Anniversary celebration checklist

An anniversary celebration needs more than a guest list and a cake. This checklist takes you from reserving the venue and sending invitations to setting up tables, testing the presentation and opening the doors. It also covers the details that are easy to leave too late, such as dietary requirements, name badges, chilled drinks and working extension cords. Use the plan to keep decisions, purchases and on-the-day jobs in the right order.

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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

Finalize guest list
2 people
Reserve venue
Send invitations
2 people
Process registrations
Collect dietary requirements
Create catering menu
2 people
Take inventory of supplies
2 people
Reserve tables and chairs
Put together the music
Create the program
2 people
Confirm speakers
Compile the presentation
2 people
Collect photos for presentation
2 people
Create final guest list
Calculate catering quantities
2 people
Check the shopping list
2 people
Buy decorations
2 people
Do the shopping
3 people
Chill drinks
2 people
Collect cake and desserts
2 people
Prepare snacks
4 people
Print name badges
Print programs
Test presentation and music
2 people
Open venue
2 people
Set up tables and chairs
4 people
Set up buffet tables
3 people
Hang decorations
3 people
Connect sound equipment
2 people
Set up the presentation
2 people
Prepare snacks and drinks
4 people
Set up the reception table
2 people
Carry out the final venue check
2 people

Event

Welcome guests
4 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Assist with anniversary speech
2 people
Open the buffet
3 people
Restock the buffet
3 people
Collect tableware and glasses
2 people
Cut and serve cake
3 people
Take group photo
2 people
See guests off
2 people

Aftercare

Collect waste
3 people
Wash dishes
4 people
Clear away food and drinks
3 people
Turn off the sound equipment
2 people
Remove decorations
3 people
Put furniture back
4 people
Clean the venue
4 people
Clean coolers and equipment
2 people
Return borrowed items
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
High tablesqty 4
Tableclothsqty 8
Coat racksqty 2

Tableware

Platesqty 80
Dessert platesqty 80
Cutlery setsqty 80
Drinking glassesqty 100
Wine glassesqty 70
Coffee cupsqty 70

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 8
Table decorationsqty 8
Name badgesqty 70
Guest book

Equipment

Bluetooth speakerqty 2
Microphone
Projector
Projection screen
Laptop
Extension cordsqty 4
Power stripsqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Serving plattersqty 10
Serving tongsqty 8

Lighting

String lightsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2

Catering

Groceries

Tips

Confirm the venue before sending invitations, then allow time to process registrations and create a final guest list. A firm headcount is needed before you calculate catering quantities or reserve the right number of tables and chairs.
Collect dietary requirements with the registrations, not during the final week. Use the completed list when creating the catering menu and preparing snacks, desserts and serving platters.
Finish the music, program and presentation before the event day. Test the laptop, projector, projection screen, microphone and Bluetooth speaker together, including extension cords and power strips.
Chill drinks several hours before guests arrive and collect the cake and desserts close enough to serving time that they stay fresh. Set out drinking glasses, wine glasses, plates, dessert plates and cutlery before opening the venue.
Print programs and name badges before setup starts, and allow at least 30 minutes to arrange the welcome area. Put the guest book, coat racks and decorations where guests can use them without blocking the entrance.

Frequently asked questions

How far in advance should I send anniversary celebration invitations?: Send invitations around 6 to 8 weeks before the celebration. Set the registration deadline at least 2 weeks before the event so you can confirm the final guest list, dietary requirements and catering quantities.
When should I finalize the catering quantities for an anniversary celebration?: Finalize quantities 10 to 14 days before the event, once registrations have closed. Recheck the numbers 2 to 3 days beforehand before shopping and preparing snacks.
How early should I test the anniversary presentation and music?: Run a complete test at least 2 days before the celebration, using the actual laptop, projector, screen, microphone and speaker. Do a shorter sound and display check again 30 to 60 minutes before guests arrive.
What should I set up first at an anniversary celebration?: Open the venue and place tables, chairs, coat racks and power equipment first, then arrange table settings and decorations. Allow 60 to 90 minutes for room setup, plus another 30 minutes for badges, programs, the guest book and final checks.

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.