Anniversary celebration checklist

Use this checklist to organise an anniversary celebration from the first planning decisions to the last setup checks. Start by fixing the date, programme and room layout, then confirm guests, dietary requirements, speakers and catering quantities. In the final week, print the programme and signs, prepare name badges, check sound and lighting, and complete the shopping. The day before, chill drinks, wash produce and prepare snacks or salads so the event runs smoothly.

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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

Set the date and program
2 people
Determine venue and room layout
2 people
Draft invitations
2 people
Send invitations
2 people
Open registrations
Process registrations
Collect dietary requirements
Compile the music playlist
Confirm speakers and honorees
Calculate catering quantities
2 people
Reserve tables and chairs
Arrange refrigerators and coolers
Check sound equipment
2 people
Check the lighting
2 people
Buy decorations
2 people
Check the shopping list
2 people
Prepare print materials
Print the program and signage
Make name badges
2 people
Send reminder to guests
Do the shopping
3 people
Chill drinks
2 people
Wash fruits and vegetables
2 people
Prepare snacks
4 people
Prepare salads
3 people
Sort materials
2 people

Event

Open venue
2 people
Set up tables and chairs
4 people
Set up buffet tables
3 people
Set up the sound system
2 people
Hang lighting
2 people
Hang decorations
3 people
Set up signage
2 people
Set up the cloakroom
2 people
Set up the registration table
2 people
Lay out crockery and cutlery
3 people
Finish buffet dishes
4 people
Prepare coffee and tea
2 people
Test the equipment
2 people
Hold team briefing
4 people
Welcome guests
3 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Serve coffee and tea
2 people
Handle the opening and welcome
2 people
Guide speakers
2 people
Provide music
Serve snacks
4 people
Refill drinks
3 people
Open the buffet
2 people
Restock the buffet
4 people
Serve diet meals
2 people
Cut the cake
2 people
Serve coffee and cake
3 people
Announce the final round
See off guests
3 people

Aftercare

Chill leftovers safely
3 people
Collect tableware
3 people
Sort and dispose of waste
3 people
Clear tables and chairs
4 people
Sweep and mop the venue
3 people
Clean the restrooms
2 people
Remove decorations
3 people
Tear down audio equipment
2 people
Dismantle lighting
2 people
Wash and dry the dishes
4 people
Check and pack materials
3 people
Return borrowed items
2 people
Distribute leftover food
2 people

What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 90
Buffet tablesqty 4
Coat racksqty 2
Clothes hangersqty 100
Waste binsqty 6

Tableware

Dinner platesqty 100
Dessert platesqty 100
Soup bowlsqty 90
Coffee cupsqty 90
Water glassesqty 120
Wine glassesqty 100
Beer glassesqty 100
Coffee spoonsqty 100
Table knivesqty 100
Table forksqty 100
Serving spoonsqty 16

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Serving plattersqty 16
Serving trays with lidsqty 8
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice packsqty 20
Food warmersqty 6
Aluminum foilqty 4
Food storage containersqty 12

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Audio cablesqty 6
Power stripsqty 6
Extension cordsqty 6

Lighting

String lightsqty 6
LED lampsqty 12
Battery lanternsqty 6

Decorations

Balloonsqty 150
Buntingqty 12
Tableclothsqty 16
Flower arrangementsqty 12
Photo framesqty 8
Jubilee garland
Name badgesqty 100
Table card holdersqty 16
Tapeqty 6
Ropeqty 2

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 3
Hand broomsqty 3
Cleaning clothsqty 20
Toilet brushesqty 3
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the date, programme and venue before sending invitations. Allow at least two to three weeks for guests to reply, especially if you need dietary requirements or registration details.
Calculate food and drinks only after you know the expected guest count. Keep a written total for meals, snacks, coffee, water and alcoholic drinks so shopping and refrigeration are based on one number.
Check the room setup at least one week ahead. Confirm that you have enough folding chairs, tables, buffet space, coat storage and waste bins for the expected number of guests.
Test sound and lighting before the event, not during guest arrival. Check microphones, speakers, playlist access and power points, then print the programme, signage and name badges in advance.
Finish perishable-food preparation the day before where possible. Chill drinks, wash fruit and vegetables, prepare snacks and salads, and keep prepared food covered in suitable containers or trays.

Frequently asked questions

How far in advance should I send anniversary celebration invitations?: Send invitations two to three weeks before the celebration. Close registrations or ask for final replies at least seven days before the event so you can calculate catering, seating and name badges.
How much food should I plan for an anniversary celebration?: Base the calculation on the confirmed guest count and the programme length. Plan a complete serving for each guest, plus snacks for arrival and breaks; finalise quantities about one week before shopping.
When should I prepare drinks and food for an anniversary celebration?: Chill drinks several hours before guests arrive, or overnight when possible. Wash produce and prepare snacks or salads the day before, while keeping perishable items refrigerated until serving.
What should I check on the day of an anniversary celebration?: Allow at least two hours before arrival for room layout, buffet setup, lighting, sound, signage and name badges. Check refrigeration, serving utensils, plates, glasses and waste bins before opening the doors.

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.