Anniversary celebration checklist

An anniversary celebration involves more than booking a room and ordering a cake. You need a reliable guest list, dietary details, a clear programme, working presentation equipment, and enough tableware for the meal and coffee service. Start with the date and location, then work through invitations, catering, supplies, and deliveries in that order. This checklist keeps the practical details visible, including the jobs that are often left until the last day.

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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
2 people
Confirm reservations
Compile the guest list
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Compile program
2 people
Confirm speakers
Choose the music program
Order catering
2 people
Order cake
Take inventory of supplies
2 people
Reserve reusable materials
Collect photo materials
2 people
Compile the presentation
2 people
Select souvenirs and prizes
2 people
Create final guest list
Confirm deliveries
Print the run sheet
Make name badges
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Sort decorations
2 people
Technically test presentation
2 people
Prepare catering
4 people
Open venue
2 people
Check the venue
2 people
Set up tables
4 people
Set up chairs
4 people
Set up buffet
3 people
Set up drink station
2 people
Set out tableware
2 people
Hang decorations
3 people
Set up the photo wall
2 people
Connect the sound system
2 people
Set up the presentation
2 people
Set out name badges
2 people
Check toilets
Set up the welcome table
2 people
Brief the team
4 people

Event

Welcome guests
3 people
Register attendance
2 people
Serve welcome drinks
3 people
Serve coffee and tea
2 people
Deliver the opening speech
Present the historical overview
2 people
Serve snacks
3 people
Take photos
Refill drinks
2 people
Open the buffet
2 people
Serve the buffet
4 people
Serve diet meals
2 people
Clear away dishes
3 people
Cut the anniversary cake
2 people
Serve cake
3 people
Provide music
See off guests
2 people

Aftercare

Pack leftovers safely
3 people
Collect waste
3 people
Wash dishes
3 people
Remove decorations
3 people
Put furniture back
4 people
Switch off equipment
2 people
Clean the venue
4 people
Clean the restrooms
2 people
Check stock
2 people
Gather borrowed items
2 people
Return materials
2 people
Store photos securely
Send thank-you message
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 3
Stoolsqty 6

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Drinking glassesqty 120
Wine glassesqty 90
Cutlery setsqty 100
Serving plattersqty 20
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Cake knifeqty 2
Coolersqty 4
Serving plattersqty 16

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Laptop
Projector
Projection screen
Extension cordsqty 4

Decorations

Balloonsqty 100
Buntingqty 12
Tableclothsqty 12
Vasesqty 10
Flower arrangementsqty 10
Photo backdrop
Photo framesqty 12
Name badgesqty 90
Table numbersqty 10
Balloon pumpqty 2

Lighting

String lightsqty 6
LED lampsqty 8

Cleaning

Broomsqty 2
Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Waste binsqty 6
Cleaning clothsqty 12
Rubber glovesqty 6

Catering

Groceries

Tips

Set the date and location before sending invitations, then allow at least 7 days after the RSVP deadline to process registrations and confirm dietary requirements with the caterer.
Count tableware by service rather than by guest: dinner plates, dessert plates, coffee cups, glasses, wine glasses, and cutlery all need to cover the final guest list, plus a small spare allowance.
Test the laptop, projector, projection screen, active speakers, wireless microphones, and extension cords at the venue at least 24 hours before the celebration, not when guests arrive.
Confirm every delivery and reservation during the final week, including catering, cake, reusable materials, furniture, and decorations. A missing buffet table or cooler can disrupt the whole service.
Print the run sheet and make name badges before the event day. Chill drinks and sort decorations on the final day, while leaving enough time to arrange tables, chairs, buffet tables, and vases.

Frequently asked questions

How far in advance should I send anniversary celebration invitations?: Send them 6 to 8 weeks before the celebration if guests need to travel or arrange childcare. Set the RSVP deadline at least 2 weeks before the event so you have time to confirm catering quantities and dietary requirements.
When should I order the anniversary cake and catering?: Place the catering order and cake order at least 2 to 3 weeks ahead. Confirm the final guest count and any dietary changes 7 days before the celebration.
How many drinks should I plan for an anniversary celebration?: For the first hour, plan on 2 to 3 drinks per person, then about 1 drink per person per hour. Add water, coffee, and tea, and chill the drinks on the final day using coolers or available refrigeration.
When should I test the presentation and sound equipment?: Test the laptop, projector, screen, speakers, microphones, and extension cords at the venue at least 24 hours before the event. Also run through the presentation once with the programme so speaker changes and audio levels are clear.

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.