Anniversary benefit checklist: what to arrange and when

An anniversary benefit combines a formal celebration with fundraising, so the planning has two parallel tracks: guest experience and donation income. Start by confirming the date, venue, budget and fundraising target, then build the programme around speakers, music and the auction. Guest numbers affect everything from registration and dietary requirements to rectangular tables, buffet service and glassware. Use this checklist to keep invitations, donations, catering and event-day setup moving in the right order.

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
Set fundraising goal
2 people
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Send reminder
Finalize guest list
2 people
Create the table layout
2 people
Confirm reservations
Collect auction items
2 people
Prepare the auction list
Confirm speakers
Confirm music program
Arrange a payment method for donations
2 people
Prepare donation cards
2 people
Make name badges
2 people
Print the run sheet
Do the shopping
3 people
Collect fresh produce
2 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare desserts
2 people
Prepare buffet dishes
4 people
Set up tables
4 people
Set up chairs
3 people
Set table linen
3 people
Set out tableware
3 people
Set up buffet
4 people
Hang decorations
3 people
Build the photo wall
2 people
Set up lighting
2 people
Test sound equipment
2 people
Set up the presentation table
2 people
Display auction items
2 people
Set up registration desk
2 people
Brief volunteers
3 people

Event

Open the entrance and cloakroom
2 people
Register guests
3 people
Serve welcome drinks
3 people
Hand out name badges
2 people
Serve snacks
3 people
Lead opening speech
Provide the anniversary presentation
2 people
Coordinate the music performance
2 people
Refill drinks
2 people
Open the buffet
2 people
Serve the buffet
4 people
Serve diet meals
2 people
Clear tables
3 people
Explain the auction
Lead the charity auction
3 people
Register bids
2 people
Collect donations
2 people
Give thanks
Serve dessert and coffee
3 people
See off guests
2 people
Secure the auction proceeds
2 people
Store leftovers refrigerated
2 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed items
2 people
Return rental items
2 people
Inform auction winners
Follow up on outstanding payments
Transfer the proceeds
2 people
Send thank-you message
2 people
Share photos with guests

What to bring

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

Furniture

Rectangular tablesqty 10
Cocktail tablesqty 4
Chairsqty 90
Buffet tablesqty 3
Registration desk
Presentation table
Coat racksqty 2
Stoolsqty 6

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Coffee spoonsqty 100
Dinner cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 12
Water carafesqty 12
Coffee potsqty 4

Decorations

Tableclothsqty 14
Napkinsqty 120
Table runnersqty 10
Balloonsqty 100
Balloon pumpqty 2
Flower arrangementsqty 10
String lightsqty 6
Photo backdrop
Photo wall stand
Welcome sign
Table numbersqty 10
Candle holdersqty 20
LED candlesqty 30
Anniversary letters
Table décorqty 10
Chalkboardsqty 4
Chalk markersqty 8
Cable ties
Tapeqty 4
Scissorsqty 4

Equipment

Speakersqty 2
Wireless microphonesqty 2
Mixer
Laptop
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 12
Musical instrumentsqty 3
Music standsqty 3

Kitchen

Coolersqty 4
Food warmersqty 6
Cutting boardsqty 4
Chef's knifeqty 3
Mixing bowlsqty 6
Measuring cupsqty 3
Serving utensilsqty 12
Aluminum foilqty 4
Cling filmqty 4
Thermos flasksqty 6
Ice cube traysqty 4

Catering

Groceries
Buffet warmersqty 6
Serving traysqty 12
Drink dispensersqty 4
Bottle openersqty 4
Wine openersqty 4
Ice spoonsqty 4
Pitchersqty 12
Ice packsqty 20
Corkscrewqty 4

Registration

Name badgesqty 100
Pensqty 20
Guest list holdersqty 2
Donation boxesqty 3
Payment terminalqty 2
Cash float

Auction

Auction numbersqty 100
Auction hammer
Auction board
Bid formsqty 100
Clipboardsqty 20
Storage cratesqty 10
Gift bagsqty 50

Cleaning

Trash binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12
Toilet brushesqty 2

Safety

Flashlightsqty 3
Cable matsqty 6

Tips

Set the fundraising target before preparing donation cards or choosing the payment method. A clear target also helps speakers explain what donations will support during the programme.
Send invitations early enough to allow registration, dietary information and auction interest to be processed before the final guest list. Send a reminder about one week before the benefit.
Treat the auction as a separate workstream: collect items, record each one, prepare the auction list and confirm how bids and payments will be handled at least 3–5 days before the event.
Create the seating and service plan after registrations close. Count tables, chairs, dinner and dessert plates, cutlery, wine and water glasses against the confirmed guest list, then add a small buffer.
Keep a timed run sheet for registration, welcome remarks, speakers, music, food service and the auction. Chill drinks and set out water carafes before guests arrive; leave fresh produce and desserts until the final preparation window.

Frequently asked questions

How far in advance should I send anniversary benefit invitations?: Send invitations around 6–8 weeks before the event, especially if guests need to register or provide dietary requirements. Set a registration deadline about 10–14 days before the date so you can finalise seating, catering and name badges.
When should I finalise the guest list for an anniversary benefit?: Finalise it roughly 7–10 days before the benefit. Use that number to confirm reservations, table layouts, chairs, place settings, buffet quantities and the registration desk setup.
How many drinks should I plan for an anniversary benefit?: For the first hour, allow about 2–3 drinks per guest, then around 1 drink per person per hour afterward. Provide water throughout with carafes and water glasses, and chill the drinks several hours before doors open.
When should auction items and the auction list be ready?: Aim to have all auction items collected and the auction list complete 3–5 days before the event. This gives you time to check descriptions, organise display or presentation space, and brief the host on the running order.

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.