Anniversary customer day checklist

An anniversary customer day needs more than invitations and a good programme. You need a reliable registration process, clear dietary information, enough seating and tableware, and a setup that works before guests arrive. Use this checklist to plan the day in order, from building the guest list and booking the venue to testing equipment and buying fresh groceries. Keep the final week for confirmations, name badges, printed programmes and weather-dependent 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

Compile the guest list
2 people
Design invitations
Send invitations
2 people
Register sign-ups
Reserve venue
Book catering
Finalize the program
2 people
Process registrations
Collect dietary requirements
Provide dietary requirements
Send reminders
Make name badges
2 people
Print programs
Place catering order
Check the shopping list
Buy non-perishable items
2 people
Sort decorations
2 people
Select photo material
2 people
Create a music playlist
Check the presentation
2 people
Check the weather forecast
Adjust outdoor plan
2 people
Test equipment
2 people
Count tableware and glassware
2 people
Buy fresh groceries
2 people
Chill drinks
2 people
Prepare snacks
3 people
Lay out name badges
Set out gifts and prizes
2 people
Pick up venue keys
Open venue
2 people
Ventilate the rooms
2 people
Set up tables
3 people
Set up chairs
3 people
Set up buffet
3 people
Set up the drink station
2 people
Set up registration desk
2 people
Hang decorations
3 people
Build the photo wall
2 people
Set up lights and music
2 people
Connect the presentation
2 people
Arrange snacks on platters
3 people
Check toilets
Brief the reception team
3 people

Event

Register guests
3 people
Welcome guests
2 people
Serve welcome drinks
3 people
Serve snacks
3 people
Announce the program
Guide presentation
2 people
Take photos
2 people
Refill drinks
2 people
Open the buffet
2 people
Serve the buffet
4 people
Serve diet meals
2 people
Cut the cake
2 people
Serve coffee and tea
2 people
Hand out farewell gifts
2 people
See off guests
3 people
Collect waste along the way
2 people
Clear away dishes during breaks
2 people

Aftercare

Final check of guest area
2 people
Take down the buffet and bar
3 people
Clear tables and chairs
3 people
Wash dishes
3 people
Remove decorations
2 people
Take out the trash
2 people
Clean the venue
3 people
Pack equipment
2 people
Retrieve supplies
2 people
Collect lost and found items
Hand over keys and venue
Return rental items
2 people
Chill and label leftovers
2 people
Send thank-you messages

What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Buffet tablesqty 4
Registration desk
High tablesqty 6
Coat racksqty 2
Waste binsqty 6

Tableware

Dinner platesqty 80
Dessert platesqty 80
Coffee cupsqty 70
Water glassesqty 100
Wine glassesqty 100
Coffee spoonsqty 80
Forksqty 80
Knivesqty 80
Spoonsqty 80
Serving plattersqty 20
Serving tongsqty 10
Carafesqty 12

Decorations

Tableclothsqty 14
Napkin holdersqty 10
Balloonsqty 100
Balloon ribbonqty 4
Anniversary banner
Flower arrangementsqty 8
Table decorationsqty 10
Photo backdrop
Photo wall accessoriesqty 20
Name badge holdersqty 70
Candlesqty 24
Buntingqty 8

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Microphone stand
Extension cordsqty 4
Power stripsqty 4
Power banksqty 2

Lighting

LED light stringsqty 6
LED candlesqty 24
Standing lampsqty 4

Kitchen

Coolersqty 4
Ice containersqty 3
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 20
Storage binsqty 12
Aluminum foilqty 3

Cleaning

Mopsqty 3
Bucketsqty 3
Dustpan and brushqty 2
Glovesqty 6
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the guest-list deadline at least 4 weeks before the event. Use the final number to confirm catering, seating, name badges and the quantity of plates, glasses and cutlery.
Collect dietary requirements when guests register, then send the final list to the caterer 7 days before the customer day. Keep a printed copy at the registration desk.
Finish the programme and presentation at least 5 days in advance. Print the programmes after the last change, and test all presentation equipment before the venue setup begins.
Buy non-perishable items and sort decorations 1 to 2 weeks ahead, but leave fresh groceries until the final 1 to 2 days. Count tableware and serving pieces before placing the catering order.
Check the weather forecast 48 hours before the event if any part is outdoors. Decide then whether to adjust the outdoor plan, rather than waiting until guests are arriving.

Frequently asked questions

How far in advance should I send anniversary customer day invitations?: Send invitations 6 to 8 weeks before the event, especially if customers need to travel. Set the RSVP deadline about 3 weeks before the day so you have time to process registrations and confirm catering numbers.
When should I confirm dietary requirements with the caterer?: Collect dietary requirements during registration and send the final list to the caterer 7 days before the event. Recheck changes 48 hours before the day and keep the updated information with the registration materials.
When should I prepare name badges and printed programmes?: Prepare the name badges 3 to 5 days before the customer day, once most registrations are complete. Print programmes after the final schedule and presentation have been checked, ideally no later than 2 days before the event.
How early should I test equipment for a customer anniversary event?: Test the presentation, sound and other equipment at least 2 days before the event, then run a short check during venue setup. This leaves time to replace missing cables or change the programme if something fails.

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.