Anniversary fair checklist and planning guide

An anniversary fair needs more coordination than a single celebration: attractions, catering, games, volunteers and visitor flow all have to work together. Start by fixing the date and location, then check permits, insurance and attraction availability before sending invitations. As replies come in, collect dietary requirements, assign volunteers and write down the programme and game rules. In the final week, confirm deliveries, check the weather, prepare the site and make sure equipment, prizes, drinks and serving supplies are ready.

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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
Check permits
2 people
Reserve fairground attractions
2 people
Book catering
2 people
Check insurance
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Print the program
Assign volunteers
2 people
Write out the game rules
2 people
Purchase game prizes
2 people
Determine route and entrance
2 people
Create floor plan
Check the weather forecast
Confirm deliveries
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Sort prizes
2 people
Check game materials
2 people
Lay out clothing and accessories
2 people
Clear the site
4 people
Have attractions set up
4 people
Build party tents
6 people
Set up tables and chairs
4 people
Check power outlets
2 people
Hang lighting
3 people
Hang decorations
4 people
Set up entrance and wayfinding signs
2 people
Set up game stalls
4 people
Display prizes
2 people
Set up the buffet and bar
4 people
Prepare snacks
4 people
Set out coffee and tea
2 people
Check toilets
2 people
Give volunteer briefing
3 people

Event

Staff the entrance
2 people
Welcome visitors
2 people
Supervise carnival games
4 people
Present prizes
2 people
Guide attractions
4 people
Serve snacks
3 people
Hand out drinks
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Restock the buffet
2 people
Empty trash bins
2 people
Clean toilets in between
2 people
Operate the music
Announce the anniversary speech
Take group photo
2 people
Announce the final round
Guide visitors to the exit
2 people

Aftercare

Shut down attractions
4 people
Clean up catering
4 people
Collect tableware
3 people
Sort waste
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Take down party tents
6 people
Clean the grounds
4 people
Pack game materials
2 people
Empty cooling materials
2 people
Wash dishes
3 people
Clean equipment
2 people
Gather borrowed items
2 people
Take down attractions
4 people
Return rental items
2 people
Keep lost and found items
Store leftovers safely
2 people
Leave venue clean
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Beer tablesqty 8
Folding chairsqty 80
Bar stoolsqty 12
Stoolsqty 20
Buffet tablesqty 4
Waste binsqty 8
Bollardsqty 12
Crowd barriersqty 10

Tableware

Reusable platesqty 180
Reusable bowlsqty 80
Water glassesqty 220
Wine glassesqty 100
Coffee cupsqty 100
Knivesqty 180
Forksqty 180
Spoonsqty 120
Serving spoonsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Coolersqty 6
Party speakersqty 2
Microphone
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 20
Cash box
Card machine
Power banksqty 4

Decorations

Balloonsqty 300
Balloon archqty 2
Buntingqty 12
Anniversary bannerqty 2
Tableclothsqty 16
Table decorationsqty 16
Photo backdrop
Photo propsqty 20
Entrance sign
Wayfinding signsqty 8

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 8
Emergency lightingqty 4

Game materials

Ring toss setsqty 2
Tin can toss setsqty 2
Sjoelbaksqty 2
Kop van Jut game
Tug-of-war ropesqty 2
Hoopsqty 12
Ballsqty 20
Conesqty 24
Scoreboardsqty 6
Stamp cardsqty 200
Game tokensqty 500
Trophiesqty 100

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Small bowlsqty 20
Thermos flasksqty 6
Ice cube traysqty 6
Bottle openersqty 4
Measuring cupsqty 2

Cleaning

Cleaning cartsqty 2
Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Dustpan and brushqty 4
Microfiber clothsqty 24
Hand soap dispensersqty 6
Towel dispensersqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Safety vestsqty 10
Flashlightsqty 6

Catering

Groceries

Tips

Book rides, catering and any required services early, then confirm each delivery again during the final week. Attractions often need access and setup time before guests arrive, so include that in the site plan.
Set a clear route from the entrance to the attractions, food area and exits. Use bollards or barriers where queues could block movement, and print a simple map for volunteers and visitors.
Plan food service around your confirmed guest count and collected dietary requirements. Count serving equipment separately from guest tableware, including serving spoons, coffee cups, water glasses and waste bins.
Assign volunteers to specific time slots and jobs rather than asking for general help. Cover arrival, attraction supervision, games, food service, cash or card payments and the final site check.
Prepare for changing weather at least 24 hours before the fair. Confirm whether tents, tables and attractions can be used safely, keep cables in cable covers, and move drinks into coolers or refrigerators before guests arrive.

Frequently asked questions

How far in advance should I plan an anniversary fair?: Start at least 8 to 12 weeks before the event. Secure the date, location, permits, insurance, attractions and catering first; send invitations once those essentials are confirmed.
When should invitations be sent for an anniversary fair?: Send them about 6 to 8 weeks beforehand, with an RSVP deadline around 2 to 3 weeks before the fair. Use the final guest list to confirm food quantities, dietary needs, seating and volunteer coverage.
What should I do the day before an anniversary fair?: Check the weather, confirm every delivery, finish shopping, chill drinks and sort prizes and game materials. Also print the programme, lay out clothing and accessories, and make sure payment equipment and extension cables are ready.
How early should attractions be set up at an anniversary fair?: Allow at least 2 to 4 hours for setup, depending on the attraction and site access. Keep the setup area clear, check the route for delivery vehicles and complete a safety check before opening the entrance.

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.