 people

Event

Staff the reception desk
2 people
Register guests
3 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Guide guests to the networking area
2 people
Deliver the welcome speech
Announce program items
Facilitate presentations
2 people
Pass around the microphone
Serve snacks
4 people
Refill drinks
3 people
Restock the buffet
3 people
Serve dietary options
2 people
Facilitate networking conversations
3 people
Take photos
Provide music
See off guests
2 people

Aftercare

Collect used dishes
3 people
Collect waste
3 people
Take down the buffet
3 people
Turn off the sound equipment
2 people
Remove decorations
3 people
Put tables and chairs back
4 people
Wash dishes
3 people
Clean the venue
4 people
Empty and clean coolers
2 people
Check materials
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Collect lost property
Send thank-you message

What to bring

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

Furniture

Cocktail tablesqty 10
Beer tablesqty 8
Chairsqty 80
Buffet tablesqty 4
Registration desk
Clothes racksqty 2

Tableware

Water glassesqty 100
Wine glassesqty 100
Coffee cupsqty 80
Platesqty 100
Dessert platesqty 80
Forksqty 100
Knivesqty 100
Spoonsqty 80

Kitchen

Serving traysqty 8
Serving spoonsqty 8
Cutting boardsqty 3
Kitchen knivesqty 4
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Mixer
Laptop
Projector
Projection screen
Power stripsqty 6
Extension cordsqty 6

Decorations

Name badgesqty 100
Badge holdersqty 100
Tableclothsqty 12
Flower arrangementsqty 8
Alumni bannersqty 3
Balloon archesqty 2
Welcome sign

Lighting

String lightsqty 6
LED lampsqty 8

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2

Catering

Groceries

Tips

Confirm the date and location before sending invitations, then allow at least 3 to 4 weeks for registrations and replies. Keep the programme and schedule visible to everyone helping with the event.
Collect dietary requirements when people register and send a reminder 7 days before the event. Prepare a final guest list and label diet meals separately so the catering team can identify them quickly.
Prepare name badges and the registration table before guests arrive. Put the guest list, badges and any arrival instructions at the desk, and brief reception volunteers on who handles late registrations.
Complete the final catering order 3 to 5 days before the event, then chill drinks and prepare snacks on the day. Keep water, coffee and other drinks separate from the buffet flow so queues do not block registration.
Test the laptop, projector, projection screen, mixer, active speakers and wireless microphones before guests arrive. Run the presentation from start to finish and keep a backup copy on a second device if possible.

Frequently asked questions

How far in advance should I organise an alumni event?: Start confirming the date and location at least 8 to 12 weeks ahead. Send invitations 4 to 6 weeks before the event, leaving time to process registrations and collect dietary requirements.
When should I send the reminder for an alumni event?: Send the reminder about 7 days before the event, once you have a reliable registration count. Include the start time, location, programme highlights and any arrival instructions.
When should I finalise alumni event catering?: Place the final catering order 3 to 5 days before the event, after checking registrations and dietary requirements. Prepare a separate count for diet meals and label those meals clearly.
How early should the registration desk open?: Set up the registration desk at least 45 minutes before the advertised start time. Staff it with volunteers early enough to check the guest list, arrange name badges and handle arrivals without delaying the programme.

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.