Anniversary day checklist: what to arrange and when

A successful anniversary day depends on a few details being settled before the day itself. Start with the guest list and invitations, then confirm registrations, dietary requirements and catering quantities. In the final week, prepare the program, presentation, speeches, music and shopping list. On the day, allow time to open and ventilate the venue, check the toilets, arrange tables and chairs, chill drinks and collect the cake before guests arrive.

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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 guest list
Design invitations
Send invitations
Process registrations
Collect dietary requirements
Send reminder
Create final guest list
Determine catering quantities
2 people
Confirm reservations
Assemble the music playlist
Print the program
Make name badges
2 people
Select photos
Prepare presentation
Coordinate speeches
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Set up non-perishable supplies
2 people
Picking up the cake
Open venue
2 people
Ventilate the rooms
Check toilets
Set up tables
4 people
Set up chairs
4 people
Set up buffet tables
3 people
Set up the cloakroom
2 people
Hang decorations
3 people
Build the photo wall
2 people
Hang lighting
2 people
Connect the music
2 people
Test presentation
2 people
Set up coffee station
2 people
Set up drink station
2 people
Set out tableware
2 people
Prepare snacks
4 people
Prepare buffet dishes
4 people
Set aside diet meals
2 people
Prepare the cake cutting
Set up the reception table
2 people
Brief reception team
3 people
Final safety check
2 people

Event

Welcome guests
3 people
Take coats
2 people
Serve welcome drinks
3 people
Serve snacks
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Open the cake buffet
2 people
Serve cake
3 people
Announce speech
Play the presentation
Guide speeches
Open the buffet
2 people
Restock the buffet
3 people
Clear away dishes
3 people
Serve coffee after dinner
2 people
Provide music and dancing
See off guests
2 people
Collect lost and found items

Aftercare

Store leftovers in the fridge
2 people
Remove decorations
3 people
Clear away furniture
4 people
Switch off equipment
2 people
Wash dishes
3 people
Collect waste
2 people
Clean rooms
3 people
Clean the restrooms
2 people
Check stock
Return materials
2 people
Return borrowed items
2 people
Distribute leftover food
2 people
Store photos securely

What to bring

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

Furniture

Rectangular tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Bar stoolsqty 6
Coat racksqty 2
Clothes hangersqty 70
Tableclothsqty 8
High tablesqty 4

Tableware

Dinner platesqty 70
Cake platesqty 70
Coffee cupsqty 70
Water glassesqty 80
Wine glassesqty 80
Champagne glassesqty 70
Knivesqty 80
Forksqty 80
Spoonsqty 80
Coffee spoonsqty 80
Serving plattersqty 12
Serving spoonsqty 10
Soup ladlesqty 4
Carafesqty 8
Cake knifeqty 2
Cake standsqty 3

Decorations

Balloonsqty 120
Balloon archesqty 2
Buntingqty 10
Confettiqty 6
LED candlesqty 24
Flower arrangementsqty 8
Photo backdrop
Photo propsqty 20
Name badgesqty 70
Table numbersqty 8
Welcome sign
Photo framesqty 12
Decorative ribbonsqty 8

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Laptop
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 4
Coolersqty 4
Ice cube traysqty 4
Coffee machinesqty 2
Kettlesqty 2
Hot traysqty 6
Thermos flasksqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 2
Kitchen tongsqty 6
Aluminum foilqty 2
Cling filmqty 2
Storage binsqty 12

Lighting

String lightsqty 6
LED lightsqty 8

Cleaning

Waste binsqty 6
Broomqty 2
Eye-catchersqty 2
Mop setsqty 2
Cleaning glovesqty 4
Cleaning bucketqty 2
Hand soap dispensersqty 4
Toilet brushesqty 2

Catering

Groceries

Tips

Send invitations early enough to leave time for registrations and dietary requirements, then send a reminder before creating the final guest list. That final number determines catering quantities, seating and tableware.
Set a firm deadline for speeches, photos and presentation material. Collect the selected photos and speech details before printing the program, rather than trying to assemble everything during venue setup.
Check tableware against the way the day is served: dinner plates, cake plates, coffee cups, water glasses, wine or champagne glasses, and enough serving platters and utensils. Missing cake knives or coffee spoons are easy to overlook.
Do the shopping before the anniversary day and chill drinks in advance. Keep the cake pickup as a separate timed task so it is not delayed by decorating, seating or opening the venue.
Plan the room in zones before moving furniture: tables and chairs for seated guests, buffet tables for food, a drinks area, coat racks and a clear space for speeches or the presentation. Ventilate the rooms and check the toilets before the first guests arrive.

Frequently asked questions

How far in advance should I send anniversary day invitations?: Send invitations at least 6 to 8 weeks before the anniversary day. Set an RSVP deadline around 3 weeks before the event so you have time to process registrations, collect dietary requirements and confirm catering.
When should I finalise the guest list for an anniversary day?: Finalise the guest list about 2 weeks before the event, after the RSVP deadline and reminder. Use that number to determine food, drinks, seating and the required plates, glasses and cutlery.
How much time do I need to set up an anniversary day venue?: Allow at least 3 hours for setup, including opening and ventilating the rooms, checking toilets, arranging tables and chairs, setting out supplies and decorating. Add extra time if the presentation, music or speeches require technical checks.
When should I pick up the anniversary cake?: Schedule cake pickup on the day with enough time to inspect and store it before guests arrive, usually 2 to 3 hours beforehand. Keep the cake knife, cake plates and cake stand ready at the venue so serving does not depend on a last-minute search.

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.